MPC Minutes 16th October 2018

Minutes of the Monxton Parish Council meeting held on Tuesday 16th October 2018 in the Monxton Village Hall at 7.30pm.

Present: Cllr M Cleugh – Chairman, Cllr S Dowding – Vice Chairman, Cllr J Balding, Cllr P Weston, Richard Waterman – Parish Clerk, Mrs P Kitson – Village Hall Chairman
Members of the Public – 18
Apologies: Borough Councillor Mr B Few-Brown and County Councillor Mrs Z Brooks

WELCOME – The Chairman welcomed everyone to the meeting

DECLARATION OF INTERESTS – There were no declarations of interest recorded

VILLAGE HALL UP-DATE – Penny Kitson, Village Hall Chairman.
Penny Kitson gave a comprehensive presentation on the results of the Village Hall Survey. 178 responses were received from Monxton and Amport Villages. 58% from Monxton and 42% from Amport. There was an overall majority to move the Village Hall to a new site. The Black Swan Car Park is the site under discussion.
The results of the survey will be put on the Village Website.
The recent fund-raising event made a £16,000 profit. Amport Parish Council have given £4,750 towards the project. The match funding pot now stands at £50,000. The proposed new Village Hall will aim to be eco-friendly and economically self-sustaining. The building will be promoted as a Community Hub, and a competition to find a better name will be held in the future.
Those present were in full support of the project and thought that the Village Hall Team have done some amazing work to get to this stage.

The Chairman opened the meeting to a Questions and Answer session on the proposed Village Hall project:
QUESTION: Will the Black Swan Car park site be freehold or leasehold?
ANSWER: Freehold. If the freehold is not obtained, there will be no deal.

QUESTION: Why was the Public Meeting on the 18th August 2018 cancelled and why was a further meeting not scheduled?
ANSWER: The Chairman apologised but unforeseen circumstances meant the August meeting could not go ahead. All the information was posted on the Website.

QUESTION: Why is there no artists impression of what the new building will look like on the proposed site, this makes it hard to visualize what is being proposed?
ANSWER: At this stage of the project it is not wise to spend resources on Architects fees.

QUESTION: What will the total cost of the project be?
ANSWER: In the region of £500,000 with a £50,000 contingency fund. It is estimated that the build costs will be in the region of £300,000 – £350,000.

QUESTION: What is the risk if the build cost goes over budget, where will the funding come from?
ANSWER: The Chairman explained the Community Infrastructure Levy funding at length (CIL). The CIL allows for a contingency to be built-in to cover an overspend. It is also possible to make further applications for CIL funding. Test Valley Borough Council have expressed full support for a CIL application from Monxton.
The Chairman stated that other forms of funding are also been investigated.

QUESTION: What is the process to proceed with this project?
ANSWER: The Chairman explained the process.
1. A ‘Red Book’ Survey needs to be done to value the land of both the Black Swan
Car Park and the Current Village Hall site.
2. Specialists will then be engaged – Solicitors and Architects.
3. Planning Permissions will need to be submitted.
4. An application for CIL funding will them be submitted.

QUESTION: What is the size of the proposed new building?
ANSWER: Roughly the same size as the current Village Hall. 10M X 20M with the addition of a mezzanine floor.

QUESTION: Have other Village Halls in the area been surveyed on their usage?
ANSWER: The Clerk reported that he is the Booking Clerk for the Fairground Hall at Weyhill. Due to the size of their car park they obviously hold big events for up to 160 people. However, the mainstay of the income is Children’s Birthday Parties, Keep Fit classes and small groups hiring the hall.

QUESTION: Has a Developer been identified?
ANSWER: Talks are ongoing with DC Li Builders the owners of the Black Swan. However, three quotes will be required to meet the criteria for the CIL funding.

QUESTION: It was thought that there will be many questions from the village over the coming months about this project. Will there be a forum for residents to register their questions?
ANSWER: Residents can submit questions through the website or forward to one of the Parish Councillors. There will be further consultation with the Village to build momentum for the project. The Chairman thanked those present for their questions and close the Question and Answer session.

PARISH COUNCIL VACANCY.
Cllr S Dowding proposed that Penny Kitson be co-opted onto the Parish Council to fill the vacancy. This was seconded by Cllr J Balding. All agreed.
Penny Kitson signed the Declaration of Office and was given the Declaration of Interests and Data protection Forms. The Chairman welcomed Cllr P Kitson onto the Parish Council.

MINUTES OF THE PREVIOUS MEETING.
The Chairman signed the minutes of the previous meeting as a true record.

VILLAGE HALL PROPOSAL
Cllr P Kitson proposed that the Monxton Parish Council support the Villagers majority vote to move forward with a new village hall on a new site on the Black Swan Car park and appoint a surveyor to undertake a Red Book survey and in addition professional advisors (Solicitor and Surveyor/Architect). This was seconded by Cllr S Dowding. All agreed.

PLANNING.
• Barn Cottage 18/01549/FULLN:
• Demolition of existing double garage and erection of a double garage & accommodation on a new 1st floor.
• MPC objection
• Application withdrawn

• Paisley House (formerly JEVVON) planning application 18/01956/FULLN
• Installation of dormer windows to replace the Velux windows to allow top floor attic to be converted to two additional bedrooms
• MPC objection
• Application approved by TVBC

• Issues with Nelsons lorries going through Monxton
• No major feedback from villagers over last 2 months
• EA have confirmed that they will be taking legal proceedings currently

• Alpine/Penchards – Abbotts Ann Manor Farm
• Outline planning proposal presented to MPC in March
• Presentation at Abbotts Ann in September local support is positive
• Potential for a planning application to be presented in the near future
• Who would support the application to build houses at Manor Farm.

FINANCE
Financial Report – 1 st April 2018 to 16th October 2018

INCOME.
Opening Balance 1/4/18 = £ 831.90
Precept = £6,200.00
CIL Funding = £3,703.12
= £10,735.02

EXPENDITURE.
Wages = £700.00
Insurance = £350.35
Village Maintenance = £1,001.00
Speed Sign Programme = £300.00
Church – Mower Service = £134.39
Audit = £340.00
Dog and Rubbish Bin Empty = £333.00

= £3,158.74
= £7,576.28
Bank Balance 16th October 2018
Parish Council £ 7,576.28
Reserves £ 6,000.00
Village Hall £ 7,523.35
£21,099.63

ENVIRONMENT AND FOOTPATHS – Cllr J Balding
• Lengthsman Scheme
• Local contractors will be appointed
• Proposal: sign a contract with HCC to have Monxton as its own Cluster and Thruxton as a member – each to appoint a local contractor. Proposer: Judith Balding; Seconder: Mike Cleugh
• Overview of the scheme
• Issues with the current scheme (Cluster) run by Penton Mewsey for HCC
• Monxton to set up their own cluster joined by Thruxton
• Monies from HCC directly controlled by MPC
• Lengthsman Scheme
• Local contractors will be appointed
• Proposal: sign a contract with HCC to have Monxton as its own Cluster and Thruxton as a member – each to appoint a local contractor. Proposer: Judith Balding; Seconder: Mike Cleugh
• Footpaths
• Part of a fallen dead tree covered in Ivy blocked the Hook Lane Bridleway and had to be removed.  Otherwise no reported problems.
• A new Footpaths Representative is required, please contact the PC if you regularly walk the footpaths and would like to volunteer for the position.

MONXTON AND AMPORT WEBSITES – Cllr S Dowding
• Merge much of the info on both the Monxton and Amport websites.
• Each village website will retain the issues that relate to Monxton and Amport Parish Council matters, Church and history.
• Parish Clerks will manage the relevant Parish Council sections
• David Baugh will do Church section
• Each village web address will still work

TRAFFIC – Cllr P Weston
Cllr P Weston reported on the data collected from the Flashing Speed Sign.
• Total 16827 records
• 34% (5668) under 30 MPH
• 67% (11159) above 30 MPH +
• 34% (5574) at 35 MPH +
• Max speed recorded above 75 MPH
Cllr P Weston stated that the data can be collated over the coming months to put together a report on speeding to be presented to the Police.

Two further sites were identified for the speed sign. Broad lane and Abbots Ann Road. Cllr P Weston asked for help when siting the Speed Sign as it is a two-man job.

SUNNYBANK – Cllr P Weston
• The Farm has spread the muck that was too close to the path – Min.10 metres
• Nothing to be stored there for at least 12 months
• Traffic Sign Information

CLOSE OF THE MEETING
The Chairman thanked everyone for coming and closed the meeting.

DATE OF THE NEXT MEETING
15th January 2019 at 7.30pm in the Monxton Village Hall

Monxton Parish Council Meeting & Village Hall Consultation: Tuesday 16 October

MONXTON PARISH COUNCIL

NOTICE OF PARISH MEETING

THE MONXTON PARISH COUNCIL MEETING IS TO BE HELD

ON TUESDAY 16th OCTOBER 2018 IN THE VILLAGE HALL AT 7.30PM

AGENDA

At 7.30pm there will be a presentation of the survey results for the Monxton & Amport Village Hall consultation, and a discussion with Q&As from anyone present with regards to the future of our community spaces.

The Parish Council meeting will commence afterwards, hopefully at about 8pm.

  1. Welcome and Apologies
  2. Parish Council Vacancy – Co-option
  3. Declaration of Interests
  4. Members of the Public (Pre-booked slots if requested)
  5. Minutes of the previous meeting – sign that they are correct
  6. Planning
  7. Reports:
  • Environment & Footpaths
  • Traffic
  • Neighbourhood Watch
  • Sunnybank
  • Financial Report
  • Village Hall Up-date and CIL Funding.
  1. HCC and TVBC reports (if provided)
  2. Correspondence
  3. Close of the meeting

Date of next meeting – To be confirmed

Monxton Parish Council: Vacancy

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

  • There is a vacancy on the Parish Council caused by the resignation of Andy Stevens.
  • A by-election to fill the vacancy will be held if 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
  • The address of the Returning Officer is:
    Test Valley Borough Council, Council Offices, Beech Hurst, Weyhill Road, Andover, SP10 3AJ

Notice given this 6th day of October 2018

Richard Waterman

Clerk of the Parish Council

Should you be interested in joining Monxton Parish Council then please contact Richard Waterman on richard.waterman150@btinternet.com

Job Vacancy: Monxton Parish Council Clerk

Monxton Parish Council Clerk/RFO (Responsible Financial Officer)

From 1st November 2018, there is a vacancy for a Clerk and RFO to Monxton Parish Council.  This is a part-time job and the applicant should be local to Monxton, with the hours and salary being negotiable.  Applicants should have experience as a parish clerk and financial officer with a CILCA- Certificate in local council administration.

Applications to be made in writing to Cllr Mike Cleugh, Chairman, Monxton Parish Council – mikecleugh@hotmail.com

Job Description – Clerk

  1. Attend quarterly meetings of the Council, including the AGM.
  2. Issue notices and prepare agendas and minutes for the AGM and other meetings of the parish.
  3. Be responsible for the preparation and circulation of relevant working papers for meetings and the publication of draft minutes for approval by the Council.
  4. Receive and manage correspondence and documents on behalf of the Council, bringing such items to the attention of the Council and to issue correspondence in accordance with legislation.
  5. Prepare, in consultation with a designated Council Member, press releases relating to the activities and decisions of the Council.
  6. To ensure that statutory and other provisions affecting the running of the Council are observed.
  7. Ensure that there are adequate procedures for the archiving, storage and retrieval of documents for statutory purposes and public inspection.
  8. Obtaining quotes for insurance and other services and relevant grant details that are available to the parish.
  9. To ensure that the Council’s obligations for risk assessment and management are met.
  10. Keep Notice Board up to date with details of notices including Elections and By-elections

Job Description – RFO (Responsible Financial Officer)

The overall responsibilities are for the maintenance of the proper financial records of the Council and for the prudent management and administration of its funds and finances.

  1. To maintain an adequate system of bookkeeping so as to define the current income and expenditure of the Council, and the Council’s assets and liabilities.
  2. To reconcile the balances held by the Council, shown by the books of account and by bank statements
  3. To maintain cover and records for the payment of staff remuneration, including administration of Income Tax and National Insurance, and preparation of all year-end returns and statements required by HMRC.
  4. To maintain appropriate records relating to VAT, and to make proper Returns to and/or reclaims of VAT from Customs and Excise.
  5. To prepare annual accounts for approval by the Council.
  6. To meet the Council’s statutory obligations for annual internal and external audit of the Council’s accounts.
  7. To prepare draft annual Budget and Precept proposals for consideration and approval by the Council and to facilitate the adoption of agreed Budgets and Precepts by 31st January in each year.
  8. To maintain records for future movements of funds in relation to the setting by the Council of future Budgets and Precepts.
  9. To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are paid.
  10. To issue invoices on behalf of the Council for goods and services provided by the Council, and to ensure that payment is received.

 

Manor Farm, Abbotts Ann Update – 13 September

COME ALONG AND SHOW YOUR SUPPORT FOR FINDING A SOLUTION TO STOPPING LORRIES IN OUR VILLAGES

PUBLIC EXHIBITION 13th Sep 2018

7:30pm – 8:30pm

Venue: Abbotts Ann War Memorial Hall

Held by the owners of Manor Farm to give local residents the opportunity to discuss and share views on the potential change of use to residential housing at the Manor Farm site, in view of addressing the transport problems.

Another opportunity to give us feedback following the presentation held in Monxton in April.

We welcome everyone to come along and discuss this with us and give us your feedback and support.

Click here to see the Manor Farm Brochure

We look forward to seeing you!

Minutes of the MPC AGM 25 April 2018

Minutes of MPC AGM 25th April 2018

Apologies – Andy Stevens and Richard Waterman

  1. Alpine/Penchard Presentation

Kelvin Barry Alpine – Long-running saga with steel lorries and HGV’s causing damage to roads, verges, hedges, thatch and walls of Monxton properties and to properties on West Hill Abbotts Ann. Background before farm before they grew to the present size. Purpose of the proposed Housing project is to fund the move of the businesses to a new site on a cost neutral basis using an open book approach.

Adrian Barker – Transport movements. A site survey done in 1 day saw 75 car and 73 lorry and van movements, 8 being large HGVs.

Mike Harrison – Architect – The proposed plans retain some of the existing farm buildings and as new buildings will be visible from the surrounding areas, there will be a maximum of 2 stories high.

Bryce Diplock – Penchards – At the moment there is an average of 50 cars on site every weekday using the local roads at least twice a day, so the impact of traffic should not be increased but will not all be arriving and leaving at the same time. 

Two proposals/options

Option 1. Approximately,12 two-storey houses, terraced, semi-detached and detached. Traditional design of buildings will be on brownfield site and retain the adjoining 2.5-acre paddock with a smaller footprint than already on site. 

Option 2. Approximately 22 two-story houses Less green space with some houses built on the paddock with green around the perimeter and some back gardens

Timeline – 6 months to submit formal planning applications

Questions from public

  1. Why apply for an outline and not detailed planning application?
  2. It will be an illustration showing access initially.
  3. How many lorry movements a day at present?
  4. 8 HGVs a day = 16 lorry movements

Q What would be the impact of additional sewage disposal for the new houses?

  1. Manor Farm has its own cesspit and if housing goes ahead, the site will have its own treatment plant.  South West Water would be consulted as there is an ongoing issue with the manhole in the road outside Manor Farm
  2. What about Affordable housing? 
  3. It could be included but would require more units as they would reduce overall net funds generated to fund move to a new site/factory.
  4. If outline planning permission is approved, what stops the plans being changed if you sell it?
  5. Paul Jackson – TVBC would consider the planning application on its merits and they would not normally consent to planning permission in the countryside.  They want to see the minimum development necessary to allow them to move.  A covenant can be attached to the property to limit development and the surrounding farmland is not in their ownership.
  6. Abbotts Ann PC ex-Chairman stated that AA does not need any more large houses but it does need affordable housing.
  7. Alpine confirmed that there could be a mix of small and large houses with a mixed community of younger and older residents.    
  8. Would more houses on the site would mean more traffic?  
  9. It would not, as said before there is an average of 50 cars travelling to and from the site on a daily basis now and that would drop to about 44 a day.      
  10. As this application is outside policy will it need to be agreed? 
  11. Paul Jackson – it would be treated as an exception. Any further ribbon development between the site and Abbots Ann would not be permitted.

Village Hall Update

Current Village Hall Situation – presented by Mel Bacon

  • We are losing bookings on the present Village Hall.  There is no outside space or sufficient parking.  Yearly maintenance cost = £23,000
  • 2016 planning for the Hall to improve the facilities as it needs a new boiler, kitchen, loos, roof, etc.  Quotes to do the proposed work of were between £220,0000 – £350,000
  • Money in Hall fund including fundraising monies = £35,000  leaving a £150,000 shortfall even with grants 

Comment from members of the public

  • The Hall is ugly, no ambiance and is an unsuitable building and people don’t want to rent it as other Village Halls are preferable.
  • We have lost our pub, we can’t lose our Village Hall as well.
  • Do the grants have conditions? – Yes
  • Couldn’t we just go ahead with the main issues for the money already raised?
    • We need £350,000 for the renovation/extension works. There needs to be a new entrance and we cannot increase the parking as the adjacent landowner won’t give us an option to purchase any land next to the hall.

Proposed new Village Hall Presentation – by Cllr SD

  • A developer now owns The Pub, the Village Green and the Pub Car Park. 
  • We are proposing a new Village Hall to be built at the end of the car park, a purpose-built building with 15 car parking spaces costing approx £400,000.  We have approached TVBC re the proposed plans and the owner of the Pub, DC Li Ltd, who have both indicated that they would be agreeable to the proposal in principle subject to detailed planning applications. The traditional design would be barn-style with a mezzanine, opening out on to the Village Green.  We cannot register the Village Green unless the MPC own it.  The interior would have oak beams and a wood burner to heat the building.  It would provide a flexible space, where it could be opened up on to the green in the summer, running costs would be lower and there would be a cafe area and events such as a Book Club.

Comments from Members of the Public

  • What about the Electricity sub-station which is there now?  
  • It would be moved to the front of the car park.
  • How much of the Green would be used?
  • A small area for car parking.

Chairman advised – MPC owns the freehold of the present village hall and that would be able to be transferred to the developer in part payment for the new hall, village green and car park.  Additional funding of £350,000 would be required and part of this would come from CIL funding. CIL monies can only be used for new builds or new extensions to existing buildings.

New build hall costs of £300,000. Cost of the refurbishment of old hall = £200,000 

Possible Name – The Pillhill Brook Community Hall.  We will have a village survey, get values of both sites, appoint legal advisors, 3 quotes from builders and a risk assessment and we propose to sell the current hall site to DC Li in part payment of the project.

Comments from members of the public 

  • There will be noise from the new village hall affecting nearby residents.
  • The villagers would like the pub back. 
    • Cllr SD – Villagers were given the opportunity to buy the pub 2 years ago but there was not enough support.
    • Cllr MC – Far more work required to assess the viability of the various options and ascertain what the villagers of Amport and Monxton want from a village hall.
  • Are other sites available?  Cllr MC – No
  • What about Knocking down and rebuilding the present village hall?
    • Cllr MC – That may be an option but doesn’t solve parking problems or protect the village green.
  • What is the consultation process? 
    • Chairman – There will be a consultation with residents via an Internet survey and hard copy for those with no web access plus public meetings and exhibitions.
  • There will be more traffic with people coming from outside the village. 
    • Cllr SD – The new hall will mainly be used by Monxton and Amport residents who can walk to it.
  • What is DC Li planning?
    • Cllr SD – Pub – will be converted to a single dwelling. If no new hall on the car park they will build either  5 x 2-bed or 2 x 5-bed houses.
  • When does the planning permission for the current renovation expire.
    • PJ (TVBC) – PP lasts for 3 years and there can be a re-submission.
  • What happens if we don’t get enough support from the villagers?
    • Cllr MC – So far, we have support from Amport PC and we will provide more details to villagers in due course of the various options with pros and cons.

Planning

  • New build behind Corner Cottage – MPC have received £3,700 from CIL fund, with a further similar sum to follow when the build is complete.
  • Black Swan – In discussions with DC Li.
  • ANPR System – 54 HGV violations HCC have invoiced Goodmans £17,000, which they have refused to pay.

Environment

  • Pillhill Brook – Hants and Isle of Wight Wildlife Trust, together with 16 partner organisations, have embarked on a project called Watercress & Winterbournes and the Pillhill Brook is one of the 7 streams included in this project. Watercress & Winterbournes has successfully secured Heritage Lottery funding to develop community bids and proposals in this development phase, to improve the impacts on these streams. A meeting has been arranged with HIWWT to discuss what the bid would deliver for our village and the things that we would like to see happen.  If residents have any suggestions on how we can preserve and enhance our sections of the Pillhill Brook, please contact Cllr JB.  
  • Southern Water – Groundwater levels remain very high but there have been no issues at the Pumping Station.  
  • Footpaths – MPC has been informed that the funding is still not in place for the Lengthsman Scheme.

Sunnybank

  • Drains and ditches cleared.
  • Volunteer needed for traffic calming scheme.
  • Piles of chalk dumped on the borders of the BOAT at Manor Farm

Finances  (TBC by Richard Waterman at the next meeting)

End of meeting

Community Hub Consultation

The Monxton and Amport Village Hall Committee (MAVH) once again seeks your help to ensure we have the best possible community asset well into the 21st century.  We have been approached by many locals concerned about the lack of an appealing community meeting place now that the Black Swan has been sold to a local property developer.

Three years ago we canvassed villagers as to what you might want from a village hall.   The outcome of this was planning permission to renovate the current hall (16/01869/FULLN).  To finance this, you have supported fundraising events and our project fund stands around £35,000.  Build costs for this renovation are estimated to be in the region of £350,000 with eligible grant funding around £200,000-250,000 and the hall would be closed for 4-6 months during renovations.  Another option might be to build a new, purpose-built hall on the current site.

The sale of the Black Swan pub (which included the car park and village green) has presented us with a unique opportunity.  Following initial discussions with the new owners and TVBC, there exists a potential option to build a purpose-built village hall/community hub at the rear of the existing car park (on the scrub land where the electricity sub-station is currently sited) in conjunction with two small roadside cottages; the initial site suggestion was for a small housing development.  Build costs for a new community hub are estimated to be in the region of £400,000 (including fit-out) with eligible grant funding around £250,000-300,000; new builds such as this attract additional grants as part of TVBC’s drive to create community assets fit for the future. The current hall would remain open until the new build was completed.

Please remember that if we do not take this opportunity the car park will be lost forever as it will become a site for 2-5 houses, according to the current owner. If we do move the building to the new location then the current village hall site will become a small 3-4 bed house of appropriate village design, fitting in with the vernacular.

In order to determine the best course of action, we invite you to have your say by responding to the short survey that was emailed to all residents on 10 July (download a PDF copy here – Survey 2018).   (Survey closes on 16 October 2018)All responses will be treated in confidence and used to inform the decision-making process. Please return hard copies to Penny Kitson at Sherborne Lodge, Furzedown Lane, Amport or email monxtonmatters@gmail.com

Monxton Matters (https://monxton.org.uk/) and The Amport Village and Parish websites (http://amportvillage.co.uk/) will be the primary interfaces to keep you informed of developments and we will be holding open days at the Village Hall: