The council works hard for the whole community and is responsible for:

  • Setting the annual precept for funds to support its activities.
  • Bus Shelter.
  • Commenting on planning applications to Test Valley BC.
  • Ensuring Hampshire CC Highways Department is aware of problems with highways, including pot holes.
  • Litter bins and organising the annual village clean up day.
  • Public seats.
  • Ensuring landowners maintain footpaths and bridleways.
  • Recreation Ground.
  • Village War Memorial.
  • Provision of anything to benefit the community not covered by anything above.

Council responsibilities in detail

  1. Aim.
    The aim of this document is to set out how West Tytherley Parish Council operates and its responsibilities.
  2. Geographic Area.
    The area covered by the Council includes West Tytherley, Stony Batter, Frenchmoor and the area of West Dean that lies within Hampshire.
  3. Parish Council Responsibilities.
    The broad responsibilities of parish councils are set out on the Government web site at http://www.localgov.co.uk/Parishcouncil-responsibilities/29135). Set out below is a short list showing those particularly relevant to West Tytherley Parish Council:

    1. The Bus Shelter.
    2. Drainage of ditches and ponds.
    3. Footpaths.
    4. Highways – lighting, parking places, right to enter into discussions about new roads and road widening, consent of parish council required for diversion or discontinuation of highway, traffic signs and other notices, tree planting and verge maintenance
    5. Litter – provision of litter-bins and support for any anti-litter campaigns.
    6. Planning.
    7. The Recreation Ground
    8. Rights of Way – footpath and bridleway maintenance
    9. Seats (public)
    10. The Village War Memorial
      In addition, the Parish Council can spend a limited amount of money on anything they deem of benefit to the community that is not covered by the other specific responsibilities described in this list.
  4. Councillors.
    1. In addition to the Chairman and Vice-Chairman, there are five councillors, one of whom represents Frenchmoor.
    2. The Chairman and Vice-Chairman are elected annually at the Annual General Meeting (see paragraph 7.2 below).
    3. Elections take place every five years. Vacancies between elections are advertised and, unless ten electors insist on an election, the Council will coopt volunteers to fill them.
    4. Hampshire Association of Local Councils (HALC) runs various evening courses covering aspects of parish council work. The Clerk advertises these regularly and the cost is covered by the parish.
  5. The Clerk.
    The Clerk is Samantha (Sam) Owen, who is contracted to work six to eight hours per week.
    Her contact details are: 01980 863326 / westtyherleyclerk@hotmail.com.
  6. Appointments.
    1. Councillors fill a number of posts:
      1. Highways, who liaises with Hampshire County Council Highways Department over the condition of roads in the parish.
      2. Recreation ground monitor
      3. Village Hall Committee rep, who will be a member of that Committee
      4. Emergency plan rep
      5. Planning Expert, who researches planning application received, providing the background for the Council when they consider it.
      6. West Dean rep, who attends West Dean Parish Council meetings.
      7. School Liaison, responsible for liaising with West Tytherley Primary
        School.
    2. The Council also appoints:
      1. A footpath warden, who reports on the state of the footpaths within the parish and liaises with Hants County Council and land owners.
      2. A tree warden, who advises on tree applications
  7. Meetings.
    Parish Council meetings are held as follows:

    1. On the second Monday of each month, with the exception of August, starting at 19.30. Meetings generally last an hour and a half.
    2. The Annual General Meeting and the Annual Parish Meeting are held on the second Monday in May, starting at 19.00 and are followed by the monthly meeting.
    3. Agendas for all meetings are emailed to councillors and posted on the village notice boards one week in advance of the meeting. Minutes are sent to councillors for comment within one week of the meeting and are then approved and signed at the next meeting. Then they are posted on the notice boards.
    4. A quorum consists of three councillors.
  8. Declarations of Interest.
    1. All Councillors must complete and submit to TVBC annually a Declaration of Interest form.
    2. At the start of each meeting, the Chairman asks councillors to declare whether they have an interest in anything to be discussed. Examples would be a planning application they had submitted or one submitted by a neighbour which might affect them. Having declared an interest, a councillor is not able to make any presentations but does not have to leave the room.
  9. The Parish Precept.
    The Parish Council needs funds to support its activities and these are raised by adding an extra cost known as a “precept” to each householder’s Council Tax bill. The procedure is:

    1. During September and October, the Clerk calculates the half yearly spend and makes a prediction for the remaining half year and an estimate for the following year.
    2. At the November meeting, Councillors begin preliminary discussions on the following year’s precept. They will need to consider running costs such as insurance, staff wages, maintenance and subscriptions to bodies such as HALC and any donations the Council wishes to make.
    3. At the January meeting, Councillors confirm the following year’s budget and any increase in precept necessary to cover the following year’s expenditure.
    4. The Clerk then informs TVBC of the Parish precept by February.
  10. Planning.
    TVBC is the planning authority for the area and sends copies of all planning applications to the Parish Clerk. The role of the Parish Council with respect to planning applications is focussed around advising and listening to applicants, residents within the parish and other interested parties, before making a recommendation to TVBC. This recommendation will be taken into account by TVBC but it is within their remit to accept or reject the Parish Council view.

    1. Advice to Applicants. In the case of a planning application that lies within the conservation area, involves replacing one house with another, is a major extension to an existing property, involves change of use to land/buildings or falls into the category of ‘new build’, the Parish Council advises that applicants should consider taking the steps set out below:
      1. Consult informally with TVBC Planners on their proposals before initiating any formal application and/or drawing up plans (Check TVBC website for availability of planning duty officers).
      2. Consult informally with individual Parish Councillors and, if necessary, arrange site visits to help build understanding around the proposal. You may also choose to do this by attending the open forum session which is part of every Parish Council meeting.
      3. Consult informally with your immediate neighbours and any other interested parties so that there are ‘no surprises’ when the formal application is made.
      4. Take up the option of the pre-planning consultation process with TVBC Planning office (there is a fee for this).
      5. Attend the Parish Council meeting when your formal planning application is on the agenda (the Parish Clerk can advise when this is likely to happen)
    2. The Parish Council discusses all planning applications at their monthly meetings and a record of the decision is minuted and forwarded to TVBC. As stated above, the Parish Council has no jurisdiction with respect to planning – our remit is merely to make a recommendation of support or not.
  11. Recreation Ground.
    The Pavilion and Recreation Ground are owned by the Council. One councillor is appointed as the recreation ground monitor. The document setting out the policy for its use is available here.

Drafted September 2014