Meeting Minutes

Meeting details

  • Date: 2nd March 2021
  • Duration: 19:00 - 21:15
  • Location: Zoom


Meeting minutes:

29/21TO RECEIVE APOLOGIES FOR ABSENCE

No apologies were received as all Parish Council members were in attendance. At this point the Chairman reported that, very sadly, former Chairman Terry Collins’s wife had passed away. A message and card of condolence had been sent to the family and a reply had been received from Terry thanking members for their kind thoughts at this time.

30/21TO CONSIDER THE APPLICATIONS RECEIVED AND, IF SO RESOLVED, TO APPROVE THE APPOINTMENT OF A COUNCILLOR BY CO-OPTION

As reported to the February meeting, permission had been granted for the Council to fill the vacancy by co- option. Notices had been placed on the Council’s website and notice boards and two applicants had applied. Copies of the applications had been sent to members prior to the meeting. The Chairman invited each applicant to address the meeting and time was allocated for members to ask questions following each address. A vote was then taken and, by six votes to three, it was RESOLVED that Mrs Jane Woodroof be duly co- opted as a member of Clanfield Parish Council. Cllr Woodroof signed her Declaration of Acceptance of Office form in view of the Clerk and other members and joined the meeting. A declaration of interest form would be provided to Cllr Woodroof along with other relevant information.

31/21TO RECEIVE DECLARATIONS OF INTEREST.

No declarations of interest relating to any of the agenda items were made at this point

32/21TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 2nd FEBRUARY 2021.

The minutes of the meeting held on 2nd February, 2021 had been circulated and it was RESOLVED that they were an accurate record and that they should be published on the website and on the Parish Council noticeboard at the Memorial Hall as soon as possible. The minutes would be signed as soon as the restrictions allowed.

33/21TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS.

Apologies were received from District Councillor Moon and District Councillor Agate

County Cllr Mocatta reported that both Hampshire County Council (HCC) and East Hampshire District Council (EHDC) had set their budgets during the previous week. A document with the figures would be circulated to members in due course. He said that the Band D Council Tax for Clanfield is £1861.00 for 2021/22. The total Council Tax payable by Clanfield residents for the coming year will be just over £4million.The Parish Council’s precept is £179,000 which is 4.4% of the total amount. HCC takes £3million; £310,000 to EHDC, £520,000 on the police and fire service is £160,000. The biggest single number within the HCC budget is for schools. Other major categories of expenditure include adult social services; childrens social services, transport; recycling of waste, roads and countryside. HCC provide a huge range of services. EHDC provide waste collection – roadside collections are very successful and other District Council services include planning. County Councillor Mocatta considered that, in the future, expenditure on Climate Change issues would feature more prominently at both County and District level.

34/21OPEN FORUM.

Mr Paterson asked what the Council’s experience had been with remote meetings during the Covid-19 pandemic? The Chairman replied that there had been some initial technical problems but these had been solved. However, in Chairman’s opinion, it was slightly easier to follow the mood of a debate at a face-to-face meeting. Cllr Hurst added that, in his opinion, having the occasional remote meeting may be helpful in the future if permitted.

35/21TO RECEIVE A REPORT ON THE COUNCIL’S RESPONSE TO HAMPSHIRE COUNTY COUNCIL’S DRAFT LOCAL TRANSPORT PLAN

Cllr Foster had submitted comments regarding this consultation – his report had been circulated to members and the Clerk had completed the online form accordingly.

36/21TO CONSIDER A FINAL REPORT AND RECOMMENDATIONS CONCERNING THE FUTURE WORKING STRUCTURE OF THE COUNCIL

A draft of the final report had been circulated to members but it was noted that a further review was needed to take into account comments which had been submitted since. Cllr Hurst asked that any additional points should be notified to him by Monday 8th March so that a revised document could be prepared. Cllr Harris was thanked for the work he had done on this matter. Committees would be officially formed at the May meeting, but it was agreed that the Council should have three committees from then - Planning (as existing), Finance and General Purposes and Property Management.

Cllr Harris raised a concern about the clarity of the definition of committees, sub committees and working groups within the Council’s published Standing Orders. The Chairman suggested that the Standing Orders be reviewed to take account of the Council’s proposed new working structure. It was agreed that this review should be undertaken.

During further discussion, the Clerk explained that a Working Group is a formal body which has Terms of Reference and must report back to the Council for decisions. It is not advised that a Working Group should be a continual entity - e.g. the Council’s Community Working Group should evolve into a Committee if its work should continue year on year. On the other hand, a Working Party could be set up at any time by the Council or any of its Committees or Working Groups on a “start and stop” basis to consider a particular issue and report back to the Council, Committee or Working Group as applicable.

A final decision on the new Working Structure of the Council would be taken at the next meeting in April.

37/21COMMUNITY AND SPORTS CENTRE:

To receive reports on the following and to consider such matters as require a decision of the Council:

Proposed Lease of the Centre to Community First.

The Chairman reported that he and Cllr Foster had attended a Zoom meeting during the afternoon with Tim Houghton (Chief Executive) and Hywel Small (Head of Enterprise) at Community First. It was noted that notwithstanding the withdrawal of a third party from taking a Licence to occupy part of the property, the Community First Board had given the go ahead to take a lease of the Centre from 17th May with a view to the Centre opening to the public in early June subject to three points:.

(i) That there should be an additional break provision at the end of the first year;

(ii) That there should be a requirement for three months’ advance notice for the break dates at the end of the first and second years but six months’ advance notice (as previously agreed) for the later break dates in the Lease; and

(iii) That the Council’s wish to occupy Meeting Room 1 at the Centre for use as a Parish Office is confirmed on the basis of an initial 12 months Licence at a Licence Fee of £10,000 all in, including occupational costs.

If the Parish Office should be located at the Centre beyond the first year, new Licence terms would need to be negotiated. In response to a question that was raised, the Chairman said that the short term Licence arrangement for the Parish Office would suit both parties. Community First may wish to propose re- modelling the accommodation - maybe to incorporate a gym - after an initial trading period. That may, or may not, involve the Parish Office moving elsewhere on the site and, from the Parish Council’s position, it left open the option of moving the Parish Office to Down Farm Barn or elsewhere depending on circumstances. Community First had confirmed that it will wish to liaise closely with the Council on these points.

It was RESOLVED that the above matters be duly agreed.

Cllr White thanked the Chairman and Cllr Foster for all of the work they have done on the negotiations. Cllr Hurst asked if Community First would still require the financial support of £25,000 per annum for up to 5 years as had been previously agreed by the Council so long as the Council can provide the funds from the precept and they should be needed. It was confirmed that this was an integral part of the overall arrangements which had received the approval of Community First’s Board. Cllr Foster added that the Parish Council will be providing, through Community First, a service and a vast range of community facilities and considered the financial support good value for money.

Proposal for Parish Council Office on short term Licence.

Included within the previous item

Proposed Licence of the tennis courts to Active Academy Ltd.

It was noted that the prospective Licensee had not yet signed the Licence agreement. If it did not proceed as planned, Community First would be willing to add the tennis courts into their proposed Lease of the Centre at this stage.

Pre-reopening repair, maintenance and servicing works and their cost.

The Chairman’s report and up to date list of costings had been circulated. He explained that, whilst the total costs incurred to date were slightly over the £25,000 precept allocation for 2020/21, there would be some alleviation at the beginning of the 2021/22 financial year as the financial support to Community First to operate the Centre would not become payable until the commencement of the Lease on 17th May. However, further costs had yet to be incurred on essential pre-opening works, on utility bills and on servicing equipment and systems. The longer the lockdown, the more likely it will be that some of the mandatory servicing intervals will recur.

The Chairman asked for the Council’s decision on two items of cost:

(i) He had obtained three quotations from specialist contractors for a deep clean of the commercial kitchen at the Centre. These were close at £745, £735 and £785. It was RESOLVED that the quotation of £735 from a company from Worthing be accepted.

(ii) Three estimates had also been obtained for decorating the two meeting rooms and the reception area. These areas had been omitted from the previous decoration works owing to the alterations which the third party (who had now withdrawn) intended to undertake. The quotations for this work varied considerably from £635 to £850 to £1,725. Following discussion, it was RESOLVED that the contractor who had quoted £850 be appointed. At the suggestion of Cllr White, it was agreed that the contractor should be asked to use a more hard-wearing paint than had originally been applied when the property was built to be able to withstand cleaning and knocks.

It was noted with disappointment that youngsters are still causing damage to the building. Such incidents are reported to the Police with CCTV footage is being made available to assist their enquiries.

Preparation and service of a Schedule of Dilapidations on the former Tenant (in liquidation).

Cllrs Williams and Hurst confirmed that the preparation of the Schedule was progressing.

38/21FINANCE AND GENERAL PURPOSES:

To receive and approve:

The March Financial Statement.

The financial statement for March had been circulated to members showing a closing balance at the end of February of £245669.51. The statement was duly approved.

The Orders for Payment

The orders for payment had been circulated to members. Payments issued since the last meeting totaled £1164.93 and payments of £7873.05 were presented for approval. It was RESOLVED that the orders for payment be duly approved. The pavilion cleaner, who is self-employed, will be increasing her hourly rate by 0.25p hour.

As the year end is approaching it was agreed that, after consultation with Cllr Hurst (Chairman of the Finance & General Purposes Working Group) payments due could be made by the Clerk as required in advance of the April meeting.

To receive an update with regards to the revised year end financial procedures

The Council now has to prepare the accounts on an Income and Expenditure basis rather than Receipts and Payments. The company who are preparing the account has already been appointed. The Clerk has to carry out various tasks prior to the accounts being submitted to the company by 9th March and the accounts need to be with them by 8th April. The Clerk is attending HALC a course on 24th March and a Rialtas course on 16th March, even though she is on leave. Cllr Coffre offered his assistance should anything occur with regard to the year end procedures and accounting requirements.

39/21COMMUNITY WORKING GROUP:

To note the next meeting of the Working Group is scheduled for Thursday 4th March.

The next meeting is scheduled for 4th March.

At the request of Cllr Coffre, the Council approved the appointment of Edwina Giddings as a non-Councillor member of the Working Group.

To receive and consider an update on proposals for establishing wildflower meadows at Down Farm Park (top field) and Sunderton Meadow.

The Chairman had circulated a report. Discussions on this project have been proceeding within the Working Group and with the Council’s Grounds Maintenance contractors during the past few weeks. The Chairman had now approached Pete Potts, a former HCC Countryside Service employee, who has extensive experience of wildflower meadows, as it was felt that the Council needed to be guided by an expert on the subject in order to give the project the best chance of being successful. Visits had been made to both sites and the immediate advice had been that seeds should not be sown until the early Autumn when the ground would be warmer. In the meantime, there would be preparation work to be carried out and an information / promotional campaign to be prepared. Mr Potts was asked to submit a quotation to act as the Council’s consultant for this project. His brief would include oversight of the project and its implementation, writing specifications for the preparation work, seeding and aftercare.

It was agreed that this was the right approach and it was RESOLVED that Mr Potts be appointed at a fee of £700 (which would allow for 6 site visits) plus travel costs. It was noted that there is Section 106 funding which has been approved for this project.

40/21DOWN FARM BARN WORKING GROUP:

To receive a quarterly update report from the Working Group.

Cllr Clarke had submitted a written report stating that the Down Farm Barn site is providing much needed temporary storage for some Council materials and equipment. Once potential funders are able to focus more on supporting non Covid related projects, further progress can be made.

Members of the Working Group continue maintenance works on the vegetation.

Cllr Coffre asked if the Council would consider borrowing funds via the Public Loan Board. Members were reminded that the Working Group is due to report back to the Council by the end of July when the project will be reviewed.

41/21PROPERTY MANAGEMENT WORKING GROUP:

To receive a report and recommendation on the annual review of the Grounds Maintenance Specification and its estimated cost in relation to the 2021/22 budget.

The contractor had costed the proposed revisions to the specification and he had also added 2.5% to all the prices as per the tender which he had submitted in 2019 and which the Council had accepted. The result was that the anticipated cost of grounds maintenance for 2021/22 would be significantly higher than the precepted budget. However, it had been noted that the contractor had allowed for cutting the grass on the proposed football pitches at Down Farm Park for the full year whereas it was not likely that this would become the Council’s responsibility (with the transfer of Phase 3 at Down Farm Park) until probably September at the earliest. With this adjustment, the total grounds maintenance costs for the year could be brought just below £30,000. One or two apparent errors had also been identified in the priced schedule and it was considered that some of the frequency of cuts etc could be reduced.

This end result of these adjustments would be to bring the overall costs down to £24,000 - £25,000 which would be just below the precepted budget but that did not include one or two items which, it was thought, might need to be added in.
Members agreed to give delegated authority to the Chairman, the Clerk and Cllr Williams to finalise the 2021/22 specification of work with the contractor to fit in with the Council’s budget.

To receive a report on the impact of vandalism to the Council’s properties.

The Chairman reported that at the Centre alone nearly £500 was spent in January on repairing damage caused by vandalism. Since then, the motion sensor over the automatic front doors had been broken in full view of the CCTV cameras and the cost of replacing that would be in the region of £390 plus VAT for parts and labour. There had also been damage at Peel Park over the last year and vandalism to landscaping at various locations. Overall, the costs that the Council is having to incur as a result of vandalism is considerable. This has to be met from precepted funds and, therefore, it is the residents who are paying for this through their Council Tax. It is hoped that when the pandemic is over, it will be possible to organise and run a summer activities programme for young people such as the activities which were organised in 2019 with multi-agency support. It was agreed that a there should be a separate line in the accounts for costs incurred through vandalism so that the true scale of the problem can be assessed over the course of a full year.
There was also an incident of physical assault which had been captured by the Centre’s CCTV camera.

To receive and if thought fit to approve a Chicken Policy for the Council’s allotments.

Cllr Harris had circulated a second draft of a Chicken Policy for the allotments. It was RESOLVED this should be adopted and that all allotment tenants should be notified. It would be reviewed annually.

To review any other allotment issues and concerns.

Cllr Harris reminded members that, some time ago, the Council had considered providing storage boxes for the plots on Site B at Down Farm Park. There were doubts about how practical they would be and, in any event, it had been established at the time that the boxes that the Council had chosen could no longer be supplied. Enquiries had now been made about the provision of sheds for the Site B site. It had been established that 22 4x4 sheds would cost £17,500 + VAT; two larger sheds would cost £22,500 inc VAT. It was considered that the Council would not be in a position to afford these costs. It was agreed that the allotment association should be consulted as to the necessity for on site storage as quite a few of the tenants on Site B do live on the St James Place estate and would not necessarily require storage. It had also been reported that one of the neighbours would be vehemently against any structures being erected on the site. The Chairman observed that, should the Council wish to pursue this matter in due course, then planning permission could be required dependent upon what form of storage should be chosen.

42/21USE OF CIL MONEY AND GRANT APPLICATIONS:

To receive an update on proposals for:

The protection of the children’s play area at Down Farm Park.

Clarification was being sought – CIL funds were being held by the Parish Council but there is some confusion as to whether EHDC’s new CIL protocol is applicable to these funds. Members felt strongly that the new CIL protocol, if applicable, should not be applied retrospectively.

The protection of the sports pitches (when acquired) at Down Farm Park (Phase 3).

As above

43/21TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

Planning Committee.

The minutes of the last meeting had been duly circulated. The next meeting is scheduled for Tuesday 30th March at 6.30 p.m.

South Lane Meadow Trustees.

The Trustees had met on 16th February and the minutes had been duly circulated.

Any other reports.

The Chairman was asked how the sports pitches at Down Farm Park were progressing – no remedial works had yet commenced. It had been noticed that the ground was not only very wet but, also, uneven.

Mr Paterson was thanked for remaining at the meeting and the Chairman suggested that he apply should a further vacancy occur. Mr Paterson offered his assistance to the Council at any time.

ORDERS FOR PAYMENT

2nd March2021

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

GOSSINGTON AND ELLIOTT

    42.00

    7.00

    35.00

PAYROLL ADMINSTRATION

DD

CIA 

    40.36

    6.73

    33.63

C. CENTRE CCTV MONTHLY SUPPORT

DC

ZOOM

    14.39

    2.40

    11.99

MONTHLY FEE

CHG

NAT WEST

    25.00

 

    25.00 

SAFE CUSTODY FEE – (NAT WEST CHARGE FOR HOLDING DEEDS ETC)

DD

CASTLE WATER

      8.15

 

      8.15

PAVILION WATER

BACS

DC MATTHEWS

  134.00

 

  134.00

C. CENTRE ELECTRICAL WORKS

BACS

BUTSER FARMS

  400.00

    66.66

  333.34

DOWN FARM PARK HEDGE CUTTING

DD

BRITISH GAS

  431.12

    71.85

  359.27

C. CENTRE - GAS

DD

BRITISH GAS

      7.73

 

      7.73

ALOTMENT ELECTRIC

DD

BRITISH GAS 

    62.18

    2.96

    59.22

PAVILION ELECTRIC

 

TOTALS

1164.93

  157.60

1007.33

 

 

PAYMENTS PRESENTED:

 

DC

CATALYST2

    43.19

    7.20

    35.99

EMAIL SERVICE

BACS

MRS DIANE DUFFY

XXXXX

 

XXXXX

CLERKS FEBRUARY SALARY

BACS

MRS DIANE DUFFY

    78.10

 

    78.10

CLERKS FEBRUARY EXPENSES – HOME AS OFFICE AND TRAVEL TO N. BOARDS

BACS

MRS EMMA BARRITT

XXXXX

 

XXXXX

ASST CLERKS FEBRUARY SALARY

BACS

MRS EMMA BARRITT

      5.00

 

    5.00

ASST CLERKS FEBRUARY EXPENSES – TOP UP 

BACS

HMRC

  296.02

 

  296.02

PAYE AND NI

BACS

M. STANNING

  148.00

 

  148.00

CLEANING – PAVILION    £92.50      C. CENTRE  £55.50 (MEL IS PROPOSING AN HOURLY INCREASE FROM 1ST APRIL - £9.25 TO £9.50 THERE HAS BEEN NO INCREASE SINCE MAY 2019, SHE IS SELF EMPLOYED)

BACS

SERENITY DIGITAL

  180.00

  30.00

  150.00

WEBSITE HOSTING

BACS

J. BANNELL

    93.77

 

    93.77

EXPENSES CENTRE: 29.94; POSTAGE: 26.95; CONTINGENCY 36.88

BACS

HALC

    36.00

    6.00

    30.00

YEAR END ACCOUNTS AND AUDIT COURSE

BACS

VIKING

    36.72

    6.12

    30.60

STATIONARY

BACS

GA PROPERTY MAINTENANCE

1375.00

 

1375.00

C. CENTRE WORKS AS REQUESTED (INTERIOR)

BACS

GA PROPERTY MAINTENANCE

  535.00

 

  535.00

C. CENTRE VARIOUS OTHER WORKS (INTERIOR AND EXTERIOR)

BACS

GA PROPERTY MAINTENANCE

  174.00

 

  174.00

VARIOUS PARISH WORKS

BACS

RP GARDENING

  460.00

 

  460.00

POTHOLE REPAIRSS – SOUTH LANE MEADOW

BACS

CIA

    50.40

    8.40

    42.00

PAVILION FIRE EXT MAINT FOR 12 MONTHS FROM 1ST MARCH, 2021

BACS

S. ROGERS

2120.58

  353.43

1767.15

DRAGONS TEETH AT COLUMBINE WAY AND BEE ORCHID CLOSE

DD

PORTSMOUTH WATER

    11.32

 

    11.32 

SLM WATER SUPPLY

DD

SALVUS TRUST

  24.00

    4.00

    20.00

PENSION ADMINISTRATION (5/3)

DD

SALVUS TRUST

111.78

 

  111.78

PENSION CONTRIBUTION (5/3)

 

TOTALS

7873.05

415.15

7457.90

 

 

All meeting minutes