Meeting Minutes

Meeting details

  • Date: 2nd February 2021
  • Duration: 19:00 - 20:45
  • Location: Zoom


Meeting minutes:

15/21TO RECEIVE APOLOGIES FOR ABSENCE AND RECEIVE AN UPDATE ON THE VACANCY FOR A COUNCILLOR

Apologies were received from Cllr Dave Harris and District Councillor Ken Moon

The Clerk reported that East Hampshire District Council had reported that no bye election had been called and therefore the Council could fill the current vacancy by co-option – relevant notices would be placed on the noticeboards and the website.

16/21TO RECEIVE DECLARATIONS OF INTEREST.

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

17/21TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 12th JANUARY 2021.

The minutes of the meeting held on 12th January, 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.

18/21TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS.

County Cllr Mocatta spoke on the illegal closure of the public footpath at the top of Windmill Hill. HCC are following legal procedures to secure its re-opening but it could take some time for the process to reach a satisfactory solution. It is an established right of way and blocking the footpath is an illegal action.

County Cllr Mocatta reported that HCC are co-operating with the local surgery regarding the roll out of the Covid injection procedures – as far as the HCC Public Health Service is concerned all is running smoothly. The Chairman added that the Clanfield Voluntary Care Group has received an increase in requests to provide transport for people with vaccination appointments, mostly to the vaccination centres in Petersfield and Bordon.

County Cllr Mocatta also spoke on the situation regarding the school crossing patrol for Clanfield Junior School. The patrol warden who covers the crossing by the Rising Sun is shielding but there is unfortunately no solution for temporary cover – volunteers cannot be considered as they are not insured. Whilst it will not resolve the present problem, County Cllr Mocatta said that he is asking if more people could be trained to provide cover if a similar situation should occur in the future. District Cllr Agate mentioned that he did suggest a minibus to try to assist with the transport of children to the schools as he thought this would assist parents with children at both Petersgate School and the Junior School which are on opposite sides of the village but this had not been progressed due to cost.

County Cllr Mocatta reported that the HCC Local Transport Plan has been published for consultation. The Clerk confirmed that notification had been received and that the online link had been sent to members who could respond both personally and collectively as a Council. Cllr Foster offered to lead the Council’s response and this was agreed.

District Cllr Agate also reported that he had been approached by a local resident who had suggested that some benches should be provided on the top field of the Down Farm Park site – the resident had identified three possible locations. Whilst, in principle, this was favourably received, concerns were expressed about recent and recurrent vandalism in that location. It was felt that, if provided, the benches would need to be constructed with vandal-proof materials and firmly anchored to the ground. It was agreed that the Property Management Working Group should consider the situation in more detail and report back to the Council.

District Cllr Agate reported that the bulk of his District Councillor grant allocation has been spent for this financial year – he was asked if he would consider contributing towards the Council’s wildflower meadow project. County Cllr Mocatta indicated that, if he was re-elected as a County Councillor, he would be happy to consider supporting it in 2021/22.

Cllr Coffre, Chairman of the Council’s Community Working Group, expressed his thanks to District Cllrs Agate and Moon for supporting the proposed village Green Audit.

19/21OPEN FORUM.

There were no members of the public in attendance

20/21TO CONSIDER THE WAY FORWARD WITH REGARDS TO THE WORKING STRUCTURE OF THE COUNCIL

Cllr Hurst reported that a very constructive meeting had been held and the notes had been circulated to members. It was recommended that both the Finance and General Purposes and Property Management Working Groups should become Council Committees as from the Annual Meeting of the Council in May. The Community Working Group should remain as a Working Group for the next Council year as it had been formed relatively recently. This could be reconsidered in the future. Members agreed that this should be the way forward. Cllr Hurst’s team would now work through the terms of reference and structure of the proposed new committees and report back to the next Council meeting in March so that the arrangements are in place for the election of Committee Chairmen and the appointment of Committee members at the Annual meeting

21/21COMMUNITY AND SPORTS CENTRE:

To receive progress reports on the following:

Proposed Lease of the Centre to Community First.

The Chairman reported that there were relatively few points in the draft Lease that were still the subject of negotiation. The third party who had been negotiating with Community First for short-term partial occupation on licence had withdrawn but this had opened up the possibility of the Parish Council taking a short-term Licence for the use of one room as a Parish Office. A definite date had not been set for the re-opening of the Centre as that was dependent upon a decision from Government as to when facilities of this type will be permitted to open when the lockdown is eased.

Proposed Licence of the tennis courts to Active Academy Ltd.

The Chairman reported that Active Academy still wished to proceed but they, similarly, were waiting for a Government decision on when outside tennis courts will be permitted to re-open when the lockdown is eased. The Licence will run from 2nd December 2020 until 30th September 2021 and, at the rate of £750 per annum, the minimum Licence Fee for the Licence Period will be £622.50 less a lockdown allowance, as agreed at the January Council meeting, from 5th January to 28th February.

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

The Chairman had circulated the latest update of the schedule which showed that the actual and anticipated expenditure was around £500 above the £25,000 budget, but this had included the sum of £2,083.33 by way of financial support for Community First in March which may not be required if the Lease to Community First does not commence before 1st April. However, a number of fairly significant, new issues had arisen some of which had not yet been fully costed. All 32 batteries on the emergency lighting system need to be replaced as they are now over 4 years old at an estimated cost of £950 + VAT. This was duly RESOLVED but as Cllr Williams suggested a check would be made as to whether all the lights need to have batteries. Other works which have yet to be estimated included roof repairs in the area of the kitchen extraction vent, some internal redecorations and a pre-opening deep clean of the commercial kitchen. A further update would be provided at the next meeting.

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

The Chairman will forward the Ministry of Justice’s Protocol to Cllrs Williams and Hurst to enable them to proceed with the preparation of the Schedule.

22/21FINANCE AND GENERAL PURPOSES:

To receive and approve:

The February Financial Statement.

The financial statement for February had been circulated to members showing a closing balance at the end of January of £254845.02. The statement was duly approved.

Cllr Foster had produced a summary forecast which indicated that, at the year end (31st March), the Council’s usable reserves should be in the region of £180,000 which would be about the level of the 12 month precept and comfortably above above the minimum recommended guideline for Parish Councils. However, it was recognised that the Council needed to be above the minimum in view of its commitments.

The Orders for Payment.

The orders for payment had been circulated to members. Payments issued since the last meeting totaled £855.59 and payments of £10216.97 were presented for approval. It was RESOLVED that the orders for payment be duly approved.

23/21TO CONSIDER AN APPLICATION FROM CLANFIELD BOWLS & SPORTS CLUB FOR LANDLORD’S CONSENT FOR THE INSTALLATION OF A RETRACTABLE AWNING ON THE SIDE OF THE SPORTS PAVILION FACING THE BOWLING GREEN

The relevant paperwork had been circulated to all members for consideration. The proposal is for a retractable awning which will be 3 metres wide and 2 metres deep on the western side of the pavilion. Landlords consent is required under the terms of the Lease both to submit a planning application (should that be required) and to carry out the work. Members considered the proposal as submitted and RESOLVED to grant Landlord’s consent as follows:

(a) Under Clause 23.1 of the Lease for the installation of the awning subject to:

(i) It being confirmed by the Bowls Club that the structure of the building is suitable to adequately support the proposed installation; and

(ii) The awning being removed and the building being satisfactorily reinstated to its present condition at the end of the Lease term or, if earlier, when the awning should no longer be in serviceable condition.

(b) Under Clause 30.4 of the Lease for the Bowls Club to apply for planning permission for the awning installation should such an application be required by the Local Planning Authority, East Hampshire District Council.

(c) Under Clause 39.5.2 of the Lease to waive the requirement for this consent to be given by Deed.

This consent would be sent to the Bowls Club by letter (not email) and pre-paid first class post as required by the terms of the Lease.

24/21COMMUNITY WORKING GROUP:

To receive a report from the Working Group meeting held on Thursday 21st January.

The notes from the Working Group meeting had been duly circulated. A press release would be issued imminently to inform residents and to attract interest in the work that the Group is progressing and which would be phased instead of trying to do everything within a year. However, it was proposed that first year projects would include a start on establishing wildflower meadows on Council-owned land, a start on the tree planting project and undertaking a green audit to provide a baseline for environmental and biodiversity initiatives. Commissioning the green audit with professional advisers would be assisted by District Councillor grant funding .

To consider a proposal for wildflower meadow seeding on small example areas of Down Farm Park and Sunderton Meadow.

The Chairman reported that two sites had been considered for example areas of wild flower seeding in Sunderton Meadow and Down Farm Park. He had met with one contractor who had advised that the seeding areas should be away from any paths. A further report would be made to the March meeting but it was RESOLVED that, in principle, this project should proceed.

Cllr White would progress discussions with a beekeeper and bring proposals and costings for establishing some hives on Council land to a future meeting.

25/21USE OF CIL MONEY AND GRANT APPLICATIONS:

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

Cllr Foster reported that he had written to East Hampshire District Council (EHDC) requesting confirmation that CIL money already held by the Council could be used for this purpose. The estimated cost would be £5700 plus VAT for providing a hedge and fence with pedestrian access gates. A reply from EHDC was awaited.

Protection of the sports pitches (when acquired) at Down Farm Park.

Cllr Foster had made a similar enquiry concerning the use of CIL money already held by the Council to provide a fence around the junior football pitches at Down Farm Park, the estimated cost being £6,165 plus VAT. Again, a reply was awaited from EHDC.

If both these projects should go ahead with the use of CIL money, it would leave the Council with just over £10,000 in the CIL pot. The Chairman suggested that a very suitable project might be to completely resurface the South Lane Meadow car park which is continually requiring maintenance in regard to pot holes. This is something which the South Lane Meadow Trustees will need to consider as to what surface would be the best solution – possibly tarmac. Proper drainage would also need to be included.

Community Working Group - Parish Carbon Footprint Survey.

As reported earlier funding has been received towards the cost of the Green Audit.

26/21PROPERTY MANAGEMENT:

To receive a report from the Working Group meeting held on 27th January.

A summary of what was discussed at the meeting held on 27th January had been circulated and included the following:

Annual Review of Grounds Maintenance Specification

The current Ground Maintenance Specification was discussed and a number of changes will be proposed prior to the commencement of the second year of the contract on 1st April. This includes the grass and shrub beds surrounding the Centre and its car park, which were included in the Lease to the former Tenants of the Centre but which will not be included in the Lease to Community First.

Property Maintenance Works

With regard to future Property Maintenance Works, it was considered that the Council should explore the possibility of securing a Framework Agreement with contractors, or a panel of contractors, maybe on a labour charge rate and defined mark-up on material costs.

Community and Sports Centre

As previously reported to the meeting, a number of further issues had arisen including the need to investigate a small area of dampness where the tarmac surround to the building had been laid above the damp proof course of the building.

Annual Treatment of Tennis Courts

It was agreed that the annual treatment of the tennis courts surface for moss and weed prevention should be negotiated, as before, as a separate contract from the Grounds Maintenance Specification if it should still be the Council’s responsibility (as opposed to the responsibility of a tenant of the courts) when the next treatment is due.

Bowls Club Pavilion and Bowling Green

Only a couple of snagging issues remain to be done at the pavilion.
The main problem with the bowling green was addressed in September but the contractor still has to do the final roll when weather conditions are appropriate.

Peel Park Pavilion

It was felt that modernisation works to create a front entrance would be unlikely to secure grant funding in the near future with the focus of funders being to support recovery from the Covid pandemic. The current boiler would definitely need replacement this year but the rest of the system, including the hot water cylinders and their location could be retained until a later date. The contractors who had quoted for the more comprehensive works would be asked to submit quotations for the replacement of the boiler only.

Playgrounds

Play Equipment inspections and repairs are now up to date.

Trees and Hedges

It was agreed that a survey of trees and hedges located on Council owned land is required, notably on the boundaries fronting Chalton Lane, Green Lane, and Petersfield Lane. Tree Inspections will need to be contracted out to specialists but hedge management inspections could be undertaken “in house”. Once the current situation has been established a programme of rolling works will be planned. This is likely to be annual inspections with routine hedge cutting in alternate years, and tree works when inspections show this is required.

It was noted that the works carried out to clear brambles and understory scrub from the hedgerow between the Community and Sports Centre and the children’s play area has resulted in a vast improvement in the appearance of the area.

South Lane Meadow

South Lane Meadow car park has a continuing problem of potholes as discussed earlier in the meeting. The PMWG will investigate whether the CIL money that the Council holds (and will have left after the proposed fencing and hedge planting works at Down Farm Park - Minute 25/21 above) could be put towards a more long-lasting solution to this recurrent problem.

Facilitating Community Working Group Projects

The PMWG is liaising with the CWG on the wildflower meadow and tree planting projects that it is bringing forward on behalf of the Council. The CWG have been asked to nominate potential locations for tree planting and to arrange for funding for newly planted trees to be maintained until they reach maturity as there is no room in the Council’s current grounds maintenance budget for this additional work.

Possible Employment of a Ranger

A potential job list is being prepared so that this possibility can be more closely evaluated in terms of its cost and the potential savings that there could be for other cost budgets. This will be reviewed at the next meeting of the PMWG.

To receive a report with regard to Allotment Sites A and B.

The pest control programme has been completed but it is thought that there is strong possibility that rats will return. The Assistant Clerk / Open Spaces Officer is researching options and quotations for the possibility of providing a communal storage shed for site B. All tenants on Sites A and B have paid their rents. A Chicken Policy is being prepared in draft for consideration by the Council at the next meeting. When approved, the standard tenancy agreement and the Rules and Regulations would be reviewed.

27/21TO 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 23rd February

Any other reports.

The Chalton Lane side of the northern boundary hedge at Down Farm Park is scheduled to be cut on 9th February – Cllr D’este Hoare will meet the contractor on site at 9.30 a.m. Other hedge work would be scheduled for September.

ORDERS FOR PAYMENT

2nd February 2021

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

BRITISH GAS

      7.73

 

      7.73

ALLOTMENT ELECTRIC

DD

CIA  LTD

    40.36

    6.73

   33.63

CENTRE MONTHLY CCTV/INTRUDER ALARM SUPPORT

DC

ZOOM

    14.39

    2.40

   11.99

MONTHLY FEE

DD

CASTLE WATER

    16.11

 

   16.11

PAVILION WATER

BACS

JBS FENCING

 290.00

  48.33

  241.67

SUNDERTON AND SOUTH LANE MEADOW GATE REPAIRS

DD

SOUTHENR ELECTRIC

 293.95

  13.99

  279.96

CENTRE ELECTRIC

DD

BRITISH GAS

 193.16

    9.19

  183.97

PAVILION GAS BILL

 

PAYMENTS PRESENTED:

DC

CATALYST

    43.19

     7.20

    35.99

EMAIL SERVICE

BACS

MRS DIANE DUFFY

 xxxxx

 

  xxxxx

CLERKS JANUARY SALARY

BACS

MRS DIANE DUFFY

    86.20

 

    86.20

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

BACS

MRS EMMA BARRITT

  xxxxx

 

  xxxxx

ASST CLERKS JANUARY SALARY

BACS

MRS EMMA BARRITT

    16.90

 

    16.90

ASST CLERKS JANAURY EXPENSES – TOP UP AND PURCHASE

BACS

HMRC

  296.02

 

  296.02

PAYE AND NI

BACS

M. STANNING

  148.00

 

  148.00

CLEANING – PAVILION : £92.50       C. CENTRE £55.50

BACS

PHS GROUP

  165.86

   27.64

 138.22

PLAY EQ. INSPS

BACS

R. CLEAVER

    11.06

 

   11.06

FUEL FOR CHAINSAW – VOLUNTEER WORK TO HEDGEROW

BACS

SES BUSINESS WATER

    15.02

 

   15.02

D.F.P. ALLOTMENT WATER

BACS

SERENITY DIGITAL

  180.00

    30.00

  150.00

WEBSITE HOSTING

BACS

RJ PLAYGROUND SERVICES

1980.00

  330.00

 1650.00

FINAL REPAIRS TO PLAY EQUIPMENT – WITHIN AGREED COSTINGS

BACS

CIA LTD

  300.00

    50.00

  250.00

MOVE SOFIT MOUNTED CAMERA AT THE CENTRE

BACS

GAS FIX

  996.00

  166.00

 830.00

PUMP CONTROL SUPPLY AND FITTING AT THE CENTRE

BACS

D. J. DONNELLY ELECTRICAL

3170.40

  528.40

2642.00

ELECTRICAL INSTALLATION CONDITION REPORT/REPAIRS TO HALL LIGHTING/REPAIRS TO EXTERNAL LIGHTING – CENTRE (INVOICE DATED OCT 20)

BACS

INFINITY ENERGY SERVICES

  360.00

    60.00

  300.00

SOLAR SYSTEM HEATLH AUDIT AND REPORT- CENTRE

DD

SALVUS TRUST

  111.78

 

   111.78

PENSION CONTRIBUTION

BACS

VICTIM SUPPORT

  100.00

 

   100.00

DONATION - AGREED PREVIOUSLY (ONLY JUST RECEIVED THEIR BANK DETAILS)

BACS

R. HOWES

      3.37

 

       3.37

POST CRETE TO SECURE SEAT IN SUNDERTON MEADOW

DD

SALVUS TRUST

    24.00

     4.00

    20.00

PENSION ADMINISTRATION

BACS

THE PEST CONTROL MAN

  115.00

 

  115.00

PEST CONTROL QUARTERLY  RETAINER

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