Meeting Minutes

Meeting details

  • Date: 4th May 2021
  • Duration: 19:00 - 21:46
  • Location: Zoom


Meeting minutes:

60/21TO ELECT THE CHAIRMAN FOR THE FORTHCOMING YEAR.

Cllr Foster (acting Vice Chairman) called for nominations for the position of Chairman. Cllr Bannell was proposed and seconded and it was duly RESOLVED that he be elected as Chairman for the coming year – he signed the declaration in view of the meeting. Cllr Bannell thanked members for their continued support.

61/21TO ELECT THE VICE-CHAIRMAN FOR THE FORTHCOMING YEAR.

The Chairman called for nominations for Vice Chairman. Cllr Harris was proposed and seconded and it was duly RESOLVED that he be elected as Vice Chairman for the coming year – he signed his declaration in view of the meeting. The Chairman thanked Cllr Foster for his support as acting Vice Chairman following the resignation of Terry Collins in January.

62/21TO RECEIVE APOLOGIES FOR ABSENCE.

All Parish Councillors were in attendance. Apologies were received from District Councillor Moon

63/21TO RECEIVE DECLARATIONS OF INTEREST.

Cllr White declared an interest with regards to the bee keeping project; Cllr Woodroof with regards to the Tree Warden item; Cllrs Harris and Woodroof concerning the possible appointment of solicitors for advice relating to South Lane Meadow and Cllr Foster as a member of the Bowls Club. All of the declared interests were non-pecuniary.

64/21TO ELECT THE CHAIRS OF THE COUNCIL’S COMMITTEES FOR THE FORTHCOMING YEAR:

Finance & General Purposes Committee

Cllr Hurst was proposed and seconded and it was RESOLVED that he be elected as Chairman of the newly formed Finance and General Purposes Committee (F&GPC) for the coming year. The Chairman thanked Cllr Hurst for his chairmanship of the former Finance & General Purposes Working Group during the past year.

Planning Committee

Cllr White was proposed and seconded and it was RESOLVED that she be elected as Chairman of the Planning Committee for the coming year. The Chairman thanked Cllr White for the work she had done in chairing the committee during the past year, particularly managing the virtual meetings during lockdown.

Property Management Committee

Cllr Williams was proposed and seconded and it was RESOLVED that he be elected as Chairman of the newly formed Property Management Committee (PMC) for the coming year. The Chairman thanked Cllr Williams for chairing the former Property Management Working Group during the past year

65/21TO AGREE THE COUNCIL’S COMMITTEE AND WORKING GROUP MEMBERSHIP AND THE COUNCIL’S NOMINATED SOUTH LANE MEADOW TRUSTEES FOR 2021/22.

A draft document had been circulated and it was RESOLVED that it be accepted without any changes to committee or working group membership. It was noted that, under the new working structure, the Council Chairman is now an ex officio member of all the Council’s committees and working groups and he would be the Council’s representative on outside bodies such as EHDC’s Place Making Strategy Group.

66/21TO NOTE THE COMMITTEE MEETING DATES FOR 2021/22.

The suggested dates for Finance & General Purposes and for Property Management Committee meetings were included within the draft document which had been circulated. One or two amendments were proposed and, with the revisions, the dates were duly agreed. As the first F&GPC meeting is scheduled for 12th May, the agenda would need to be set by Thursday 6th May. The first PMC committee meeting is scheduled for 26th May. These committee meeting dates would be published on the website in due course.

67/21TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 4TH APRIL 2021.

The minutes of the meeting held on 4th April, 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 possible.

The Clerk reported that the minutes up to and including the March meeting had now been signed by the Chairman.

68/21TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ MONTHLY REPORTS

County Cllr Mocatta mentioned the County’s business and employment initiatives. He also referred to the fact that all decisions at HCC now have to take carbon dioxide creation into consideration. This means that officers have to consider an alternative way of reaching the same end on a less carbon intrusive basis. A point was raised regarding travelling to face to face meetings rather than having virtual meetings which goes against the principle of reducing carbon emissions. The Chairman observed that the need to resume face to face Council meetings was because the emergency regulations permitting online meetings were due to expire and they were not being renewed by central Government. Cllr Mocatta also mentioned that there is a document on the EHDC website regarding Climate Change issues.

District Cllr Agate reported that EHDC have allocated £6.5 million to support business in the District. He also reminded members that District Cllrs have to use £1000 of their allocated grant money on environmental projects and he will be looking to the Parish Council for suggestions on how best to use the funds e.g. tree planting, wildflower meadow sowing etc. District Cllr Agate also said that he would be willing to take part in any task group that the Parish Council might consider setting up for the 100th Anniversary of the Poppy Appeal this year and the Queen’s Jubilee which will be celebrated in 2022. He also asked if Parish Council were thinking of any leaflet distribution in the coming weeks as there was
the possibility of using the same distribution arrangements as he was trying to organise to warn residents about scam threats. District Cllr Agate concluded his report by adding his concern to that which the Parish Council had previously expressed about anti-social behaviour in the village.

69/21OPEN FORUM 7. 40 p.m.

A member of the public asked for an update on the Crimea Barn (Down Farm Barn) project. The Chairman advised that the Down Farm Barn Working Group is due to be reporting back to the full Council at the
meeting on 20th July.

MEETING RECONVENED 7.43 p.m.

70/21TO RECEIVE AN UPDATE ON THE COUNCIL’S ARRANGEMENTS FOR THE RECRUITMENT OF THE CLERK’S SUCCESSOR.

The closing date for applications was the 5th May - to date, 15 people had been sent application forms and 6 completed applications had been returned. The interview panel would be the Council Chairman Cllr

Bannell, the Council Vice Chairman Cllr Harris, the Chairman of the Finance and General Purposes Committee Cllr Hurst and the present Clerk. After the closing date, the Clerk would copy the applications to all members of the panel who would then meet on Zoom to consider them and select a short list for interview. It was anticipated that interviews would be held during the week beginning 17th May. It was hoped that an appointment will be made at the full Council Meeting on 1st June.

71/21FINANCE AND GENERAL PURPOSES:

To receive and approve:

The May Financial Statement

The May financial statement had been circulated to members showing a balance of £329,533.71 at the end of April. The figure included the first half year’s installment of the 2021/22 precept and the VAT which had been reclaimed for 2020/21.The statement was duly approved. It was suggested and agreed that there should sub division of the property maintenance budget to enable members to have a clearer picture of where expenditure is being incurred.

The Orders for Payment.

The orders for payment had been circulated to members. Payments issued since the last meeting totalled £2,434.20 and payments of £12,210.74 were presented for approval. A correct invoice for the remaining legal fees payable on Phase 2 at St James Place (Down Farm Park) had finally been received and the agreed amount was included within the Orders for Payment. It was RESOLVED that the orders for payment be duly approved. To receive the internal auditor’s report and consider an internal audit at the time of the Clerk’s retirement The Clerk reported that Cllr Hurst had checked the accounts prior to the internal audit which has now been completed and there are no matters to be brought to the Council’s attention. The Internal Auditor has quoted £340 for carrying out an internal audit at the end of July (date provisionally booked for Wednesday 4th August) to coincide with the Clerk’s retirement at the end of July - following this the internal audit can take place in December and at the financial year end. Members agreed that it would be best practice for an internal audit to be commissioned when the change of Clerk / Responsible Financial Officer takes place.

To receive the date and details for submission of the AGAR.

The AGAR will be completed using the Internal Auditors accepted figures – no adjustments from the completed year end accounts. The AGAR will be presented to the Council at the June meeting to meet the approval deadline of 30th June after which the notice must be published for the 30 day period for the exercise of public rights. At this point the Clerk was requested to ask the Internal Auditor how to include the other income i.e. VAT when setting the budget.

To consider the transfer of the sum in the Peel Park Charity Investment Fund into the Council’s unrestricted funds.

The Council currently hold the sum of £985.96 in a Charity Investment Fund for Peel Park – the Internal Auditor had suggested that the Council may wish to transfer this into its accounts – the Clerk has checked on the Charity Commission website and this Investment Fund does not appear to be registered – it has been held, but separately identified, by the Council for many years and it was thought to have been set up in the distant past to assist with the maintenance of the children’s play area at Peel Park. After consideration it was agreed that this amount should be transferred into the Parish Council’s funds as the Internal Auditor had suggested.

To formally request the new F & GP Committee to review the Council’s Standing Orders in relation to the Council’s new working structure and the draft revised Code of Conduct received from EHDC and to report back to the Council with recommendations.

These matters would be referred to the Finance and General Purposes Committee and a recommendation would be made at the next full Council meeting with regards to the revised EHDC Code of Conduct and with the revision of the Standing Orders following at a later date.

72/21THE CLANFIELD CENTRE:

To receive reports on the following and to consider such matters as require a decision of the Council: Arrangements for the proposed Lease of the Centre to Community First and the proposed Licence for a Parish Office

The travelling draft of both documents had been forwarded to all members for review and comment. One member had asked whether the Council’s agreed financial support of £25,000 for the Centre over a period of 5 years would be payable irrespective of whether or not there should be any pandemic restrictions. That had been confirmed but the Chairman pointed out that this commitment had review provisions and that the draft Lease made it clear that it was subject to the Council being able to precept funds for this support. All members agreed to the draft documents. The Chairman drew members’ attention to a few points that were still in negotiation and advised that they would be informed of the outcome. It was agreed that, following completion, official liaison with Community First would be primarily through the F&GP Committee as, under the Terms of the lease, Community First would be providing the Council with periodic accounting information. On property matters only, liaison would be through the Property Management Committee.

Arrangements for, and the estimated cost of, setting up the Parish Office.

The list of office equipment had been circulated to members and the order placed. There has been a delay with regards to the delivery of several items and the Clerk was continually chasing the suppliers. The Clerk did have to pay a deposit as the order was over the credit limit. Cllr Harris was thanked for constructing the bookcases.

With regards to broadband and telephone provision, enquiries had initially been made with BT. Cllr Williams had made further enquires with another company and obtained costings of £24.50 per month rather than the £40 for BT. It was agreed that Cllr Williams would endeavour to complete matters with the alternative supplier. The office could be operational from 7th June and public opening hours would need to be agreed but the view was expressed that these should be restricted to two set hours per day. A Covid Risk Assessment would be carried out as soon as possible and before the first Committee Meeting takes place.

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

The latest (13th draft) schedule of works and costs had been circulated. It was noted that the total costs were now over budget but the costs included an item which could be deferred until later in the year. This concerned the external lighting. The battery back-up of the lighting units requires renewal as they are over 4 years old but it had been discovered that the lighting units were now obsolete and the parts cannot now be supplied and fitted resulting in the prospect that they would need to be renewed at an estimated cost of £1,740 plus VAT. It was agreed that this should be looked into in further detail. It was also noted that Community First had requested that a water sample test should be carried out for legionella and this had been organised for next week. Cllr Hurst had raised concerns with the Chairman regarding the escalating costs but he observed that if the VAT recovery was taken into account they would not be far out of line with the budget.

It was agreed that the Property Management Committee would take over responsibility for the management of the property from the Chairman when the Lease to Community First commences - prospectively from 17th May.

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

Cllrs Hurst and Williams had prepared a draft document which had been sent to the Chairman for his review prior to submission to the Liquidator.

73/21COMMUNITY WORKING GROUP:

To receive the notes of the Working Group’s meeting held on 19th April 2021.

The notes had been circulated by Cllr Coffre.

To receive updates on the following community projects:

Proposed “Green Audit”;

The preparation work is progressing well. It is hoped that this audit will provide a base line of the main emissions generated by the village i.e. transport, housing impact etc. The first meeting with the Carbon Trust was scheduled for 17th May after which it was proposed to provide residents with a website link and/or a paper document to submit data which would be collected during June with a result by July.

Proposed wildflower meadows at Down Farm Park (top field) and Sunderton Meadow;

The Council’s appointed Consultant is tendering the contract work and it was hoped that the result could be reported to the next meeting.

Establishing bee hives on Parish Council land - to review competitive estimates and to appoint contractors to construct a security fence with a lockable gate access

Two quotations had been received (three contractors had been approached). Cllr White recommended that, of the two quotations, the slightly cheaper one should be accepted. Cllr D’Este Hoare suggested that the fence and gate should be stained green to make it less obtrusive. It was RESOLVED that the cheaper quotation be accepted. The cost of this project is covered by grant money.

Proposed Tree Planting on Parish Council land:

Representatives of the Working Group were meeting on Friday to consider areas where trees could be planted. Residents would be consulted in due course and further details would be brought back for Council consideration.

Other Matters:

Terms of Reference would be produced by the Working Group for the Clanfield Awards. It was thought that progress of Youth Council initiative might be best reserved for the new school year in September. Other matters discussed under this item included litter picking, the poorly executed cut back of vegetation verging the A3 and the Chairman gave members a preliminary overview of an emerging masterplan for the co-ordination of the wildflower meadow, possible tree planting, public art and bench seat initiatives and proposals at Down Farm Park. Whilst the principle of four benches along the top (eastern) side of the top field was agreed, the siting of the benches would be the subject of forthcoming proposals.

74/21PROPERTY MANAGEMENT:

To formally request the new Property Management Committee to assume the management of the following ongoing matters on behalf of the Council:

The Grounds Maintenance Contract:

There are concerns with regard to the quality of some of the work which it was thought could be, at least in part, resulting from the reduction in the specification for 2021/22 in order to fit the precept budget allocation for grounds maintenance work. It was requested that the PMC should give this urgent consideration and attention.

Arrangements for the finalisation of new draft Byelaws for all Parish Council open spaces and recreation areas - for report to the Council;

The Committee was asked to complete the draft byelaw review for all of the Parish Council’s land and to bring this back to the Council in due course.

The allotments (Sites A and B)

Management of the allotments (Sites A and B) was now delegated to the Property Management Committee.

The proposed protection works for the children’s play area and the sports pitches (when acquired) at Down Farm Park (Phase 3)

It was agreed that the management of these proposed works should now be the responsibility of the PMC.

To receive an update on the appointment of volunteer tree wardens;

The Clerk reported that she had heard from the co-ordinator who will be contacting Cllr Woodroof and the other 2 volunteers and he hoped that the training could soon be progressed. A zoom meeting was scheduled for 20th May with Cllr Woodroof and the other volunteers as to the way forward – the appointment of tree wardens had been agreed, in principle, at the April meeting of the Council. If all was satisfactory and training could be organized the wardens, if appointed, would need to sign the Council’s volunteer form for insurance purposes before commencing work.

To receive a report on the revised arrangements for opening the car park at Down Farm Park and, if thought fit, to ratify the decision taken;

The Chairman reported that there had been complaints from members of the public regarding cars parked in the road due to the car park being closed and the decision had been made that the bottom barrier should be left open for all users of the Council’s recreation and sports facilities – this decision was duly ratified by the Council. If the car park was locked this could be a breach of the planning permission granted for the car park extension. With regard to the locking of the top barrier, Cllr Williams had ascertained that the locking system could be modified so that it could be operated from ground level at an estimated cost of approximately £100 – it was agreed that this work should be carried out as soon as possible.

To update on progress with regards to the Council’s “in principle” and conditional decision for Clanfield Cricket Club to construct a pavilion at South Lane Meadow, in particular in relation to the appointment of a solicitor:

Cllr Harris had received two quotations for the legal work required and it was agreed that the appointment of the solicitors offering the lower fee estimate should be accepted. The cricket club is to be informed and asked to provide a letter of confirmation that they will re-imburse the Council for the legal costs that will be incurred. It was agreed that the solicitors could be instructed by the Council when that confirmation is received.

To update on progress towards the appointment of civil engineering consultants to advise on a long-term repair solution for the car park at South Lane Meadow.

Owing to pressure of other work, no further progress had yet been made with regard to this matter.

75/21TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

Planning Committee:

To receive the Minutes of the Planning Committee meeting held on 21st April 2021.

The minutes of the Planning Committee meeting held on 21st April had been circulated and duly agreed

The next Planning Committee meeting was scheduled for Monday 17th May at 7.00 p.m. and would be held in the new Parish Office following Covid guidelines.

South Lane Meadow Trustees.

The South Lane Meadow Trustees’ AGM and quarterly meeting was scheduled for Tuesday 18th May at 7.00 p.m. – the venue to be agreed.

Any other reports.

Cllr White had attended 2 SEPPG meetings and reported that it may be the end of the year before the GP surgery will resume face to face appointments.

76/21TO CONSIDER AND AGREE ARRANGEMENTS FOR THE RETURN OF FACE-TO-FACE MEETINGS OF THE COUNCIL AND ITS COMMITTEES AFTER 7th MAY 2021 TO COMPLY WITH THE GOVERNMENT’S DECISION ANNOUNCED ON 25th MARCH 2021.

After consideration, it was agreed that committee meetings should be held in the new Parish Office and full Council meetings in the Blue Room at the Memorial Hall after 21st June when all Covid restrictions were expected to be lifted by the Government. There was the possible option of holding the June Council meeting in the Sports Hall at the Clanfield Centre. The Chairman would speak to Community First to see if this could be confirmed. Cllr Clarke did raise concerns about face to face meetings being held but members agreed that, owing to the expiry of the national emergency regulations which permitted online meetings, there was no alternative way of dealing with essential business.

ORDERS FOR PAYMENT

4th May 2021

Payments made since the April meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

CIA LTD

40.36

6.73

33.63

CENTRE MONTHLY SUPPORT

DC

TINDLE NEWSPAPERS

148.80

24.80

124.00

CLERKS NEWSPAPER ADVERT

DD

ZOOM

14.39

2.40

11.99

ZOOM FEE

BACS

HUB87

69.00

11.50

57.50

SIGNAGE FOR PARISH OFFICE

BACS

GOSSINGTON AND ELLIOTT

42.00

7.00

35.00

PAYROLL ADMINISTRATION

BACS

CAB

300.00

 

300.00

DONATION AS AGREED AT THE APRIL MEEETING

BACS

RIALTAS

672.00

112.00

560.00

FEE FOR YEAR END I&E ACCOUNTS

DC

AMAZON

98.14

16.36

81.78

STORAGE CABINET FOR NEW OFFICE

DC

VIKING

500.00

 

500.00

ADVANCE PAYMENT DUE TO EXPENDITURE OVER CREDIT LIMIT

TO BE ADJUSTED AGAINST THE INVOICES IN DUE COURSE

DD

CASTLE WATER

8.15

 

8.15

PP PAVILION WATER BILL

BACS

JBS FENCING

145.00

24.17

120.83

EMERGENCY REPAIRS TO KNEE RAIL IN PEEL PARK

DD

BRITISH GAS

113.22

5.39

107.83

CENTRE GAS BILL

DD

SOUTHERN ELECTRIC

216.91

10.32

206.59

CENTRE ELECTRIC BILL

DD

BRITISH GAS

6.40

 

6.40

ALLOTMENT BUILDING ELECTRIC

DD

BRITISH GAS

57.17

2.72

54.45

PP PAVILION ELELCTRIC BILL

DD

CASTLE WATER

2.66

 

2.66

SLM WATER BILL

   

2434.20

223.39

2210.81

 

 

PAYMENTS PRESENTED:

DC

CATALYST2

43.19

7.20

35.99

EMAIL SERVICE

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS APRIL SALARY

BACS

MRS DIANE DUFFY

88.03

 

88.03

CLERKS APRIL EXPENSES – HOME /TRAVEL TO N. BOARDS/PHONE CALL

BACS

MRS EMMA BARRITT

xxxxx

 

xxxxx

ASST CLERKS APRIL SALARY

BACS

MRS EMMA BARRITT

10.00

 

10.00

MOBILE PHONE TOP UP X 2

BACS

HMRC

294.22

 

294.22

PAYE AND NI

BACD

J. BANNELL

122.27

 

122.27

PURCHASE OF REPLACEMENT POST BOX FOR THE CENTRE/OS MAPS

BACS

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE HOSTING

BACS

SES BUSINESS WATER

3.55

 

3.55

DFP ALLOTMENTS – PLOTS 1-26 WATER SUPPLY

BACS

CARBON FOOTPRINT LTD

4740.00

790.00

3950.00

PARISH FOOTPRINT – FULLY SUPPORTED SURVEY & COMPREHENSIVE REPORT


         

COST PREVOUSLY APPROVED – GRANTS RECEIVED (£2000) TOWARDS TOTAL

COST

BACS

HALC

1079.33

 

1079.33

HALC AFFILIATION FEES 2021/22 AND NALC LEVY 2021/22

BACS

SLCC

246.00

41.00

205.00

CLERKS JOB ADVERTISEMENT

BACS

CIA LTD

505.45

84.24

421.21

CENTRE ADDITIONAL KEYPAD TO ISOLATE THE PARISH OFFICE/MEETING ROOM

DD

BRITISH GAS

102.73

5.48

97.25

PP PAVILION GAS BILL (120521) (PREVIOUSLY £12.38 IN CREDIT)

BACS

FAIR ACCOUNT – P. REYNOLDS

545.00

 

545.00

INTERNAL AUDIT SERVICES 10/20 – 3/21 & YEAR END AGAR WORK

BACS

THE KITCHEN CLEANING GROUP

882.00

147.00

735.00

CENTRE KITCHEN AND APPLIANCE CLEAN – PREVIOUSLY AGREED

BACS

THE PEST CONTROL MAN

115.00

 

115.00

PEST CONTROL QUARTERLY CHARGE

BACS

M. STANNING

114.00

 

114.00

CLEANING – PAVILION (£95.00); C. CENTRE – (£19.00)

BACS

VWV

1020.00

170.00

850.00

INVOICE AWAITED FROM VWV - THIS WILL BE THE AMOUNT THEY WILL CHARGE

FOR FINAL FOR PHASE 2 SJP WORKS

DD

SALVUS TRUST

24.00

4.00

20.00

PENSION ADMINISTRATION (070521)

   

12210.74

1278.92

10931.82

 

 

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