Meeting Minutes

Meeting details

  • Date: 1st June 2021
  • Duration: 19:00 - 21:00
  • Location: Clanfield Centre


Meeting minutes:

78/21TO RECEIVE APOLOGIES FOR ABSENCE.

Apologies were received from Cllr Margaret White and Cllr Rosemary Clarke

79/21TO RECEIVE DECLARATIONS OF INTEREST.

Cllr Foster declared an interest as a member of Clanfield Bowls & Sports Club.

80/21TO AGREE THE MINUTES OF THE ANNUAL COUNCIL MEETING HELD ON 4TH MAY 2021.

The minutes of the meeting held on 4th May, 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. These minutes would be signed along with the minutes of the meeting held on 6th April 2021 to bring everything up to date.

81/21OPEN FORUM.

No matters were raised during Open Forum.

82/21FINANCE AND GENERAL PURPOSES:

To receive and approve:

The June Financial Statement

The June financial statement had been circulated to members showing a balance of £310,097.82 at the end of May. The statement was duly approved.

The Orders for Payment.

The orders for payment had been circulated to members. Payments issued since the last meeting totalled £8,179.17 and payments of £5,195.16 were presented for approval. It was RESOLVED that the orders for payment be duly approved. It was also RESOLVED that any payments due before the next meeting, which would not be held until 20th July, could be duly issued.

To receive the Minutes from the Finance & General Purposes Committee Meeting held on 12th May 2021.

The committee minutes had been duly circulated. A correction would be made to refer to the tenure of the Parish Office being a Licence, and not a lease, prior to presenting the minutes for approval at the next committee meeting.

The Council’s Standing Orders would be reviewed section by section and, once completed, the full revised version would be presented for consideration by the Council.

At this point it was stated that the Council’s grounds maintenance contractors had now been registered for VAT and had asked the Council to pay them VAT retrospectively on last year’s grounds maintenance charges. This request had been referred to the Council’s internal auditor who had not raised any concerns and the Council would be able to claim back the amount in due course. On that basis, it was RESOLVED that this would be acceptable.

It was reported that East Hampshire District Council (EHDC) had requested all tier one authorities in its District to subscribe to its Code of Conduct. Members had received the documentation and this was duly RESOLVED.

To receive and agree the 2019 / 2020 accounts and to receive the internal audit report prior to external audit.

The accounts had been finalised, they had been reviewed by Cllr Hurst and they had also been reviewed by the internal auditor who had not raised any matters for the Council’s attention. The Council agreed the accounts and RESOLVED that they be signed by the Chairman and Clerk.

To consider a grant application from the Royal British Legion (Poppy Appeal Organiser) for the 100th anniversary of the poppy appeal event.

The application had been circulated to members and the applicant, on behalf of the Royal British Legion, was in attendance. The aim is to hire Clanfield Memorial Hall on Saturday 16th October for a street party and concert to celebrate the 100th Anniversary of the Poppy Appeal. If the event had to be cancelled (e.g. due to Covid) any grant received would be refunded. After consideration, members RESOLVED to grant the sum of £200.00.

83/21TO RECEIVE AND AGREE THE ANNUAL AUDIT STATEMENT

To agree the Annual Governance Statement.

The Annual Governance Statement had been received and the appropriate section had been copied to Members. The Chairman took members through the statement in detail and it was RESOLVED that the correct response to each question was “yes” with the exception of section 9 which did not apply. The statement would be signed by the Chairman and the Clerk as required.

To agree the Accounting Statement.

The accounting statement had been submitted to Members. It was RESOLVED that it be approved and signed.

84/21THE CLANFIELD CENTRE:

To receive reports on the following and to consider any matters requiring a decision of the Council:

Completion of the Lease to Communities First Wessex

The Chairman reported that the Lease had been completed on 18th May 2021.

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

The Chairman reported that, owing to pressure of work, he had not yet been able to finalise the latest (and final) schedule but it would be circulated to members as soon as possible. There were a number of issues - all of which had been disclosed to the Tenant during negotiations - on which he recommended that the Council should seek professional advice before potentially taking them up with the builders who constructed the property under the warranty provisions. It was RESOLVED that surveyors be asked for a fee quotation which, it was expected, would be in the region of £1,000 exclusive of VAT. Members agreed that professional advice was required to protect the Council’s position.

Service of a Dilapidations Claim on the former Tenant (in liquidation)

The preparation of the Schedule had been completed and it was agreed that a claim for £8,288.19 would now be submitted to the Liquidator of the former Tenant, Clanfield Sports and Community Foundation Limited.

85/21NEW PARISH COUNCIL OFFICE

To receive reports on the following:

Completion of the Licence to Occupy

The Licence to Occupy had been completed on 18th May 2021 and the Licence Period was for one year. Various options remain for the future provision of a Parish office.

Setting up arrangements and costs

The budget for this had been previously agreed at approximately £1,000. Two desks, an office chair and bookshelf filing units had been delivered and assembled. A lockable metal cabinet still had to be sourced and there were various sundry items to be ordered.

Proposed opening date

It was RESOLVED that the office would be open from 8th June 2021, in line with The Clanfield Centre’s opening date.

Proposed public opening hours

It was agreed that, initially, the office would be open to the public for two hours per day (Mondays to Fridays) between 9.30 a.m. and 11.30 a.m. This would be subject to review.

The Chairman reported that, unfortunately, there had been further vandalism at the Centre and in the surrounding area – Tippex had been used on doors and windows; offensive graffiti had been chalked on the building and the surrounding tarmac areas and there had been broken bottle glass in the childrens play area on more than one occasion.

86/21PROPERTY MANAGEMENT:

To receive the minutes of the Committee Meeting held on Wednesday 26th May 2021 and to consider any matters requiring the Council’s attention.

Cllr Williams reported that the minutes were not yet available but they would be circulated as soon as they had been checked.

He proposed the following two additional paragraphs to the Committee’s Terms of Reference to clarify matters that were delegated to the Committee for decision and matters which did need to be referred to the full Council.

“The PMC shall also:
* consider and decide upon applications from tenants and licensees for consent under the terms of their leases or licences in respect of minor works and alterations to the properties concerned and respond on behalf of the Council in accordance with the terms of any relevant lease or licence.
* ensure that all matters related to property transactions are referred to the full Council for consideration and decision - e.g. a sale, purchase, lease. licence, or any mortgage, charge or funding agreement.”

These additions were duly agreed.

Cllr Williams reported that the Committee had re-considered the grass cutting frequency (on land where the amenity grass specification is applicable) as it was evident that the reduction to meet the 2021/22 budgetary requirements had impaired the appearance of these areas and the longer grass had also caused difficulties for the contractors. The schedule for the amenity grass cutting had been reinstated to 16 cuts per year. The additional cost would be met from the property maintenance budget which is also managed by the Committee and if, as the year progresses, that should come under pressure, the Committee will submit a request to the Council for additional funds from reserves for any essential works which may be required.

The Chairman drew members’ attention to an application from Clanfield Bowls & Sports Club for Landlord’s consent to make minor adjustments to cupboard and worktop fittings in the kitchen of the Sports Pavilion at Down Farm Park to accommodate new appliances which they intended to purchase. This had not been included on the Agenda for the Committee Meeting and the Chairman felt that it should be considered before the next Committee Meeting in July. The Council RESOLVED to grant Landlord’s consent and a response would be given to the Bowls Club in the manner prescribed by the terms of the Lease.

Cllr Williams mentioned that Clanfield Football Clubs’ licence at Peel Park had expired on 31st May except in relation to the changing room which they use as an equipment store on which the licence would expire on 30th June. The Club had been asked if it requires a new Licence from 1st July 2021 until 31st May 2022. If so, the Committee recommended that there should be no increase in the licence fees this year. The Club had also been advised that they could continue to use the facilities during June as the 2020/21 season had not yet concluded due to the Covid pandemic but such use in June would not comprise an extension of the expired Licence nor an early start to the next Licence. It would be regarded as a separate arrangement. The Council RESOLVED to approve these proposals. During discussion, members asked whether regular inspections of the Peel Park pavilion were being made. The Clerk would check on this and report back to members.

87/21PLANNING:

To receive the Minutes of the Planning Committee Meeting held on 17th May 2021.

The minutes of the meeting held on 17th May had been circulated and duly agreed. The next meeting is scheduled for Tuesday 15th June 2021 in the Council Office.

The Chairman reported that County Cllr Mocatta had suggested a Zoom meeting with members to update them on arrangements for applying for grants from the Community Infrastructure Levy (CIL). It was agreed that this should be arranged.

88/21COMMUNITY WORKING GROUP:

To receive the notes of the Working Group’s meeting held on 25th May 2021 and to consider any matter requiring a decision of the Council

Cllr Coffre referred to the meeting notes which had been circulated and drew attention to the following points:

Clanfield Awards Scheme

Cllr Coffre asked for the Council’s approval of the Terms of Reference for the Awards Scheme. These had been circulated but Cllr Coffre mentioned that the period for the acceptance of nominations had been changed to between 1st September and 31st October 2021 to avoid the holiday period. The Council RESOLVED to approve the Terms of Reference.

Proposed village “Green Audit”

Preparations for this were progressing.

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

Two quotations had been received for the agricultural contractors’ work, based upon the specification which the Council’s consultant had prepared. A third contractor had been invited to submit a quotation but had not done so. As a contractor would need to be appointed before the next Council meeting, it was agreed that the lowest of the two quotations received to date could be accepted if no lower quotation should be forthcoming. However, that could not be an unconditional acceptance until the remaining grant funding was in place. The Chairman mentioned that applications were being made for grants from the District and County Councillors to add to the Section 106 money that had already been approved in principle.

Proposed bee hives on Parish Council land;

The fencing around the selected area was due to be installed on 9th June – the insurers would be informed of these plans and the bee- keeper was to be asked for a copy of his own public liability insurance Initial selection of preferred locations for tree planting. Trial holes had been dug in six locations to establish the soil conditions. These were to the north and east of Allotment Site B at Down Farm Park and on the top field at Whiteland Way. All these locations would have access to water from the taps at the two allotment sites. Trees planted to the north of Allotment Site B and on the top field at Whiteland Way would have the added advantage of softening traffic noise for local residents in due course and, at Whiteland Way, they would provide an added deterrent against travellers. The Council approved these locations, in principle, for tree planting at the end of 2021 subject to further details and  costings being submitted for consideration at the next Council meeting on 20th July.

89/21SOUTH LANE MEADOW TRUSTEES:

To receive the Minutes of the Trustees’ Meeting held on 18th May 2021 and to consider any matter referred for the Council’s attention.

The minutes had been circulated. It was noted that the first paragraph of the minute concerning the open forum discussion contained incorrect information and that this should be amended to prevent any future misunderstanding.

90/21DATE OF NEXT MEETING:

The next Council Meeting is scheduled for Tuesday 20th July 2021 at 7.00 pm in the Blue Room at the Memorial Hall.

91/21MOTION FOR CONFIDENTIAL BUSINESS:

To pass a resolution in accordance with the Public Bodies (Admission to Meetings) Act 1960 to exclude the public and press for discussions regarding the appointment of a staff member and other staff matters, where publicity might be prejudicial to the special nature of the business.

It was RESOLVED to pass the resolution as above and the remaining member of public left the meeting at 8.15 p.m prior to the following items being considered and minuted separately:

92/21Appointment of new Parish Council Clerk and Responsible Financial Officer

93/21Other staff matters requiring the consideration of the Council.

ORDERS FOR PAYMENT

1st JUNE, 2021

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

LEAVES

  354.82

  59.14

  295.68

C.CENTRE ROOF WORKS

DC

AVG

    74.99

  12.50

    62.49

ANNUAL SECURITY COVER

DD

CIA LTD

    40.36

    6.73

    33.63

CENTRE MONTHLY SUPPORT FEE

BACS 

RP GARDENING

2634.24

439.05

2195.19

GRASS CUTTING/GROUNDS MAINT

BACS

GOSSINGTON AND ELLIOTT

    42.00

    7.00

    35.00

PAYROLL ADMINISTRATION

DC

ZOOM

    14.39

    2.40

    11.99

REMOTE MEETING MONTHLY FEE

DD

BRITISH GAS

    83.63

    3.98

    79.65

C. CENTRE GAS BILL

DD

CASTLE WATER

      8.75

 

      8.75

PP PAVILION WATER

BACS

CASTLE WATER

  137.77

  22.97

  114.80

C. CENTRE WATER BILL – 28/07/20 – 31/03/21

BACS

LEAVES

  136.80

  22.80

  114.00

C. CENTRE ROOF WORKS 

BACS

SOUTHERN FIRE PROTECTION

  156.00

  26.00

  130.00

PP PAVILION 6 MONTHLY INSPECTION

BACS

SOUTHERN FIRE PROTECTION

  312.00

  52.00

  260.00 

C. CENTRE WORKS – REPLACE LIGHT FITTING/6 MONTHLY SERVICE

BACS

VIKING DIRECT

    41.99

    7.00

    34.99

PARISH OFFICE EQUIPMENT

BACS

VIKING DIRECT

  191.98

  32.00

  159.98

PARISH OFFICE EQUIPMENT

BACS

VIKING DIRECT

  142.80

  23.80

  119.00

PARISH OFFICE EQUIPMENT

BACS

EXECUTIVE WINDOWS

  354.00

  59.00

  295.00

FINAL PAYMENT FOR BOWLS/SPORTS CLUB WINDOW REPAIR

BACS

COMMUNITY FIRST

2083.33

 

2083.33

C. CENTRE SUPPORT – 1ST PAYMENT

BACS

COMMUNITY FIRST

  833.33

 

  833.33

PARISH OFFICE – 1ST PAYMENT

DD

BRITISH GAS

      6.40

 

      6.40

ALLOTMENT BUILDING ELECTRIC

DD

BRITISH GAS

    47.33 

    2.25

    45.08

PP PAVILION ELECTRIC BILL

DD

SOUTHERN ELECTRIC

  193.11

    9.19

  183.92

C. CENTRE ELECTRIC BILL

DC

AMAZON

    15.59

    2.60

    12.99

MAT FOR PARISH OFFICE DOORWAY

DC

MACKARNESS AND LUNT

    50.00

 

    50.00

PAYMENT IN ADVANCE FOR SEARCHES

DD

SALVUS TRUST

  111.78

 

  111.78

APRIL PENSION CONTRIBUTION

DD

SALVUS TRUST

  111.78

 

  111.78

MAY PENSION CONTRIBUTION

 

Totals

8179.17

790.41

7388.76

 

 

PAYMENTS PRESENTED:

DC

CATALYST2

      43.19

      7.20

    35.99

EMAIL SERVICE

BACS

MRS DIANE DUFFY

  xxxxx

 

xxxxxx

CLERKS MAY SALARY

BACS

MRS DIANE DUFFY

      89.80

 

    89.80

CLERKS MAY EXPENSES – HOME /TRAVEL TO N. BOARDS/POSTAGE

BACS

MRS EMMA BARRITT

    xxxxx

 

  xxxxx

ASST CLERKS MAY SALARY

BACS

MRS EMMA BARRITT

        5.00

 

      5.00

MOBILE PHONE TOP UP 

BACS

HMRC

    294.22

 

  294.22

PAYE AND NI

BACD

J. BANNELL

      36.10

 

    36.10

PURCHASE OF LOCKS AND KEYS

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

PLAYSAFETY LTD

    522.60

  87.10

  435.50

ANNUAL ROSPA INSPECTIONS

BACS

M. STANNING

    137.75

 

  137.75

PP PAVILION 118.75;  C.CENTRE 19.00

BACS

RJ PLAYGROUND SERVICES

    420.00

  70.00

  350.00

SUPPLY AND INSTALL REPLACEMENT SPRING ON SPRING SEESAW

BACS

S. WILLIAMS

      83.29

 

    83.29

REIMBURSMENT OF PURCHASE OF PADLOCK / STEEL TUBING FOR BARRIER MODIFICATION SJP

BACS

JG AUTOS

    276.00

  46.00

  230.00

PARTS AND LABOUR FOR BARRIER WORKS SJP

BACS

ACORN SERVICES

    360.00

  60.00

  300.00

CENTRE – WORKS TO EXTRACTION OUTLET

BACS

GA PROPERTY MAINTENANCE

    577.00

 

  577.00

VARIOUS CENTRE WORKS AS AGREED

DD

BRITISH GAS

      46.69

    2.22

    44.47

CENTRE FINAL GAS BILL (090621)

DD

SALVUS TRUST

      24.00

    4.00

    20.00

PENSION ADMINISTRATION 9040621)

 

Totals

5195.16

306.52

4888.64

 

 

All meeting minutes