Meeting Minutes

Meeting details

  • Date: 3rd March 2020
  • Duration: 19:00 - 21:52
  • Location: Memorial Hall Blue Room


Meeting minutes:

to be signed when lockdown has lifted

20/20TO CONSIDER A GRANT APPLICATION FROM HOME START BUTSER

Home Start Butser had submitted a grant application for £500. Nicola Winter from Home Start Butser gave a short presentation emphasising the work that they do to support families with young children in Clanfield and the surrounding area. Twenty two families in the village had been helped since the beginning of the current financial year (April 2019). Whilst answering members’ questions Nicola mentioned that Home Start Butser currently have 20-25 volunteers who live in the village. After consideration, it was RESOLVED that the Council grant the sum of £300 – this was the total amount remaining in the grant budget for the financial year (ending 31st March). However, members indicated that they would be willing to consider an application from Home Start Butser for the balance of £200 after 1st April.

21/20TO RECEIVE APOLOGIES FOR ABSENCE

All Parish Councillors were present but apologies were received from County Cllr Mocatta and District Cllr Agate.

22/20TO RECEIVE DECLARATIONS OF INTEREST

The Chairman declared an interest in respect of Agenda item 9(f) as one of the legal firms being considered for appointment by the Council are his family’s solicitors; Cllrs D’este Hoare, Hurst, Coffre and Clarke declared interests as South Lane Meadow Trustees (Agenda item 13(g)); Cllr White as Chairman of the Patients Participation Group; Cllrs Collins and Foster as members of the Bowls Club (Agenda item 13(b)(ii)) and Cllrs Collins, Foster and Hurst as volunteers at the Sports and Community Centre (Agenda item 12). Cllr Clarke also declared an interest as a Trustee of Clanfield Memorial Hall and as a prospective allotment holder (Agenda item 13(c)). It was noted that these were all non pecuniary interests.

23/20TO AGREE THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 4TH FEBRUARY 2020

The minutes of the meeting held on 4th February, 2020 had been duly circulated and it was RESOLVED that they be signed as a correct record.

24/20TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 7.10 p.m.

District Cllr Moon was asked about the proposed tree planting project by EHDC – would trees be available to the public – it was considered that this would be the case but in terms of planting one tree for every person in the District not necessarily for personal gardens. EHDC have 200,000 trees to plant, provided by the Forestry Commission; a question was also asked with regard to the EHDC Lottery which had been mentioned in District Cllr Moon’s February report.

Meeting reconvened at 7.15 p.m.

25/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

County Cllr Mocatta had submitted his apologies.
District Cllr Moon had submitted a written report (attached to these minutes).

Download Report


26/20
TO RECEIVE PROGRESS REPORTS:

St James Place (Down Farm Park) - Proposed Phase 2 transfer
The Chairman had received the latest travelling draft of the transfer document from the Council’s solicitors just before the meeting. It required closer study but it looked as though it still contained restrictions which the Council had said were not acceptable and which had been changed in previous transfers. It was hoped that this could be resolved but, if necessary, a meeting would be requested with the developers, to be attended by the Chairman and one other Councillor.

Public Art Project – update
A further meeting with members of the public had been held on 17th February at which outline plans for Phase 1 of the project had been agreed. This would be themed around the environment and the history of the village and the proposal is that the artwork which is produced by the community would be screen printed to make a large banner which could be paraded at a celebratory event. It was thought that such an event could possibly become an annual feature of the village calendar. The application to the Arts Council for funding was being prepared for submission shortly and it was hoped that the result would be known by the end of April. The name that the public meeting had adopted for Phase 1 of the project is The Clanfield PARTy. It was thought that the overall project could now have 4 phases, Phase 2 being an open air art gallery (although that could evolve with the display of the original artwork created for Phase 1), Phase 3 being an item of sculpture and Phase 4 creating the first part of an art park for future generations of residents to continue.

27/20 FINANCE AND GENERAL PURPOSES:

To receive the March financial statement
The March statement had been duly circulated showing a closing balance of £165996.44 in bank and savings accounts. It was RESOLVED that the March statement be duly accepted.

To receive and, if thought fit to adopt, Orders for Payment
Payments totalling £617.99 had been made since the previous meeting and payments totalling £9694.23 were presented for payment by Direct Debit or BACS. It was RESOLVED that all payments be duly made. The Clerk stated that, as the Current Account balance was low, there would need to be a transfer of funds from one of the savings accounts to enable payments which were due before the end of the financial year to be made.

To review and , if thought fit to adopt, the revised Financial Regulations
A revised copy of the Financial Regulations had been circulated and it was RESOLVED that they be adopted.

To receive the valuation reports on Parish Council properties for audit, insurance and other purposes
The Chairman had received the draft reports from the valuers during the previous week and it was anticipated that the final report would be received by the Council in the next few days. The report would provide asset valuations on four of the Council’s properties, a review of the reinstatement cost for insurance purposes also on four of the Council’s properties and some advice to guide the Council in relation to the Down Farm Barn restoration proposals. Overall, it was anticipated that the asset valuations would increase the book value of the Council’s properties fairly significantly.

To receive a report on updated insurance cover for buildings and contents 
Based on the valuation report, the insurance cover on some of the Council’s properties would need to be adjusted. The Council’s insurance brokers would be asked if VAT should be added to the estimated reinstatement costs as, although the Council can reclaim VAT generally, the position on insurance cover for high cost buildings needed to be checked. It was reported that the insurance cover on the Inventory, which belongs to the Council, at the Sports and Community Centre would be updated at the same time.

To receive an update on the appointment of Hampshire based solicitors
The Chairman and the Clerk had visited one firm which had the full range of services that the Council might require and they would also be arranging to meet another firm in the next few days. The level of fee charges were comparable and it was agreed that the Clerk could decide which firm she wished to be appointed.

28/20TO REVIEW THE PARISH COUNCIL FULL RISK ASSESSMENTS

The Council’s Risk Assessments had been fully reviewed and with a minor change regarding the addition of “statutory regulations” it was RESOLVED that they would be duly adopted.

29/20DOWN FARM BARN

Strategy – to receive and consider the Working Group’s proposals for the next 12 months
Cllr Clarke presented the Working Group’s strategy for the next 12 months and invited the Council to formally adopt it. Cllr Clarke’s report explained that the overall cost of restoration had been estimated by Quantity Surveyors in the region of £500 - £600,000. This could be broken down into three phases, if necessary, and some further work needed to be done to check if any cost reductions could be achieved. Two potential funders had shown interest and they are being approached. Steps were being taken to broaden the experience and expertise within the Working Group and the emphasis of marketing would switch from retention of the barn to its restoration and proposed uses. Bearing in mind the time it can take for funding applications to be decided, the Working Group proposed that the Council should allow a period of 12 months from the date of planning permission being granted before the situation is reviewed. Following discussion, the Working Group’s strategy and this proposal were approved by the Council.

Planning Application – to consider the updated plans and, if thought fit, to authorise the submission of a planning application to East Hampshire District Council for the proposed restoration and use of the property
The Council reviewed the revised drawings including the proposed floor layout which made provision for a Parish Office, an Entrance Lobby / Gallery / Local Information Area, Studios and Multi-Use Space. It was noted that the fee payable to the Local Planning Authority would be £256 including a Planning Portal service charge. The Council approved the submission of the planning application.

30/20PROPOSED YOUTH COUNCIL – to receive and consider a draft Project Definition Document

Cllr Coffre reported that he had made a number of changes to the Project Initiation Document which had been approved at the February meeting. Terms of Reference had been added and the other changes were marked with a symbol in the revised document - the Project Definition Document - which was approved unanimously by the Council. It was noted that work would continue on bringing forward this initiative and a working group would be formed which would include Cllrs Collins, Clarke and Hurst. District Cllr Moon commended the Council for this work. He knew of no other Parish in the District with, or currently considering setting up, a Youth Council.

31/20CLANFIELD SPORTS AND COMMUNITY CENTRE

To receive an update report
It was reported that the review, by the Council and EHDC, of the long term operation of the Centre was ongoing.

To consider extending the repayment date on the loan of £10,000 provided to Clanfield Sports and Community Foundation in May 2019
This item was withdrawn for consideration at a future meeting.

To receive a report on the update of the Inventory
It was reported that the full updated inventory had been completed and it had been sent to the acting Chairman of the Foundation for agreement.

32/20PROPERTY MANAGEMENT:

Grounds Maintenance:
New Agreement – confirmation of signature (contract commencement date of 1st April 2020) and the arrangements of transfer of work between contractors
The agreement with the new contractor, RP Gardening Services, had been signed and a schedule of the work that they would be undertaking during the first month – April – had been requested. The current contractor had been asked to carry out grass cuts as necessary before the end of March.

Composting Facility – to consider arrangements for its provision
A composting facility will need to be provided for wildflower meadow (twice per year) and sports pitch cuttings. It was thought that next to the new allotments at Down Farm Park (St James Place) would be an accessible location. The facility would be constructed by the new grounds maintenance contractor on a labour and materials cost basis and it would need to be surrounded by fencing incorporating a lockable gate. An estimate was awaited. It was noted that the specification for the Grounds Maintenance Contract included a requirement for the contractor to properly manage the composting facility.

St James Place (Down Farm Park) - Phase 1:
Rectification of Title boundaries
The Chairman reported that draft documents had been received and only a few amendments would be required. In one such amendment, the Council would be specifying that the land which it would be returning to the developers to satisfy the requirements of a Section 38 Agreement which the developers had entered into with Hampshire County Council (HCC) should not be transferred by the developers to any other party than HCC.

Rectification of defects to the bowling green and the sports pavilion by the developer
The developers had not yet said when remedial works to the green would be undertaken by their contractors. The pavilion works were in hand.

Update on the proposed installation of a defibrillator
Thanks were expressed to County Cllr Mocatta and to District Cllr Agate for grants to cover the cost.
The electrician was concerned regarding the installation of the cabinet onto the plastic cladding of the sports pavilion but a possible solution of fitting the defibrillator to an external wall of the nearby electricity sub-station was being explored. Cllr Williams was in contact with SSE who would also be asked if they could provide a motion activated light.

Allotments:
Update of the review of the Allotment Tenancy Agreement and the Allotment Rules and Regulations
Cllr Harris had reviewed the Agreement and the Rules and Regulations to take account of the Council’s decision that allotment holders should be responsible for cutting the grass paths adjacent to their plots. This would apply from the outset at the new allotments (St James Place) and as from 1st October 2020 at the existing allotments. Members also asked that an 8 p.m. curfew be placed on the use of the allotments. The Agreements and the Rules and Regulations would be further amended to cover this.

To receive and consider quotations for surfacing to provide a base for the proposed storage chests
A suggestion had been put forward regarding a possible communal shed at the new St James Place allotments (Plots 27-51 Down Farm Park) although it was decided that this would not be suitable. Two quotes had been received for the installation of the bases. The lower quote of £ 1879.00 would be accepted in principle.

Windmill View:
Sports and Community Centre - completion of Warranty Deed
All parties had signed and it was anticipated that the Deed would be completed very soon.

Peel Park:
Update on issues relating to the maintenance and use of the pavilion
The Chairman, the Clerk and Cllrs White and Foster had made an inspection of the pavilion to see what was required. A full report had been submitted to members which included the possibility of internal changes to the layout of the building. In the meantime, a quotation had been obtained for urgent repairs and decorations and for the renewal of the kitchen fittings. It was RESOLVED that the quotation for £3879.00 be accepted and that the work should commence as soon as possible. Cllr Foster would apply on the Council’s behalf for a Community grant to assist with the cost.

To receive and consider the Legionella Risk Assessment Report on the pavilion and agree the steps to be taken in response
An inspection had been carried out by Sussex Business Compliancy Solutions and their Risk Assessment report had been received. Laboratory test results had not yet been received. In fact, it had not been possible for some of the tests to be undertaken due to the amount of storage - mostly belonging to the Football Club - in the building. Some precautionary works were classified as urgent - within 30 days - and these would be put in hand as soon as the Football Club can remove their storage from the building. It was agreed that the Council would need to hire in a temporary storage container which would be placed in the car park for the duration of these works. The Football Club would be advised that, when the urgent works are completed, they would only be permitted to store in one room which would need to have its plumbing decommissioned to comply with the Legionella Risk Assessment.

Clanfield Football Club – to receive a report on the Club’s grant application to the Football Foundation for the improvement of the grass pitches
The Chairman and the Clerk had reviewed the draft Site Owner’s Agreement and the Clerk would sign the document on behalf of the Council when it is received from the Football Club.

Clanfield Football Club – to consider arrangements for the negotiation of a Licence for the Club to use Peel Park for the period from 1st September, 2020
The Finance and General Purposes Working Group was asked to review the present arrangements and to propose any changes for the next Licence period from 1st September 2020. It was thought that the possibility of a fixed Licence Fee payable quarterly might be preferable to the present arrangements. It would certainly ease administration of the Licence. This would be considered by the Working Group.

Pond
Report on tree issue raised by resident and to consider the way forward with regards to ownership of the pond and the approval of maintenance work by volunteers
Solicitors had not yet been instructed in relation to trying to establish ownership of the pond - this was awaiting the instruction of Hampshire-based solicitors by the Council (see Minute 27/20).
It was agreed that, as soon as the pond water level reduces, a large bush would be removed which had fallen into the pond and ivy would be cut back in due course.
With regard to volunteers, it was noted that they would need to sign a declaration that they would be working as Volunteers of the Parish Council in order to benefit from the Parish Council’s insurance cover.

South Lane Meadow
To receive the Minutes of the Trustees February meeting
The minutes had been circulated.

To consider a proposal from Clanfield Cricket Club to install a container alongside the barn
Clanfield Cricket Club had requested permission to install a storage container alongside the barn – options were given as to its position and members agreed that they could proceed so long as they had sought planning advice and it would be painted olive green to blend in with the surroundings. They must not damage any surfaces during installation and the Cricket Club would need to arrange their own insurance cover.

33/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS

To Receive Planning Committee Minutes The minutes of the last meeting had been duly circulated and
agreed they would be signed at the next committee meeting – no applications currently pending

Any other reports / updates The plans were underway for the VE Day event at the Memorial Hall on Friday
8th May.

The Chairman closed the meeting at 9.52 p.m.

The next meeting is scheduled for Tuesday 7th April 2020 and would take place following the Annual Parish Meeting.

ORDERS FOR PAYMENT

3rd March 2020

Payments made since the last meeting

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

CASTLE WATER

    19.84

 

  19.84

PEEL PARK PAVILION WATER

DD

CASTLE WATER

    13.15

 

  13.15

SLM WATER

BACS

R. REYNOLDS

  100.00

 

100.00

ART PROJECT

BACS

ARBROOK TREE CARE

  450.00

 

450.00

URGENT TREE WORKS AT THE POND

DD

BRITISH GAS

    10.00

 

  10.00

DD FOR ALLOTMENT BUILDING ELECTRIC

AUT

NAT WEST

   25.00

 

   25.00

SAFE CUSTODY HOLD ANNUAL FEE

 

March payments presented

BACS

MRS DIANE DUFFY

xxxxxxx

 

xxxxxxx

CLERKS FEBRUARY SALARY

BACS

MRS DIANE DUFFY

     79.90

 

    79.90

CLERKS FEBRUARY EXPENSES

BACS

MRS EMMA BARRITT

xxxxxxx

 

xxxxxxx

ASST CLERKS FEBRUARY SALARY

BACS

MRS EMMA BARRITT

     5.00

 

     5.00

ASST CLERKS FEBRUARY EXPENSES (TOP UP)

BACS

HMRC

   289.43

 

 289.43

PAYE AND NI

BACS

VIKING

   177.50

   29.58

 147.92

NEW PRINTER AND INK – PREVIOUS ONE HAD CEASED WORKING

BACS

PHS GROUP

     95.64

   15.94

    79.70

CLEANING SUNDRIES FOR P.P. PAVILION

BACS

BISHOPS WALTHAM PARIH COUNCIL

   164.00

   24.00

  140.00

PLAY AREA INSPECTION COURSE (EMMA)

BACS

BLENDWORTH TREE SURGEONS

 1140.00

 190.00

  950.00

TREE WORKS AS AGREED PREVIOUSLY (C. CENTRE AREA)

BACS

BLENDWORTH TREE SURGEONS

   203.00

 

  203.00

LICENCE AND HIGHWAYS CONSENT FOR ABOVE

BACS

BLENDWORTH TREE SURGEONS

   180.00

   30.00

  150.00

ADD. WORKS REQ. WHILST ON SITE

BACS

S.B.C.S.

   192.00

   32.00

  160.00

P.P. PAVILION LEGIONELLA RISK ASSESSMENT

BACS

SOUTHERN FIRE PROTECTION

 3151.20

 525.20

2626.00

P.P. PAV–FIRE ALARM SYSTEM AND EMERGENCY LIGHTING (INC CREDIT OF £80.00)

BACS

A. POTTEN

   100.00

 

   100.00

ART PROJECT

BACS

G. ANDREWS

   739.00

 

   739.00

VARIOUS PARISH MAINT WORKS 04/19 – 01/20

BACS

SERENITY DIGITAL

   180.00

   30.00

   150.00

WEBSITE HOSTING

BACS

M. STANNING

   185.00

 

   185.00

P.P. PAVILION CLEANING

BACS

BLENDWORTH CENTRE

   374.40

   62.40

   312.00

STREET CLEANING - FEBRUARY

BACS

BUTSER FARMS LTD

   225.00

   25.00

   200.00

SUNDERTON MEADOW HEDGE CUT (ADJACENT TO PONY FIELD) £75.00 EXEMPT FROM VAT

DD

SALVUS TRUST

     24.00

     4.00

     20.00

PENSION ADMINISTRATION (6/3)

DD

SALVUS TRUST

   108.45

 

   108.45

PENSION CONTRIBUTION (6/3)

BACS

GOSSINGTON AND ELLIOTT

     42.00

     7.00

     35.00

PAYROLL ADMINISTRATION

All meeting minutes