Meeting Minutes

Meeting details

  • Date: 1st December 2020
  • Duration: 19:00 - 21:23
  • Location: Zoom


Meeting minutes:

142/20TO RECEIVE APOLOGIES FOR ABSENCE

No apologies had been received. All Parish Councillors were present

143/20TO RECEIVE DECLARATIONS OF INTEREST.

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

144/20TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 3RD NOVEMBER 2020

The minutes of the meeting held on 3RD November 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 immediately.

145/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS.

Apologies were received from District Councillor Moon.

District Councillor Agate reported on the issue of the surface water drainage in both North Lane and East Meon Road which is not functioning correctly – HCC are taking action to resolve the matter. He also reported that there is a retrospective planning application pending for a fence at number 24 South Lane – this would be discussed by the Parish Council’s Planning Committee at their next meeting. District Cllr Agate also reported that permission had been granted for development in the garden to the rear of 57 Chalton Lane. Covid 19 documentation had been received and East Hampshire was now in Tier 2.

146/20OPEN FORUM.

No matters were raised

147/20TO AGREE THE DATES FOR THE 2021 FULL COUNCIL MEETINGS

The Clerk had circulated a list of dates for the 2021 Council meetings which included a January meeting – it was RESOLVED that the dates be duly accepted.

At this point, the Chairman announced that he would not be seeking re-election as Chairman in May 2021 but he did intend to remain as a member of the Council at that time.

148/20COMMUNITY WORKING GROUP:

To receive and, if thought fit, to approve the Group’s 2021 Objectives and proposed budget from precept funds.

The Community Working Group had circulated its “Objectives 2021” document to all members. This was fully supported by the Council. It was noted that implementation of some of the proposals would require funding from the 2021/22 precept and this had been taken into account by the Finance and General Purposes Working Group in its preparation of the draft precept which would be considered later in the meeting.

149/20SPORTS AND COMMUNITY CENTRE:

To receive an update on the progress of plans for re-opening the Centre in 2021.

The Chairman reported that the legal work was progressing on a draft lease of the Centre to Community First. It was hoped that the lease will commence on 1st February 2021 and, Covid Regulations permitting, Community First are proposing to open the Centre in early April. This information would be contained in a press statement which was about to be released. Community First would be publishing a User Survey, inviting residents’ views on a number of topics, including the choice of a new name for the Centre, prior to Christmas.

Active Academy Limited had indicated that it wished to proceed with the licence of the tennis courts that the Council had offered to them for a period until 30th September 2021. The proposed commencement date of the licence agreement, which would be separate from the lease of the Centre for its duration, was 2nd December 2020. A minimum licence fee at the rate of £750 per annum would be payable by Active Academy to the Council. It had been made clear that it is the Council’s intention to add the tennis courts to the lease of the Centre as from 1st October 2021 and, therefore, any renewal of the Licence to Active Academy would be a matter for Community First to negotiate.

To receive an update on the progress of the pre re-opening repair, decoration and servicing works.

A revised (6th) version of the costed schedule of works had been circulated to members. It was noted that the total costs, including pofessional fees and two months’ support for Community First (February and March 2021) , were expected to be around the £25,000.00 precepted budget for this financial year. Most of the works should be completed before Christmas including the inspection of the solar power generation system which was scheduled for 18th December. It was thought likely that a recommendation could be for cleaning the solar panels on the main roof which, if so, would be an additional expense. During discussion on this point members agreed that the FiT tariff payments from SSE which the Council receives should be passed on to Community First (as they were to the prevous tenant) but should form part of the £25,000 annual precept support package for the Centre from the Council.

With regard to maintenance of the tennis courts it was reported that:

(i) The annual spraying for weed and moss prevention had been carried out by the Council’s contractors.

(ii) At the Council’s request within the 3 year warranty period, the discolouration of the surface of the courts had been inspected by the contractors who constructed the courts. Their conclusion was that the rust-like brown staining was as a result of mineral intrusions, which are commonly found in asphalt, oxidising and known as pyrite contamination. The Council had been assured that it should not affect the structural integrity of the surface material but it might mean that the courts would need to be painted more frequently than might otherwise be necessary.

Members felt that these reports emphasised the importance of planned maintenance, and the need to build up funding to pay for it, to ensure that community assets remain in good and useable condition in the long term. In some instances, the Council will be directly responsible for maintenance; in others, it would be primarily the responsibility of Tenants under the terms of their leases.

Vandalism was still an ongoing problem. There had been further damage to the roof tiles, despite anti-vandal paint having being applied to the eaves on the South side of the building. Broken glass and football prints on the cafe windows were further evidence of anti-social behaviour. The planter had been moved away from the building as this had been damaged by people jumping into it from the roof.

To consider whether the site can continue to be offered for use as a Covid-19 Testing Station beyond the end of December.

It was noted that the Local Resilience Forum (LRF) had booked the site for Covid testing on 14th, 15th and 16th December. A request had been received to open the site for testing on Christmas Day and/or New Year’s Day but that had not been possible.

It was agreed that the site could be offered to the LRF for testing during January but, thereafter, the LRF will need to liaise with the Council’s proposed Tenant, Community First, for availability assuming that the lease will commence, as planned, on 1st February. It was also reported that the Clanfield Surgery had booked the use of the Centre for a further flu vaccination clinic on 12th December.

150/20FINANCE AND GENERAL PURPOSES:

To receive and approve the December Financial Statement.

The financial statement for December had been circulated to members showing a balance at the end of November of £256,231.10. The Statement was duly approved. The sum of £1,250.00 was due to be paid into the Council’s account being settlement of an insurance claim against the cost of the removal of the unauthorized traveller encampment at Peel Park in September.

To receive and approve the Orders for Payment.

The orders for payment had been circulated to members. Payments since the last meeting totalled £2,795.84 and payments of £8,965.74 were presented for approval. It was RESOLVED that the Orders for Payment be duly approved and also that payments due at the beginning of January 2021 could be duly made.

To agree to release the precepted fund for maintenance of the Churchyard at St Michael and All Angels, Chalton.

An application for a grant towards the upkeep of the churchyard at St Michael and All Angels had been received and members agreed that the precepted amount of £350.00 could be released accordingly.

To receive the notes from the F&GPWG meeting held on 18th November 2020.

The notes had been circulated and included three policy documents which would be presented to the Council at the January meeting.

151/20DRAFT PRECEPT 2021 / 2022

To consider and, if thought fit, to approve a draft of the 2021/22 precept.

Cllr Hurst, on behalf of the The Finance and General Purposes Working Group, presented a draft precept to the meeting totalling £179.093.00 which would be a 3.5% increase. The precept did include for the provision of a parish office during the course of the 2021/22 financial year and it was noted that more detailed proposals for that would be brought before the Council early in the New Year.

It was RESOLVED that the total amount be accepted but the Working Group would meet at the earliest opportunity to make one or two suggested adjustments as between categories of expenditure prior to submission of the precept to EHDC before the end of the year.

152/20ST JAMES PLACE (DOWN FARM PARK):

Phase 2:

To receive an update on the transfer of the Phase 2 area to the Parish Council.

The Chairman reported that the transfer was scheduled to be completed on 4th December. The Licence for use of the allotments (Site B) and the allotment parking area had been extended until 31st December (it had been due to expire on 30th November) but it would no longer be applicable after the transfer has been completed. The developer had given an undertaking to carry out some minor snagging works and this had been accepted to prevent the transfer from being any further. The Council’s insurers were being asked to commence cover as of 0001 hours on Thursday 3rd December as the protective Heras fencing around the children’s play area would be taken down by the developer on that day. The allotment tenancy agreements for Site B would now be issued to the allotment holders with rents due by the 31st December

To receive an update on proposals for the protection of the children’s play area.

Cllr Foster reported that he had requested quotations from contractors for both hedging and fencing works to protect the children play area. The quotations once received would be submitted to the Property Management Working Group for consideration and grant applications would be submitted to District Councillors Moon and Agate for £1000 each for environmental projects for which the hedging would qualify – applications for these grants must be submitted by the 28th February 2021.

The contractor who would be installing the additional dragons teeth at the top of Columbine Way and at Bee Orchid Close would be contacted and asked for a commencement date.

Phase 3:

To receive an update on the construction of the sports pitches and a prospective transfer timescale.

There was nothing further to report other than the remedial work which the developer has to carry out will be commenced when the ground is dry enough to work. It was noted that the Council had consistently said that it would not accept the transfer of the Phase 3 area until the sports pitches are properly constructed and the grass is established and cuttable.

To receive an update on proposals for the protection of the sports pitches once completed and transferred.

Competitive quotations had been requested from contractors for a 360 metre long fence, with gates, one metre high posts, three horizontal rails and wire mesh up to the second horizontals – there was no urgency for this as it may not be possible to construct the fence until summer 2021 but some idea of costs would assist with budgeting and enable enquires as to whether CIL money could be used.

153/20PROPERTY MANAGEMENT:

Grounds Maintenance - review of the Council’s Grounds Maintenance Contract and its Specification.

Following a review of a report which had been prepared by the Clerk and Asst Clerk, it was RESOLVED that the contractors be granted a contract extension for two years from 1st April 2021 as set out in the Agreement and the Clerk would send formal notification to them by the required date of 31st December 2020. It was noted that the contract price would increase by 2.5% per annum (as from 1st April 2021 and, also, as from 1st April 2022) that having been part of the contractor’s submission when, in 2019, he had tendered for the work.

Cllr D’Este Hoare agreed to review the specification (Schedule 4 to the Grounds Maintenance Agreement) and the Property Management Working Group was asked to convene its annual meeting with the contractor to discuss and agree proposed changes in accordance with the procedure which is set out in the Agreement.

There was discussion at this point with regard to the cutting of grass within the fenced allotment compounds. At present, the Council’s contractors cut the grass areas but, earlier in the year, the Council had expressed the view that the allotment tenants should be responsible for this work in the future. However, the Allotment Association had asked for this decision to be reconsidered for the peripheral areas of both Allotment Sites A and B. This would be considered as part of the Property Management Working Group’s review of the grounds maintenance specification and its cost (in relation to the 2021/22 precept allocation for this work) with the contractor.

Cllr Harris also reported that the Allotment Association had requested that consideration should be given to forming 5 additional allotment plots on the peripheral land at Site A. It was decided that this could not be taken forward at the present time as there is no funding available for the necessary planning application, for laying out additional plots or for the provision of sheds.

Playgrounds - to update on the repair of equipment at the Council’s playgrounds.

The repairs to the play equipment had been completed apart from the roundabout at Peel Park, the work to which would be finished in January, 2021 once a new bearing had been delivered. It was noted that the delay of this work did not comprise a health and safety issue.

The boiler in the Peel Park pavilion had been repaired and was now working satisfactorily although it may still need renewal in the Summer of 2021.

154/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

Planning Committee.

The minutes of the last meeting had been circulated and were duly approved. There was one application pending and, therefore, the next meeting of the Committee had been scheduled for 15th December

South Lane Meadow Trustees.

The minutes from the Trustee meeting held on November 17th had been circulated. Cllr D’este Hoare reported that a tree had been planted the previous weekend and he and Trustee Roland Howes had also carried out a risk assessment and had identified a number of issues which need to be addressed in the meadow. These would be reported to the Trustees at their next meeting.

Another point that had arisen related to the narrowing width of the pathway around the meadow. This used to be sprayed annually by the Council’s former grounds maintenance contractors but it had been inadvertently omitted from the specification which was drawn up before the contract was tendered and the present contractor was appointed from 1st April 2020. Arrangements had been made for the work to be undertaken as an extra to the current contract but, for future years, the Property Management Working Group would be asked to include it in a review of the contract specification which would be undertaken prior to 31st March 2021.

It was unfortunate that two South Lane Meadow Trustees were not able to attend virtual meetings.

It was reported that a member of the public wished to donate a seat for the Meadow. During discussion on this point, members agreed that the Council should have a policy with regard to the installation and maintenance of donated seats on Parish Council land. It was agreed that a draft policy should be prepared for members’ consideration.

Any other reports.

Referring back to the issuing of tenancy agreements to the allotment holders of Site B (Minute 152/20 above), Cllr Harris asked if the full yearly rents should be charged. Members agreed that they should be as the allotment holders had not been charged any fees for occupation of their plots on Licence since June.

Cllr Harris also reported a rat infestation at Site A (but not Site B). It was thought that it should be responsibility of the allotment holders to arrange pest control measures but the Council would engage a pest control operative on this occasion.

The Chairman reported that the Prohibition of Driving Order relating to the cul-de-sac length of the old London Road had now been implemented by Hampshire County Council although a padlock had still to be fitted for the new metal gate.

ORDERS FOR PAYMENT

1st December 2020

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

EXECUTIVE WINDOWS

 354.00

    59.00

  295.00

BOWLS AND SPORTS PAVILION WINDOW (50% deposit) – INSURANCE CLAIM MADE PREVIOUSLY

BACS

CIA LTD

 931.20

  155.20

  776.00

PEEL PARK CCTV FAULTY CAMERA REPAIR

BACS

ROYAL BRITISH LEGION

   50.00

 

    50.00

 WREATH AND DONATION

BACS

S. COLLINS

 133.17

 

  133.17

REIMBURSEMENT FOR MATERIALS FOR POND “BRIDGE” REPAIRS

BACS

GOSSINGTON & ELLIOTT

   42.00

     7.00

    35.00

PAYROLL ADMINISTRATION

DD

BRITISH GAS

 146.30

     6.96

  139.34

PP PAV. ELECTRIC BILL

DD

BRITISH GAS

   97.96

     4.66

    93.30

C. CENTRE GAS BILL

DD

CIA

   40.36

     6.73

    33.63

C. CENTRE SUPPORT

DC

ZOOM

   14.39

     2.40

    11.99

VIRTUAL  MEETING PLATFORM

BACS

T. PLOWRIGHT

   50.00

 

    50.00

GREENING CAMPAIGN PACK

BACS

GAS FIX

165.00

   27.50

  137.50

PP PAVILION BOILER SERVICE

BACS

GAS FIX

354.00

   59.00

  295.00

PP PAVILION BOILER REPAIR

DD

SOUTHERN ELECTRIC

336.55

   16.02

  320.53

C. CENTRE ELECTRIC BILL

DC

AMAZON

  29.96

     5.00

    24.96

PURCHASE OF A BOTTLE FOR TIM ROOK (assistance given twice) and FRAMES FOR AWARD CERTIFICATES

DD

BRITISH GAS

    7.73

 

   7.73

ALLOT BUILDING ELECTRIC

DD

SSE

   43.22

   2.05

  41.17

C. CENTRE FINAL ON OLD TARIFF TO 4.11

 

PAYMENTS PRESENTED:

 

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DC

CATALYST

    43.19

     7.20

     35.99

EMAIL SERVICE

BACS

MRS DIANE DUFFY

  xxxxx 

 

   xxxxx

CLERKS NOVEMBER SALARY

BACS

MRS DIANE DUFFY

    84.80

 

    84.80

CLERKS NOVEMBER EXPENSES

BACS

MRS EMMA BARRITT

  xxxxx

 

  xxxxx

ASST. CLERKS NOVEMBER SALARY

BACS

MRS EMMA BARRITT

    17.99

 

    17.99

ASST. CLERKS MOBILE TOP UP and purchase

BACS

HMRC

   296.02

 

  296.02

PAYE AND NI

DC

ZOOM

    14.39

 

   14.39

(11/12)

BACS

J. BANNELL

  109.20

 

  109.20

REIMBURSEMENT FOR PURCHASES MADE

BACS

M. STANNING

  138.75

 

  138.75

CLEANING PP PAV (83.25) C. CENTRE (55.50)

BACS

SERENITY DIGITAL

  180.00

   30.00

  150.00

WEBSITE HOSTING

BACS

COMMUNITY HEARTBEAT TRUST

  205.20

   34.20

  171.00

DEFIB PADS

BACS

GOSSINGTON & ELLIOTT

   42.00

    7.00

    35.00

PAYROLL ADMINISTRATION

BACS

PHS GROUP

   165.86

   27.64

  138.22

PLAY EQ. INSPS

BACS

LEYDENE FENCING

  895.20

 149.20

 746.00

FENCING AT THE C. CENTRE

BACS

LEAVES BLDG AND AINT CONTRACTORS

3510.00

 585.00

2925.00

C. CENTRE VARIOUS WORKS

BACS

GAS FIX

   75.00

  12.50

  62.50

C. CENTRE BOILER WORKS

BACS

SOUTHERN INDUSTRIAL DOORS

 183.60

  30.60

153.00

C. CENTRE DOOR WORKS

BACS

CHURCHILL SECURITY

  54.00

   9.00

  45.00

FINAL MOBILE PARTOL

BACS

S. WILLIAMS

  13.79

 

  13.79

REIMBURSEMENT OF PURCHASE OF NUTS/BOLTS

BACS

RIALTAS

  148.80

   24.80

 124.00

ANNUAL SUPPORT AND MAINT. FOR ALPHA (ACCOUNTING) SOFTWARE

BACS

ST MICHAELS AND ALL ANGELS

 350.00

 

 350.00

AS PRECEPTED – if agreed

DD

SALVUS TRUST

   24.00

    4.00

   20.00

PENSION ADMINISTRATION

DD

SALVUS TRUST

 111.78

 

   111.78

PENSION CONTRIBUTION

BACS

SOCIETY OF LOCAL COUNCIL CLERKS

  208.00

 

  208.00

ANNUAL RENEWAL DUE 010121

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