Meeting Minutes

Meeting details

  • Date: 4th February 2020
  • Duration: 18:45 - 21:34
  • Location: Pavilion Hospitality Area


Meeting minutes:

6/20DIANE AMEY: UPDATE ON THE “WILD TEA BAR” AND FUTURE PLANS

The Chairman welcomed Diane Amey and invited her to update the meeting on the first few months of running her “Wild Tea Bar” and on her future plans. From a teepee at Peel Park in August, Diane explained that she now has a converted horse box which was purchased and fitted with assistance from crowd funding. Her first event with the horse box had been outside the shops in Drift Road before Christmas and this had been well-received. She has held an event in Peel Park at the end of January and is gaining support from local groups. She is planning a schedule of regular attendances at local venues and hopes to tap in to events in the village and beyond. Amy mentioned that she needs a generator and is looking into funding possibilities to enable her to purchase one. Members wished Amy well and congratulated her on the success of the “Wild Tea Bar” which, they said, was very welcome in the village.

7/20TO RECEIVE APOLOGIES FOR ABSENCE

No apologies received – all members present

8/20TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare, Cllr Hurst, Cllr Coffre and Cllr Clarke declared an interest as South Lane Meadow
Trustees; Cllr White as Chairman of the Patients Participation Group; Cllr Collins and Cllr Foster as members
of the Bowls Club and Cllr Collins, Cllr Foster and Cllr Hurst as volunteers at the Community and Sports
Centre. Cllr Clarke also declared an interest as a Trustee of Clanfield Memorial Hall and as a prospective
allotment holder. It was noted that these were all non pecuniary interests.

9/20TO AGREE THE MINUTES OF THE MEETINGS HELD ON 3RD DECEMBER 2019, THE EXTRAORDINARY MEETING HELD ON 16TH DECEMBER 2019 AND THE EXTRAORDINARY MEETING HELD ON TUESDAY 21ST JANUARY, 2020

The Minutes of the meetings held on 3rd December 2019, 16th December, 2019 and 21st January 2020 had been duly circulated and it was RESOLVED that they all be signed as a correct record

10/20TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting Closed 7.03 p.m.

Matters raised: a member of the public asked if a date had been set for the transfer of the Down Farm Park football pitches into Parish Council ownership? The Chairman responded by saying that further work had to be carried out by the developers. The transfer date was at present unknown but is expected to be at the end of the year.

A resident from Chalton asked what the Council’s position is on Climate Change? The Chairman, Cllr Foster and Cllr Coffre had attended a briefing and workshop session on Hampshire County Council’s Commission of Enquiry “Hampshire 2050, Vision for the Future” during which they had stressed the importance of the County, District and Town and Parish Councils coordinating their response. The Chairman understood that East Hampshire District Council would be holding a meeting on this subject next week - this was confirmed by County Cllr Mocatta - and that EHDC would be liaising with Town and Parish Councils shortly. It was anticipated that this subject will be debated in detail at a Parish Council meeting in the near future - possibly in April. In the meantime, wildflower meadows are a feature of the Council’s new grounds maintenance specification and discussions are in hand with EHDC about the possibility of more tree planting on Parish Council land. The resident mentioned that she had attended the recent Tree Warden meeting at EHDC and had signed up to become a local Tree Warden – she is very supportive with regards to environmental issues and would like to become involved with the Council’s future environmental strategy.

Meeting reconvened 7.18 p.m.

11/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

County Councillor Mocatta reported that the accessibility works including the proposed pedestrian crossover point in Green Lane close to the junction with Hazel Grove should commence later in the year; he reported that the library services were under review – with the exclusion of Petersfield library, some libraries may have to close or reduce their opening hours to save costs.

District Cllrs Moon and Agate had submitted a written report which is attached to these minutes.

Download Report

County Cllr Mocatta was asked to enquire as to whether proposed works to re-fence the Chalton Lane pond could be brought forward as it was now considered a safety issue – the fence had recently been hit by a vehicle and one section had been damaged and is in need of urgent repair.
 
An issue was raised regarding the problem of HGV’s trying to drive through the Windmill View estate when the A3 is closed for overnight repair works. This is becoming a regular problem and residents’ gardens and cars had been damaged when the HGV’s had been unable to negotiate through the private roads. The Chairman had written to County Cllr Mocatta asking if HCC Highways Department could review the signage at the entrance to the old London Road at the top of Drift Road, by Hilltop Garage, as once HGV’s pass that point, they either have to turn round - which is difficult for large vehicles - or try to get through the Windmill View estate with the problems that had occurred.

Both County Cllr Mocatta and District Cllr Agate mentioned that they had grant monies remaining. It was agreed that the Parish Council would submit applications for funds to provide a defibrillator at Down Farm Park. This would be accessible from the Parish Council’s car park and it was understood that the Bowls Club would be willing to provide an electricity supply connection.

12/20TO RECEIVE PROGRESS REPORTS:

Down Farm Barn Project.
Cllr Clarke reported that the weatherproofing repairs to the barn roof had been completed and the invoice submitted for payment. The planning application for the restoration of the barn and its proposed uses should be ready for submission in March. The Council’s professional advisers, The Goddard Partnership had submitted an interim fee invoice for payment. As part of the project review, the working group is preparing a strategy document for presentation to the Council at the March meeting.

St James Place (Down Farm Park) - Proposed transfer of Phases 2 and 3 and - update authorisation for sealing and signature transfer documentation (TP1’s) when applicable
The legal documentation for the transfer of the Phase 2 area was now being negotiated and, subject to its agreement, it was possible that the transfer would be ready for completion by the end of February and, therefore, before the March Council Meeting. The football pitches (Phase 3) would not form part of this transfer as the Council would not accept them until fit for purpose. It was agreed that the Phase 2 transfer document would be circulated to members when it is in an agreed draft form and that, if members indicated their approval, the transfer could be sealed by the Parish Clerk, with two of the Council’s authorised signatories witnessing, prior to the next meeting. It was noted that the measures which have been approved for the security of the land would be given the go ahead once the transfer is completed.

Public Art Project
The project had been successfully launched at a public meeting which had been held at the Memorial Hall on 24th January. The Chairman had given the opening presentation and this had been followed by two professional artists who had demonstrated how different art forms could be used. Interested parties and groups were being invited to a further meeting on 17th February to discuss how Phase 1 of the project should proceed towards a funding application being submitted to the Arts Council in March. The Chairman expressed the Council’s thanks to County Cllr Mocatta and District Cllrs Agate and Moon for providing grants to fund the current Feasibility Phase of the project.
Young People’s Summer Activities Programme 2020
The drop-in event on 18th February had been poorly attended but it was still intended to put on a programme of events this Summer for the young people (aged 11 to 18) of the village. Further details would be reported to the Council in due course.

Proposed Prohibition of Driving - Cul-de-sac section of Old London Road
Notification of a Traffic Order proposal : London Road, Clanfield, prohibition of driving, except pedal cycles had been received. This had been proposed by the Council and would be fully supported.
EHDC Local Cycling and Walking Infrastructure Plan – comments submitted
The Council’s comments, prepared and co-ordinated by Cllr Coffre, had been duly submitted to EHDC.

13/20CLANFIELD BOWLS & SPORTS CLUB

To consider a request from the Club to use Parish Council land adjacent to their premises for occasional social events (Decision deferred from the Council meeting on 5th November 2019).

The request from the Bowls club to use Parish Council land adjacent to the Clanfield Bowls and Sports Club premises for social events (e.g. barbecues) had been previously deferred but was duly considered by members at this meeting. It was stated that there would be maximum of four events held in a year. Following debate during which differing views were expressed, a proposal was put to the meeting that, subject to advice on a point of law which the Chairman would take up with the Council’s solicitors and subject to advice from, and any conditions imposed by, the Council’s insurers, the Council should grant approval to the Bowls Club for not more than four events and for one year only. This was duly RESOLVED with seven members voting in favour and three against.

At the end of this item, Cllr Foster asked the bowls club representative, who was in attendance, to confirm to the Council that the electricity supply which the club had installed towards the end of 2019 for its Christmas tree had been safety tested.

14/20TO RECEIVE A REPORT AND CONSIDER THE WAY FORWARD WITH REGARDS TO THE YOUTH COUNCIL PROPOSAL

Cllr Coffre had circulated a paper to members concerning the proposed formation of a Clanfield Youth Council and its potential benefits in bringing forward issues which are important to young people and for bridging generations. The paper was approved unanimously and the proposal will now be developed in further detail. The next stage would be to produce a Project Definition Document. Cllrs Collins and Hurst volunteered to assist Cllr Coffre. County Cllr Mocatta stated that Peter Silvester at EHDC would be able to assist with demographic information.

15/20FINANCE:

To receive the January and February financial statements
The January financial statement had been duly circulated showing actual expenditure against the precept at the ¾ mark and bank balances and savings totalling £202,807.93 at the month end. It was RESOLVED that the statement be duly accepted. The February statement had been duly circulated showing a closing balance of £188,963.91 in bank and savings accounts. It was RESOLVED that the February statement be also duly accepted.

To receive and, if thought fit to adopt Orders for Payment
Payments totalling £16,917.43 (Dec) and £16,954.56 (Jan) had been made since the last meeting and payments totalling £23,498.07 were presented for payment – the majority of which were payments to be made by BACS. It was RESOLVED that all payments would be duly paid/accepted.

Internal Auditor’s report
The internal audit up to the end of December had been completed with no matters being raised for report to the Council.

To review and, if thought fit to adopt, revised Financial Regulations
The financial regulations had been reviewed and a draft had been duly circulated to members. The Chairman indicated that he had a number of further amendments to propose. He would discuss these with Cllr Foster and it was agreed that this item would be deferred for consideration at the March meeting

Gas bill - Sports Pavilion St James Place (Down Farm Park)
There had been a major billing discrepancy with regards to the gas supply to the sports pavilion but this had been successfully resolved by the Clerk since the Agenda for this meeting had been published. It had been established that the Council did not owe over £2,000 as had been claimed but that the Council’s gas account for this property with British Gas had closed in credit to the sum of £128.18.

To review the progress of the valuation work being undertaken on several Parish Council properties for audit, insurance and other purposes.
Some provisional figures had been received from the valuers but their report was awaited. An update would be given to the March meeting.

16/20TO REVIEW THE PARISH COUNCIL FULL RISK ASSESSMENTS

A draft risk assessment document had been circulated which covered every aspect of the Council’s business and operations – comments to be submitted to Cllr Foster and a revised copy would be considered at the March meeting.

17/20PROPERTY MANAGEMENT:

Grounds Maintenance Agreement - To consider draft documentation and, if thought fit, to authorise the signature and completion of an Agreement with RP Gardening Services for the Parish Council’s Grounds Maintenance as from 1st April 2020.
The draft Agreement with the new contractor, RP Gardening Services, had been circulated to members. The Chairman advised the meeting that, following further thought and discussion with the contractor, it was now proposed that the Agreement would be for one year from 1st April 2020 with an option to renew for two years as opposed to a three year term with a break option at the end of the first year. With no amendments to the agreement it was RESOLVED that it be duly signed.

It was noted that a composting facility would need to be provided on Parish Council land. The Council would need to identify the location and the contractor had agreed to form the facility on a labour and materials basis of cost. More detailed proposals would be brought to the Council for approval.

St James Place (Down Farm Park) - Phase 1:
Rectification of Title boundaries – there is a proposed land swap with the developers to rectify an error and an omission on the part of the developers in relation to the Phase 1 transfer. This concerns a strip of land which a Section 38 Agreement entered into between the developers and HCC since the transfer indicates should be conveyed to HCC and a footpath alteration which had been made by the developers since the transfer to the Council. The legal documentation was awaited from the developer’s solicitors.
Progress of outstanding landscaping works by the developer – it was believed that the outstanding landscaping on the Phase 1 land had now been completed. This would be checked on site in due course.
Provision of Parish Council notice board – the noticeboard, provided by the developer, has been installed – there had been a complaint received regarding its siting and also the colour of the gates into the Council’s car park. Following consideration, members decided that no action be taken by the Parish Council.
Rectification of defects to the bowling green and the sports pavilion by the developer – the ripple problem with the surface of the bowling green had not yet been resolved by the developer and their specialist contractors. The snagging defects to the Sports Pavilion were in the process of being resolved.

St James Place (Down Farm Park) - Phase 2 - Allotments:
Progress on an update of the Allotment Tenancy Agreement and the Allotment Rules and Regulations - Cllr Harris to liaise with the Assistant Clerk / Open Spaces Officer to amend the standard tenancy agreement and the Rules and Regulations to reflect the Council’s decision that the allotment holders will be responsible for cutting the grass paths and the perimeter grass within the allotment compounds - for Allotment Plots 1-26 as from 1st October 2020 and for Plots 27 - 52 from the commencement of the new tenancies.
Progress on the provisional allocation of allotment plots to prospective tenants - All of the allotments had been allocated. Once the transfer date is confirmed, the plot holders would be duly notified.
Arrangements for the purchase and installation of allotment storage chests - The chests would be purchased following confirmation that the transfer of the land to the Parish Council has been completed. It had not been decided what the chests would sit on – flag stones or shingle were suggested – the Assistant Clerk / Open Spaces Officer was asked to obtain quotes for the provision and laying of both flagstones and shingle bases.

Windmill View:
Sports and Community Centre - completion of Warranty Deed -The warranty deed had been signed by the developer and the Council and was awaiting signature by the contractors.
Completion of hedge and tree replacement works - top and bottom fields - This work had now been completed.
Possible grant application for the provision of a young children’s swing at the LEAP - It was agreed that the possibility of providing this swing would be dependent upon successful funding applications in the 2020/21 financial year. The feasibility of this and potential costings would be investigated.

Peel Park:
Update on pavilion maintenance issues - The Clerk and several Council members would be meeting on the 18th February to inspect the pavilion and consider bringing forward recommendations for repairs and improvements. Just before the meeting, a request had been received from Clanfield Football Club for the Council to provide Site Owner’s consent for the Football Club to apply fo a grant to improve the condition of the grass pitches. There had not been time to read or consider the detail of this request prior to the meeting. It was agreed that a meeting would be arranged with the Football Club as soon as possible bearing in mind that it was understood that the deadline for the submission of the grant application was the end of February. Members would be informed of the outcome of the meeting via email.
Proposed use of car park for school “Park and Stride” - HCC had approached the Council with a formal request to utilise Peel Park car park for Park and Stride to enable parents to drop off and collect their Junior School children – permission was given ( it has been used for some time for this purpose).
Control of recent mole activity - update - The Council’s appointed pest control contractors were dealing with this.

Pond:
Update on de-silting, report on tree issue raised by resident – the de-silting of the pond had now been completed by HCC; it had been brought to the Council’s attention that some immediate tree work was required at the back of the pond area as a safety measure. This would be implemented as soon as possible. It was also agreed that solicitor’s advice should be obtained concerning the prospect of the Title to the pond and its surrounding land being registered in the Council’s name.

South Lane Meadow:
Update on car park resurfacing and drainage work – the car park work had been completed although potholes had already started to form again. The contractors have agreed to return when the weather improves to address these issues. The surfacing of this car park and its durability would be revisited at a future meeting.

Additional Tree Planting on Parish Council Land: 
Update on discussions with EHDC – EHDC have 120,000 trees available for planting and the Parish Council had been approached to take some of them. Discussions are continuing.

18/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS

To receive Planning Committee Minutes The Minutes of the most recent meeting had been circulated and duly signed. The next Planning Committee meeting was scheduled for Tuesday 25th February.
Any other reports / updates plans for VE day were underway with a proposed Tea Dance at the Memorial Hall on Friday 8th May; Cllr D’este Hoare had attended the Tree Warden meeting at EHDC.

19/20TO AGREE TO THE MEETING DATES FOR 2020/21

The list of meeting dates had been produced for the coming year – it was agreed that a January meeting should be held in 2021 - date to be 2nd Tuesday in the month

Report to Clanfield Parish Council from District Cllr’s Ken Moon and Arthur Agate January 2020

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ORDERS FOR PAYMENT

4th February 2020

Payments made since the December meeting

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

SALVUS TRUST

     108.45

 

   108.45

PENSION CONRIBUTION

BACS

BLENDWORTH CENTRE

     374.40

  62.40

   312.00

LITTER PICKING

BACS

SOUTH OF BUTSER SPEEDWATCH

   1000.00

 

 1000.00

AS AGREED FOR NEW EQUIPMENT

BACS

R. BEAZLEY

       61.62

 

     61.62

PURCHASES FOR CAROL SERVICE

BACS

OCS GROUP

     312.96

  52.16

   260.80

PLAY EQ. INSPS Oct/Nov

BACS

DENMEAD BRASS

       50.00

 

     50.00

DONATION TO SALVATION ARMY FOR CAROL SERVICE

BACS

CLANFIELD SCF

15000.00

 

15000.00

LOAN TO FOUNDATION AS AGREED

DD

BRITISH GAS

       10.00

 

      10.00

DD FOR ALLOTMENT BUILDING ELECTRIC

 

JANUARY payments made:

BACS

MRS DIANE DUFFY

  xxxxxxx

 

 xxxxxxxx

CLERKS DECEMBER SALARY

BACS

MRS DIANE DUFFY

      76.30

 

     76.30

CLERKS DECEMBER EXPENSES

BACS

MRS EMMA BARRITT

  xxxxxxx

 

  xxxxxxx

ASST. CLERKS DECEMBER SALARY

BACS

MRS EMMA BARRITT

        5.00

 

       5.00

ASST. CLERKS DECEMBER EXPENSES – mobile top up

BACS

HMRC

    289.23

 

   289.23

PAYE AND NI

BACS

SERENITY DIGITAL

    180.00

   30.00

   150.00

WEBSITE HOSTING

BACS

D JEROME

    300.00

 

   300.00

PEEL PARK PAVILION BOILER SERVICE FOR 2018/19

BACS

M. STANNING

    231.25

 

   231.25

PEEL PARK PAVILION CLEANING

BACS

D. TURNER

      60.00

 

     60.00

CAROL SERVICE PA SYSTEM HIRE

BACS

B. FOSTER

      79.90

 

     79.90

EXPENSES AND PURCHASE

BACS

OCS GROUP

    312.96

   52.16

   260.80

PLAY EQ. INSPS Nov/5TH Dec

DD

SALVUS TRUST

      24.00

     4.00

     20.00

PENSION ADMINISTRATION

DD

SALVUS TRUST

    108.45

 

   108.45

PENSION CONTRIBUTION

BACS

HEARTBEAT TRUST

      99.60

   16.60

     83.00

NEW DEFIB PADS

BACS

GOSSINGTON AND ELLIOTT

      42.00

     7.00

     35.00

PAYROLL ADMINISTRATION

DD

BRITISH GAS

      10.00

 

     10.00

DD FOR ALLOTMENT BUILDING ELECTRIC

BACS

CLANFIELD SC FOUNDATION

  10000.00

 

10000.00

LOAN AS AGREED

BACS

PHS GROUP (WAS OCS)

    312.96

   52.16

   260.80

PLAY EQ, INSPS – NOW PHS GROUP (NOT OCS) DEC

BACS

NORSE SOUTH EAST

  2784.00

 464.00

 2320.00

TREE AND HEDGE REPLACEMENT AS PREVIOUSLY AGREED

 

FEBRUARY Payments Presented:

BACS

MRS DIANE DUFFY

  xxxxxxx

 

 xxxxxxx

CLERKS JANUARY SALARY

BACS

MRS DIANE DUFFY

      85.53

 

     85.53

CLERKS JANUARY EXPENSES

BACS

MRS EMMA BARRITT

  xxxxxxx

 

 xxxxxxx

ASST. CLERKS JANUARY SALARY

BACS

HMRC

    289.23

 

   289.23

PAYE AND NI

BACS

SERENITY DIGITAL

    180.00

    30.00

   150.00

WEBSITE HOSTING

BACS

G. ANDREWS

   118.00

 

   118.00

REPLACE NEON TUBE LIGHTS IN P.P. PAV. HOSPITALITY AREA

BACS

P. REYNOLDS

   240.00

 

   240.00

 INTERNAL AUDIT SERVICE (10/19 TO 12/19)

BACS

QLS

 2736.00

  456.00

 2280.00

GRASS CUTTING/GROUND MAINT

BACS

C P KINCH

 2640.00

  440.00

 2200.00

RESURFACE SECTION OF SLM CAR PARK AS AGREED

BACS

NT SURVEYING

 1250.00

 

 1250.00

D.F. BARN SURVEY (DOWN FARM BARN)

BACS

DPB CONTRACTORS

 3698.40

  616.40

 3082.00

D.F. BARN ROOF REPAIRS (DOWN FARM BARN)

BACS

GODDARD PARTNERSHIP

 8400.00

1400.00

 7000.00

D.F. BARN CONSULTANTS  FEES (DOWN FARM BARN)

BACS

THE PEST CONTROL MAN

   115.00

 

   115.00

QUARTERLY CHARGE FOR PEST CONTROL

BACS

M. STANNING

   185.00

 

   185.00

PEEL PARK PAV. CLEANING

BACS

GOSSINGTON & ELLIOTT

     42.00

     7.00

     35.00

PAYROLL MANAGEMENT - JANUARY

BACS

CLANFIELD PARISH INSTITUTE

     37.50

 

     37.50

HALL HIRE FOR ART PROJECT MEETING

BACS

JOHN BANNELL

     37.28

 

     37.28

HIRE OF C. CENTRE AND PURCHASES

BACS

BLENDWORTH CENTRE

   280.80

    46.80

   234.00

LITTER PICKING JANUARY

DD

BRITISH GAS

   473.46

    22.54

   450.92

PEEL PARK PAVILION GAS BILL (14/02/20)

DD

BRITISH GAS

  205.55

      9.78

   195.77

PEEL PARK PAVILION ELECTRIC BILL (14/02/20)

BACS

PHS GROUP

  312.96

    52.16

  260.80

PLAY EQ. INSPS - JAN

DD

SALVUS TRUST

    24.00

      4.00

    20.00

PENSION ADMINISTRATION (7/02/20)

DD

SALVUS TRUST

  108.45

 

  108.45

PENSION CONTRIBUTION (7/02/20)

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