Meeting Minutes

Meeting details

  • Date: 12th January 2021
  • Duration: 19:00 - 21:12
  • Location: Zoom


Meeting minutes:

1/21TO RECEIVE APOLOGIES FOR ABSENCE.

No apologies had been received. All Parish Councillors were present

2/21TO ACCEPT COUNCILLOR COLLINS’ RESIGNATION AND AGREE THE APPOINTMENT OF AN ACTING VICE-CHAIRMAN FOR THE REMAINDER OF THE COUNCIL YEAR.

The Chairman reported that Terry Collins had submitted his resignation on news of his wife’s illness and this had been accepted. Members RESOLVED to send their very best wishes to Mrs Collins for her treatment and recovery and to thank Terry Collins very sincerely for all of the work he had carried out on the Council’s behalf, in particular during his three years as Chairman (2016-19) when he had guided the Council through the difficult and challenging initial phase of taking possession of the Parish’s new community facilities.

It was RESOLVED that Cllr Foster be appointed as Acting Vice Chairman until the next Annual Meeting of the Council.

It was agreed that Cllr Foster and Cllr White would join the small working group that had been formed at the November meeting to look at the future structure of the Council. Cllr Harris had followed this up with attendance at a Petersfield Town Council meeting to see how they operated; he had since circulated information to the working group. It was agreed that the working group should report back to the Council at the February or March meeting with their recommendations. Cllr Mocatta observed that a change to more of a Committee structure would lessen the workload of the full Council but it would mean that Committee Chairmen would have a lot of work to do and more powers and responsibilities within their portfolios.

3/21TO RECEIVE DECLARATIONS OF INTEREST.

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

4/21TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 1ST DECEMBER 2020.

The minutes of the meeting held on 1st December, 2020 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.

5/21TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS.

Apologies were received from District Cllrs Moon and Agate.

County Cllr Mocatta referred to the ongoing issue of the public footpath on Windmill Hill which is being dealt with by HCC with sensitivity. It may take a while to be resolved.

County Cllr Mocatta also reported on the situation concerning the Clanfield Junior School crossing. The HCC team is trying to reach a solution whilst the regular crossing patrol lady is shielding – this is not easy as there are Health and Safety regulations and insurance implications – it is not just a case of moving another patrol from somewhere else.

The Countryside Service are trying to implement plans relating to the Climate Change Strategy in particular with regard to soil quality on HCC owned land and verge maintenance.

There will also be a briefing next week with regard to the launch of a new Transport Policy. Cllr Foster asked to be kept informed.

6/21OPEN FORUM.

There were no members of the public in attendance.

7/21TO CONSIDER THE RESTART OF LITTER PICKING SERVICES BY THE NEW BLENDWORTH CENTRE FROM APRIL 2021.

A letter had been received from The New Blendworth Centre stating they hoped to restart their litter picking service in April 2021. For the 2021 / 22 precept, Members had agreed to decrease the street cleaning budget from £2000 to £1000 and this would need to be reflected in the work offered to the Centre – duly RESOLVED. It was considered that their service should be limited to Parish Council owned land, in particular Peel Park and the MUGA/LEAP areas at Windmill View which had been problem locations for litter in the last year. It was also noted that the Council proposed to employ a ranger/handyman during the next financial year which had the potential to save some of the costs which had been incurred, traditionally, to outside contractors.

8/21SPORTS AND COMMUNITY CENTRE:

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

The Chairman reported that, whilst it was still proposed that the lease to Community First will commence on 1st February, he had a feeling that the target date might slip a little as there was quite a lot of legal and technical work to do to link in short term partial occupation by a third party who has requested contiinuing confidentiality and, therefore, cannot be named. Councillors had been fully briefed in confidence throughout and had approved of the proposed arrangements. The Chairman had replied to pre transaction enquiries from Community First’s solicitors and he was currently in the process of reviewing the second version of the travelling draft Lease. He had not yet seen the two Licence documents that are being prepared for the third party’s involvement – one for authorizing alterations which they would need to carry out and the other for their partial occupation. The Council will be a party to the first Licence but not the second as the third party will be occupying as Licensees of Community First.

The works that the Council has been organising to deal with routine maintenance and outstanding servicing and repairs is now almost complete but one or two problems have arisen with equipment in the boiler room and further vandalism has occurred to the exterior of the building and within the grounds. The vandalism had been reported and CCTV footage was available to the Police. The main issue in the boiler room is that the control box on one of the Grundfos pumps needs replacing. Whereas a new pump would cost £2400 plus VAT to buy, the Council’s contractors had advised that they can obtain and fit a new control box for £830.00 + VAT. Members agreed that this essential work should be undertaken and RESOLVED that the quotation be accepted. During recent PAT testing, only the microwave had failed – Cllr Foster would approach the original suppliers to see if it was still under warranty

An update on exact costs incurred at the Centre would be produced as soon as possible but, in view of the additional items that had arisen, the Chairman said he thought they would now be slightly above the precepted amount of £25,000 for the support of the Centre during the 2020 / 21 financial year.

Community First have asked the Council to contribute towards the cost of acquiring additional floor mats for activities in the sports hall and towards the legal costs relating to the Licence for Alterations. It was agreed that a total maximum sum of £500 could be allocated for these but members asked that enquiries be made of EHDC’s Sports Development Officer to establish whether grant funding could be obtained for the floor mats.
It was noted that hedge management works were scheduled for 18th January in the area between the Centre car park and the childrens playground. The work would be undertaken by volunteers who have considerable experience of such matters.

To receive an update on the proposed Licence of the tennis courts to Active Academy Ltd

Active Academy Ltd had not yet signed the Licence agreement but they have indicated that it is their intention to do so. They have asked the Council to give consideration to a Licence fee free period, as, compulsorily, the tennis courts have been closed to comply with Covid restrictions from 5th January until a future, unknown date. It was RESOLVED that a free Licence fee period be offered from 5th January until 28th February.

To consider the way forward on a potential claim for dilapidations in the liquidation of the former Tenants, Clanfield Sports and Community Foundation Limited.

The Chairman reported that a lot of the work carried out at the Centre since last July should have been undertaken by the Foundation if they had complied with their obligations under the terms of their Lease. When the Proof of Debt had been submitted to the Liquidator in July 2020, the Parish Council had reserved its position in that respect. Ideally, a schedule of dilapidations should have been served within 56 days of the termination of the Lease which had occurred on 21st July 2020 when the Liquidator had disclaimed the Lease, but the Council had been advised that it could be served up to 6 years from then. A detailed calculation had yet to be made but the cost, to the Council, of undertaking work which should have been done by the former tenants could be in the region of £6,000. The Chairman could not prepare and serve the schedule of dilapidations for the Council as, being retired from professional practice, it would be contrary to the regulations of his professional institution. The choice, therefore, was (1) to incur fees to a professional firm to do the work or (2) for other Councillors to undertake the work or (3) for the Council to decide not to pursue the matter on the grounds that the prospect of any recovery through the liquidation process was extremely doubtful. Members accepted the Chairman’s position but decided that the preparation and submission of a schedule of dilapidations should proceed as it had been necessary to spend public money to rectify the situation. It was RESOLVED that Cllrs Hurst and Williams would prepare the documentation in accordance with protocol.

9/21FINANCE AND GENERAL PURPOSES:

To ratify minor changes that were made between categories of expenditure prior to the submission of the 2021 / 22 Precept

The total figure for the 2021/22 precept had been agreed at the December meeting and, as authorised then, the Finance and General Purposes Working Group had reviewed, and made adjustments to, allocations to a number of budget headings within the agreed overall total. It was RESOLVED that the adjusted figures be accepted.

To receive and approve the January Financial Statement

The financial statement for January had been circulated to members showing that, at the ¾ mark of the precept, the closing balance at the end of December was £262274.06. The Statement was duly approved.

To receive and approve the Orders for Payment

The orders for payment had been circulated to members. Payments since the last meeting in December totalled £7138.77 and further payments of £7513.56 were presented for approval. It was RESOLVED that the Orders for Payment be duly approved.

To consider a grant application from Victim Support

A grant application had been received from Victim Support requesting the sum of £100. They had assisted 66 Clanfield families during the last year. It was RESOLVED that the sum of £100 be duly granted.

To receive and, if thought fit, to approve the following Policy documents:

(i) Complaints Procedure.
(ii) Equal Opportunities Policy
(iii) Dignity at Work Policy

Final drafts of these documents had been circulated to Members and it was RESOLVED that they be approved for immediate implementation and publication on the Council’s website.

10/21DOWN FARM PARK (ST JAMES PLACE):

To note the completion of the Phase 2 transfer on 4th December 2020

The Chairnan reported that the transfer of the large Phase 2 land area to the Council was completed on 4th December, 2020. The developers had agreed to deal with a number of minor snagging items as soon as this can be arranged.

It was agreed that the Council’s significant land and property ownership at the St James Place development would henceforth be known solely as Down Farm Park in accordance with a previous decision of the Council.

Unfortunately, 10 trees had been snapped and destroyed on the site by vandals during the Christmas / New Year period all of which had been removed by the Council’s grounds maintenance contractors. A report had been made to the Police.

11/21USE OF CIL MONEY AND GRANT APPLICATIONS:

Protection of the children’s play area at Down Farm Park

Cllr Foster had received quotations for hedge planting and fencing works to protect the play area. The lowest quotation was £5,700 plus VAT. Members agreed that this work could only be undertaken if the cost should be fully covered by the CIL money which the Council was holding as, otherwise, it could not be afforded. Advice had been previously received with regards to the CIL money guidelines, however it was agreed that the relevant officer at EHDC be contacted again with this specific project to firmly establish if it qualifies.

Protection of the sports pitches (when acquired) at Down Farm Park

The lowest quotation to provide fencing around the sports pitches was £6,165 plus VAT. Again, it was agreed that this work could only go ahead if the CIL money could be used.

Community Working Group - Parish Carbon Footprint Survey

Cllr Coffre reported that to carry out a full Carbon Footprint audit the cost would be £4740 – this would be met with £2000 from the 2021/22 precepted budget and grants of £1000 each from District Councillors Moon and Agate – this still left a shortfall of £740 which hopefully could be covered by other grants.

12/21PROPERTY MANAGEMENT:

To note the date of the next Working Group meeting

The next meeting of the Working Group was scheduled for Wednesday 27th January at 7.00 p.m. The Chairman stated that the Group should carry out a review of the Grounds Maintenance specification and costs with the contractor well before the end of the current financial year to ensure that all the potential adjustments are considered and that the costs will be within budget for 2021 / 22. It was hoped that the contractor would be invited to attend the meeting on 27th January

Allotment Sites A and B:

Cllr Harris had circulated a written report to members prior to the meeting.

(i) To note the pest control action being taken.
Cllr Harris reported that the pest control issue with rats on Allotment Site A is ongoing with visits and treatment being carried by the EHDC pest control officer over the next few weeks

(ii) To consider the continuance, or otherwise, of grass cutting by the Council.
Cllr Harris reported that the Allotment Association had asked the Council to reconsider its decision that cutting the grass of the peripheral areas of the allotment sites should be the responsibility of the allotment holders. Cllr Harris thought that the Association’s request was reasonable as the size of the task was beyond the sort of grass cutting equipment that the allotment holders would have available to them. After consideration members RESOLVED that the larger peripheral grass areas within Allotment Site A would continue to be cut by the Council’s contractors and the peripheral grass areas of Allotment Site B (which is not currently included in the specification) would be added to the contract when the PMWG reviews the specification with the contractor. The grass paths between the individual allotment plots would be cut by the allotment holders.

Also following representations from the Allotment Association, it was agreed that detailed conditions for the keeping of chicken (which are permitted on allotments by the Allotments Act 1950) should be drawn up for the Council’s approval at the March meeting with proposals for consequential amendments to the allotment tenancy agreements and the Allotment Rules and Regulations. In the meantime, permission for the keeping of further chicken at the allotments would be temporarily suspended. It was also mentioned that the revision of the allotment rents should be on the agenda for the June or July Council meeting each year to enable the required notice of any changes to be given to the allotment tenants.

(iii) To receive a report on Site B tenancies and rental payments.
The Clerk reported that a few rental payments had yet to be received from plot holders.

To consider recent issues relating to the use of Peel Park pavilion

The pavilion cleaner had reported that the pavilion had been left in an unacceptable state by the Football Club just prior to the Covid lockdown. This was considered to be in breach of the terms of the Licence and there had been evidence to suggest that the Covid regulations for the use of the pavilion, which had been agreed with the Football Club prior to the beginning of the season, had not been followed. This situation had been taken up with the Football Club and a reply had been received, and copied to all members, indicating that the Football Club were making enquiries of team managers who would be reminded of their responsibilities for the use and security of the pavilion. Members expressed their concern and requested that the Clerk should send a further email to the Football Club stating that, in the Council’s opinion, it is the Club, and therefore its Officers, that is responsible for compliance with the terms of the Licence Agreement, especially in relation to the condition and security of the pavilion, whether or not, internally, responsibility is delegated to managers.

To review arrangements for tree inspections and hedge management in 2021

The roadside hedge along Chalton Lane on the Down Farm Park site would be cut this month and the trees situated in the hedgerow would be inspected by a tree surgeon with regards to their safety; likewise the trees within the South Lane Meadow car park. Cllr D’Este Hoare agreed to lead a PMWG review of the hedge management work that would need to be undertaken on Council land in the Autumn (September / October). Cost estimates would be reported to the Council for consideration at the June or July meetings.

To consider initial proposals for new signage on Council land

The Chairman had asked for this item to be considered as he felt that signage is required on the Council’s newly acquired land. He also felt that some of the signage on other Council land needed to be renewed. Whilst recognising that no allowance had been made for this in the 2021 / 22 precept, he suggested that it should be identified as a project for future budgeting. During discussion, thoughts were expressed about potential design (including the Council’s logo and an outline map of the larger sites). It was also mentioned that the byelaws (when revised) would need to be displayed and a note about the location of the defibrillators within the Parish should also be considered for inclusion.

13/21TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

Planning Committee

The minutes of the last planning committee meetings had been duly circulated – the next meeting is scheduled for Tuesday 26th January.

Any other reports

Cllr White had attended the South East Hants CCG meeting via Zoom and would submit a list of centres offering the Covid vaccinations – the most local one currently is Petersfield Festival Hall.

14/21DATE OF NEXT MEETING:

The next meeting is scheduled for Tuesday 2nd February 2021 at 7.00 pm online, unless the current restrictions are lifted.

ORDERS FOR PAYMENT

4th Janurary 2021

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

LEYDENE FENCING

    72.00

   12.00

    60.00

GATE REPAIRS

BACS

SOUTHERN INDUSTRIAL DOORS

  312.00

   52.00

  260.00

CENTRE WORKS

BACS

CIA LTD

    40.36

    6.73

    33.63

CENTRE SUPPORT MONTHLY FEE

BACS

RJ PLAYGROUND SERVICES

2700.00

 450.00

2250.00

PLAY EQUIPMENT REPAIRS AS AGREED

BACS

RJ PLAYGROUND SERVICES

1872.00

312.00

1560.00

PLAY EQUIPMENT REPAIRS AS AGREED

BACS

RJ PLAYGROUND SERVICES

1218.00

203.00

1015.00

PLAY EQUIPMENT REPAIRS AS AGREED

DD

BRITISH GAS

    97.44

    4.64

    92.80

CENTRE GAS BILL

DD

CASTLE WATER

    15.81

 

    15.81

PAVILION WATER

DD

SOUTHERN ELECTRIC

  205.42

    9.78

  195.64

CENTRE ELECTRIC

BACS

GOSSINGTON & ELLIOTT

    42.00

    7.00

    35.00

PAYROLL ADMINISTRATION

BACS

CIA LTD

  312.00

  52.00

  260.00

CENTRE WORKS

DD

BRITISH GAS

    54.29

    2.58

    51.71

PAVILION ELECTRIC

DD

BRITISH GAS

      7.73

 

      7.73

ALLOTMENT ELECTRIC

DD

BRITISH GAS

  189.72

   9.03

  180.69

PAVILION GAS

 

PAYMENTS PRESENTED:

DC

CATALYST

    43.19

     7.20

    35.99

EMAIL SERVICE

BACS

SLCC

  208.00

 

  208.00

TO PAY IN JANUARY AGREED PREVIOUSLY

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS DECEMBER SALARY

BACS

MRS DIANE DUFFY

    78.10

 

    78.10

CLERKS DECEMBER EXPENSES

BACS

MRS EMMA BARRITT

 xxxxxx

 

 xxxxxx

ASST CLERKS DECEMBER EXPENSES

BACS

HMRC

  295.82

 

  295.82

PAYE AND NI

BACS

M. STANNING

  194.25

 

  194.25

CLEANING – PAVILION £138.75;  C. CENTRE £ 55.50

BACS

PHS GROUP

  165.86

  27.64

  138.22

PLAY EQ. INSPS

BACS

RP GARDENING

  660.00

 

  660.00

GROUNDS MAINT SCH 4; CHIPPINGS; PLAY AREA STRIMMING; SHRUB/HEDGE MANAGEMENT

BACS

IDVERDE

  995.11

  165.85

  829.26

BIN EMPTYING

BACS

LEXISNEXIS

  119.99

 

  119.99

LATEST EDITION  - ARNOLD BAKER LOCAL COUNCIL ADMINISTRATION BOOK

BACS

GAS FIX

  228.00

   38.00

  190.00

C. CENTRE BOILER WORK

BACS

NORSE

1189.92

 198.32

  991.60

CLEANING OF TENNIS COURTS

BACS

SERENITY DIGITAL

  180.00

   30.00

  150.00

WEBSITE HOSTING

BACS

EHDC

  132.00

   22.00

   110.00

ALLOTMENT PEST CONTROL

DD

SALVUS TRUST

    24.00

     4.00

     20.00

PENSION ADMINISTRATION (08/01)

DD

SALVUS TRUST

  111.78

 

   111.78

 PENSION CONTRIBUTION (08/01)

BACS

COMMUNITY HEARTBEAT TRUST

  204.00

   34.00

  170.00

DEFIBRILLATOR BATTERY REPLACEMENT (PAVILION)

BACS

SES BUSINESS WATER

  167.14

  

  167.14

WATER SUPPLY FOR THE SJP ALLOTMENTS INVOICE FROM 2018 – THERE ARE WASTEWATER CHARGES INCLUDED WHICH SHOULD BE REIMBURSED BY THE COMPANY

BACS

GOSSINGTON & ELLIOTT

    42.00

     7.00

   35.00

PAYROLL ADMINISTRATION

DD

BRITISH GAS

  315.91

   52.65

  263.26

C. CENTRE GAS BILL (0112 – 3112) 20TH JANUARY

DD

BRITISH GAS

    64.12

    3.05

    61.07

PAVILION ELECTRICITY BILL (1112 – 1001) 26TH JANUARY

All meeting minutes