Meeting Minutes

Meeting details

  • Date: 14th June 2022
  • Duration: 19:00 - 21:40
  • Location: Blue Room at Clanfield Memorial Hall


Meeting minutes:

82/22APOLOGIES FOR ABSENCE

Apologies were received from Cllrs Foster and Coffre. Apologies were also noted from District Cllr Moon and County Cllr Mocatta.

83/22DECLARATIONS OF INTEREST

There were no declarations of interest declared.

84/22APPROVAL OF MINUTES

The minutes of the Annual Meeting of Council held on 10 May were considered. Cllr Bannell advised that the money raised for the community festival to celebrate the Platinum Jubilee reported under minute reference 18/22 was £1,900 and not £3,000 as stated in the minutes. Subject to this amendment the minutes were agreed as correct and signed by the Chair.

85/22COMMUNITY AND ENVIRONMENT COMMITTEE WORKING GROUPS

As Cllr Coffre was not present, the Chair proposed that the formation of working groups be deferred to the first meeting of the Committee on 27 June 2022. It was proposed that two working groups would be formed, an Environment Working Group, and a Community & Communications Working Group. Draft terms of reference for the Committee had been previously circulated and the Chair welcomed comments from Councillors in advance of the Committee meeting, where they would be considered and agreed.

86/22OPEN FORUM

A resident that had volunteered at the Community Festival held on 5 June, reported people had expressed a wish that a similar event is repeated annually. Cllr Bannell advised this message had been communicated to him also. Members were supportive of repeating a community event and considered that it would fall under the remit of the Community & Environment Committee. Further Council meetings should consider allocating a budget to an event in next year’s precept.

A resident asked when the verges in village would be cut. The Chair advised that the Parish Council were not responsible for cutting verges. The Highway Authority, Hampshire County Council (HCC) maintain verges. Members were of the understanding that the verges were not cut in May in support of the ‘no mow in May’ campaign. It was reported the cutting of verges had commenced in neighbouring Parishes.

Members noted the cutting regime in rural areas had been amended following consultation with Hampshire Biodiversity Information Centre (HBIC) and the conservation charity, Plantlife UK. HCC’s Policy was to achieve a balance between promoting and supporting biodiversity with the needs of road users and efficient use of resources.

Apart from visibility splays no cutting is undertaken on highway verges during the months of July and August as per the advice from Plantlife UK, to support and promote the growth of wildflowers and an increase in biodiversity. In addition, certain areas of verge have been given a special designation by HBIC of ‘Road Verges of Ecological Importance’ (RVEIs), based on the presence of important species.

It was noted that the level of growth on some verges in the Parish was such that long grass was the dominant specifies, that inhibits the growth of wildflowers.

87/22CLERK’S REPORT

The Clerk reminded Cllrs that she had requested that Members review their profiles on the website to ensure the information is up to date. Further Members are required to complete the new Declaration of Interest form that now includes non-pecuniary interests.

Hard copies of Hampshire County Council’s consultation on proposed changes to passenger transport services and concessionary travel scheme, would be available in the office. The consultation can also be accessed on the County Council’s website. https://www.hants.gov.uk/passenger-transport-consultation.

The Clerk and Chair attended a virtual meeting on 9 June 2002 to explore how the Southern Parishes could work together to establish youth provision and opportunities to help tackle anti-social behaviour. This had been an initial exploratory meeting, and further meetings were planned with relevant stakeholders.

88/22TO RECEIVE REPORTS FROM THE COUNTY AND DISTRICT COUNCILLORS

Cllr Moon’s report had been circulated with the papers for the meeting. Cllr Agate reported he had attended a virtual meeting of the Hampshire Passenger Transport Forum. Details of Hampshire County Council’s consultation on changes to passenger transport and concessionary travel schemes were discussed in detail. The consultation runs until 24 July and Cllr Agate urged Councillors to complete the questionnaire.

89/22FINANCE AND GENERAL PURPOSES

  • Members received the minutes of the Finance & General Purposes Committee held on 24 May 2022. Cllr Hurst advised the issue of whether meetings are quorate when the Chair attends meetings ex-officio, was discussed in detail. The terms of reference are silent on the matter. Cllr Bannell confirmed attendance of the Chair as an ex officio member was in the capacity of a member of the committee with voting rights. It was agreed Terms of Reference would be amended accordingly. Committee members reviewed the year end outturn concentrating on areas of spend that had exceeded the budget allocation e.g., Property Maintenance. The Committee had also discussed the Council’s reserves and investment opportunities.
  • Members considered a grant application from Life Education Wessex & Thames Valley for a grant towards the cost of visits to Petersgate Infant School and Clanfield Junior School during June. The Clerk confirmed a representative had been invited but no one was available to attend. Members raised concerns about the timing of the application, as visits to the schools were during June. Members were also concerned that the applicant had previously applied to the Council and whether it was likely to be an annual application. Cllr Hurst proposed a grant of £200 which was supported by Members. It was RESOLVED to agree a grant of £200 to Life Education Wessex & Thames Valley and to write to the charity to ask if this would be an annual request and as such should be considered as a precept item, if deemed appropriate.
  • Members received and approved the income and expenditure report as at 31 May 2022.
  • Members received and approved The Bank Reconciliation as at 31 May 2022.
  • Members noted the list of payments made between 10 May – 31 May totaling £18,788.83 that were noted & a list of payments for approval totaling £7,818.86.
  • Members approved the CIL Annual Return for 2021-22. A total of £9,165 had been spent leaving a balance of £14,257. Council had previously agreed to allocate the balance to the improvement and extension of South Lane Meadow Car Park.
  • Members noted of the Council’s Standing Orders and Direct Debit payments for 2022/23.

90/22APPROVAL OF YEAR END ACCOUNTS 2022-22

  • Members received the Clerk’s report on the 2021-22 outturn.
  • Members received the final income & expenditure report as at 31 March 2022.
  • Members RESOLVED to approve the Annual Governance Statement 2021-22 and signed by the Clerk & RFO and Chair.
  • Members RESOLVED to approve the Accounting Statement 2021-22 and signed by the Clerk & RFO and Chair.
  • Members RESOLVED to approve the balance sheet as at 31 March 2022.
  • Members RESOLVED to approve the list of variances between the 2020-21 & 2021-2022 Annual Return.

91/22DOWN FARM BARN

Cllr Bannell presented an overview of the legal opinion on points agreed at the April Council meeting. Members agreed to hold an informal meeting to discuss proposals for the Barn on 20 June 2022 at 6.30pm, where next steps would also be discussed.

92/22COMMUNITY & ENVIRONMENT COMMITTE

As per minute reference 82/55, terms of reference and the formation of working groups would be considered at the first meeting of the Community & Environment Committee on 27 June.

93/22PROPERTY MANAGEMENT COMMITTEE

  • Members considered Clanfield Footballs Club’s proposal to install signage at Peel Park. Members were supportive of the proposal as it welcomed away teams, was professional and well thought through. The size of the banners had not been provided and it was considered some could be smaller. The proposal did not take account of the Council’s existing signage on the Pavilion, which would need to be updated. It also agreed that the banner on the fence line should be free standing rather than attached to the fence. It was RESOLVED to approve the Football Club’s proposal for signage at Peel Park subject to confirmation of the sizes and that the front elevation also incorporates the Council’s signage.
  • Members received a report on progress towards the draft transfer documentation relating to Down Farm Park (phase 3) sports pitches. Cllr Bannell reported the latest transfer document had been received that morning. Barratts had agreed to most of the Council’s proposed changes, but confirmation was still required on wording that would ensure the Council had no obligations to the management company. Barratt’s contractor was due to undertake pitch renovation works over the next week. The Council would be required to submit a planning application for the football clubs’ fence and storage requirements. The goal posts would not be fixed.

94/22PLANNING COMMITTEE

Members received the minutes of the Planning Committee held on 5 and 31 May 2022. Cllr White reported there were two pending applications. The date of the next meeting is to be advised.

95/22SOUTH LANE MEADOW

  • Members received the draft minutes of the South Lane Meadow Trustees held on 3 May 2022.
  • Members received an update on the future relationship between the Parish Council and South Lane Meadow Trustees. A paper on the proposal had been previously shared with Members at the April Council meeting setting out the options for the future management. The Trustees had rejected the working groups proposal, that the Council become the Sole Trustee of South Lane Meadow Trust on the basis that Trustees had stated they did not want to manage South Lane
  • Meadow in its entirety as per the Trust Deed. Trustees had voiced concern at their meeting that the Council did not share the best interests of the Meadow as Trustees did. Trustees had asked the working group to reconsider its proposal. The Clerk would schedule a meeting. Members also discussed at length the role of the Parish Council’s four nominated Trustees together with the right of the Chair of Council to attend Trustee meetings as a voting member.
  • Members RESOLVED to support the revised location of the Cricket Pavilion, subject to planning and details regarding tree planting.

96/22EXCLUSION OF THE PRESS & PUBLIC

  • Members RSOLVED to exclude the press and public.
  • Members considered an update on the possible extension of The Clanfield Centre and agreed next steps
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