Meeting Minutes

Meeting details

  • Date: 12th July 2022
  • Duration: 19:00 - 21:07
  • Location: Blue Room at Clanfield Memorial Hall

Meeting minutes:


Apologies were received from Cllrs Bannell, Foster and White. Apologies were also noted from District Cllr Moon.


Cllr Clarke declared a pecuniary interest in item 8d of the agenda (minute ref 104/22. d.).


The minutes of the Council meeting held on 12 June 2022 were agreed as correct and signed by the Chair. 101/22 OPEN FORUM There were no items from members of the public.


The Clerk had no items to report. The Chair advised that in future the item would change to Chair’s Report and that it would include items the Clerk would report.

The Chair advised Members that Cllr Bannell would be standing down as a Parish Councillor at the end of month. He stressed the importance of considering the skills and expertise Cllr Bannell brought to the Council and would therefore lose, when selecting a new Councillor.


County Cllr Mocatta’s report had been previously circulated. Cllr Mocatta advised Members that the Clanfield’s Accessibility Scheme was now with a contractor, Havant Engineering Team, that would bring forward the outstanding works.

Cllr Agate reported that the QA Hospital had declared a critical incidence and requested that all residents requiring urgent treatment attend the Urgent Treatment Centre in Petersfield.

There was an update meeting between with the Police at East Hants District Council (EHDC) on Wednesday 13th July. A meeting with Southern Water had been held regarding water consumption and how the industry was addressing leaks. EHDC have set up internal training sessions on the climate and environment. Cllr Agate has a total grant budget of £4,500. £2,967 has been committed to date.


a. Members received and approved the income and expenditure report as of 30 June 2022.

b. Members received and approved The Bank Reconciliation as of 30 June 2022.

c. Members noted the list of payments made between 1 – 30 June totaling £17,579.77 that were noted & a list of payments for approval totaling £5,947.14


a. Members received the draft minutes of the Committee meeting held on 22 June 2022. Cllr Williams reported that it had been determined that the anticipated saving resulting from the challenge of the rating assessment of the tennis courts, did not warrant the likely rebate and the amount of work required to pursue it. Communities First now manage the courts and would be responsible for the business rates. The roof at Down Farm Barn had been repaired. There is one area on the South side that was outstanding which the roofer had agreed to rectify. Cllr Williams advised two quotations had been received and circulated to Members for the demolition of the brick outbuilding. It was RESOLVED to proceed with the quotation form £572 from a ground’s contractor.

b. Members RESOLVED to approve the draft Head of Terms for the Lease of the sports pitches at Down Farm Park that included the arrangements for ground maintenance and the charges.

c. Members RESOLVED to approve the sealing of the transfer document for the sports pitches when completed, that would be signed by two council signatories.

d. Members RESOLVED to approve an increase in the annual allotment charges as recommended by the Property Management Committee of 10%. Additionally relevant plot holders would be asked to maintain their sheds and advised that the Council would not replace them.

e. Members considered a request for consent from the Clanfield Bowls & Sports Club to install solar panels on the roof of the Pavilion building. Graham Withers was in attendance to answer Councillors questions. Members RESOLVED to grant consent to the Clanfield Bowls & Sports Club to install solar panels on the roof of the Pavilion building, on the understanding that the Club accepts any risk to the structural integrity of the building that may be associated with the installation and that the cost of the work including the maintenance of the panels thereafter will be borne by the Club.

County Councillor Mocatta left the meeting.

f. Members considered a report on land management options to control ragwort at Down Farm Park. The Council had a legal duty to manage the ragwort on its land and despite best efforts to control it by hand pulling last year, the problem was now severe and out of control. The contractor had also advised that the wildflower meadow project would not proceed until the ragwort problem was resolved.

It was considered that the only way of effectively managing the problem was to start cutting the whole field now and every month through to the end of the year to bring the grass and vegetation over the whole area down to amenity length, with a one-off application of herbicide next Spring.

If this is to be done, it will require a one-off exemption from the Council’s herbicide policy and, also, health and safety signage and temporary fencing being put in place when the work is done.

Members also discussed the possibility of an exemption from the Council’s herbicide policy for the planters on Bilberry Way that are overgrown with pervasive weeds.

Members considered that there was little choice but to bring the ragwort under control and RESOLVED to implement the ragwort management plan as proposed and to defer the wildflower meadow project until Autumn 2023. Stakeholders would be advised.


a. Members received the draft minutes of the Community & Environment Committee meeting held on 27 June. Cllr Coffre, Chair of the Committee reported that Cllr Woodroof had been elected as Vice Chair and the Committee’s terms of reference had been approved.

b. Cllr Coffre advised that two working groups would be formed. The work program of the Environment Working Group would include tree planting and the wildflower meadow project. The Green Audit would be managed by the Committee. The Community Engagement Working Group work program would include the communication strategy, youth council and the public art project.


Members received the minutes of the Planning Committee 27 June 2022. Cllr Woodroof queried the speed at which the tree works at the Red Lion in Chalton had been carried out and asked if it might be worth checking with SDNP planning department to clarify the situation.

District Councillor Agate left the meeting.


a. Members received the draft minutes of an additional meeting of the South Lane Meadow Trustees held on 6 July 2022.

A draft Agreement for Lease and Lease with Clanfield Cricket Club had been received. The Clerk advised all outstanding amendments had been completed and Cricket Club had approved the terms.

Signing of the Agreement for Lease and Lease would not take place until the Trust had received the certificate of compliance with Charities Act 2011on dispositions (which will be after the Surveyor’s report and public consultation) and the parties named in 2000 Deed of Variation had approved the cricket club plans, after planning permission was obtained.

b. Members RESOLVED to approve a quotation of £1,550 to repair a section of the trim trail at South Lane Meadow.


a. Members RESOLVED to exclude the press and public as the business to be transacted was commercially sensitive. b. Members considered legal advice on the outcome of a meeting of Councillor’s held on 20 June 2022 and actions were agreed.

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