Meeting Minutes

Meeting details

  • Date: 11th October 2022
  • Duration: 19:00 - 22:00
  • Location: Blue Room, Clanfield Memorial Hall

Meeting minutes:

The Chair welcomed Cllr Christopher Paterson to his first meeting.


Apologies were received from Cllr Margaret White. Apologies were also noted from District Cllr Agate and County Cllr Mocatta. 126/22 DECLARATIONS OF INTEREST There were no declarations of interest raised.


The minutes of the Council meeting held on 22 September 2022 were agreed as correct and signed by the Chair.


A resident advised that a flu vaccination clinic had been held at the Clanfield Centre recently. Due to the wet weather, the entrance had become slippery. Staff were informed but there appeared to be no additional mats available, although signage was put up. The Clerk would bring this to the attention of the Centre Manager.


The Chair reported the following updates:

  • Cllr White had been unwell and would not be able to attend committee or Council meetings for a while. Flowers had been sent and Cllrs wished her a speedy recovery.
  • The Chair attended the official opening of the new Solar Panels at the Clanfield Bowls & Sports Club.
  • The transfer of the sports pitches had not moved forward. A draft Lease had been shared with Clanfield Football Club and East Hants District Council (EHDC) would be working with the landowner regarding outstanding pitch improvement works.
  • The meeting dates of the Committee’s need to be better synchronised with Council, which would increase the number of meetings. The Chair sugested that meeting frequency and the synergy between agendas and the length of meetings be discussed at the next meeting.


Cllr Moon’s written report had been previously circulated. He summarised the main points.

East Hampshire District Council (EHDC) and Eastleigh College had teamed up to support a tree-planting campaign that aimed to reduce carbon and increase biodiversity. EHDC pledged 120,000 new trees planted, one for every resident in the district. Eastleigh College had agreed to support the scheme with a £5 donation for every student that completes its new environmental sustainability course and a £30 donation for every EHDC officer that did. The 8–12-week course would train learners in important techniques to reduce environmental impact, looking at waste management, sustainable development, and transport among other areas. EHDC was working with the Woodland Trust, landowners, parish and town councils, schools, and communities to plant 120,000 trees in East Hampshire.

East Hampshire District Council marked the anniversary of its COP26 climate change event by launching a ‘Green Team’.

EHDC’s new premises in Bedford Road, Petersfield, will reduce the council’s carbon footprint. The council intended to spend £500,000 to improve the building’s environmental performance.

In 2021, 256 homes were supported through domestic retrofit schemes ECO3 and COSY. A new scheme had been launched, COSY East Hampshire, offering interest-free loans for energy-saving measures.

More working-age households could be entitled to higher Council Tax Support payments from April 2023 if changes to the scheme proposed by EHDC are approved. Consultation was underway and closes on 20 November 2022.

Norse South East (NSE) had confirmed that they are able to reinstate household glass collections from Monday 3rd October. Ahead of the service restarting, crews have been out clearing excess glass from bottle bank sites around the district. The reinstatement of services was the result of a recruitment drive over the last two months, supported by EHDC. NSE now has enough directly employed drivers and loaders to reduce its reliance on agency staff and provide a more resilient service.

The Local Plan would set out the blueprint for EHDC’s part of the district for the next decade and a half. EHDC would fight to make sure the housing figures were the best they could be. It would work with the South Downs National Park to take their share and resist neighbouring authorities looking to pass on their responsibilities and would ask the Government to consider the district’s unique status when they calculate the housing targets. EHDC were also looking to make the Local Plan green. A consultation would be launched in November that would provide everyone with a chance to influence the Local Plan.

The Chair asked if it would be possible that Parish Councils involvement in the Local Plan process could be explained to Members. Cllr Moon agreed to consult with the Planning Policy Team to see if it would be feasible.


It was RESOLVED that Cllr Christopher Paterson would be a member of the Property Management Committee and the Community & Environment Committee.


  1. Members received the draft minutes of the Finance & General Purposes Committee held on 27 September 2022. Cllr Hurst, Chair of the Committee, highlighted key points from the meeting. A draft budget had been reviewed and after subsequent adjustments it represented a 4.9% increase on the previous year. Members also reviewed a report from the Clerk regarding a complaint with Castle Water regarding fixed charges. The Clerk confirmed charges applied to the account had now been removed. Members thanked the Clerk for pursuing the complaint.
  2. Members approved the income and expenditure report as at 30 September 2022.
  3. Members received and approved the Bank Reconciliation as at 30 September 2022.
  4. Members received a list of the Earmarked Reserves (EMRs) dated 4 October. The Clerk explained that EMR accounts 329 - 332 related to projects in the current financial year.
  5. Members noted the list of payments made between 21 September and 4 October 2022 totaling £5,817.35. A list of payments totaling £2,905.83 were approved. Cllr Hurst confirmed he had checked all the corresponding invoices relating to these payments.
  6. Members considered a grant application from Home-Start Butser. It was RESOLVED to award £500 to hold a family Christmas Party for families in Clanfield supported by the service.
  7. It was RESOLVED that Clanfield Parish Council would remain as part of the Smaller Authorities’ Audit Appointments (SAAA) sector led appointment scheme.
  8. Members reviewed the current quorum for the Council. It was RESOLVED that the quorum of a Council meeting shall be six and that the Standing Orders updated.


a. Members received the draft minutes of the Property Management Committee held on 28 September 2022. Cllr Williams reported the Committee had discussed at length the rodent problem at the allotments. Members agreed a moratorium on chickens until the problem was brought under control and reviewed.

Members had reviewed the Invitation to Tender document for the Grounds Maintenance Contract. Noted changes to the tender were that South Lane Meadow would only be included as a possible later addition on the basis that Trustees were discussing alternative arrangements with Clanfield Cricket Club. The Committee had agreed alternative arrangements to maintain trees, shrubs and flower beds and the new sports pitches (when transferred). It was agreed the litter bin emptying would be tendered separately. Members discussed the likely impact of the anticipated increase in the cost of maintaining its land on other council services and projects and how it could be managed whilst keeping costs realistic.

Cllr Williams reported a solution had been identified for defibrillator to be in Chalton that did not require and electricity source. Costs had been obtained and grant applications would be made.

The following recommendations of the Committee were considered.

  1. Members RESOLVED to approve the Ragwort and Noxious Plant Control Policy.
  2. Members RESOLVED to approve the Invitation to Tender document and corresponding maintenance schedule for the ground’s maintenance contract, subject to final checks on all documents.


  1. Following discussions at the Council meeting in September 2022, Members considered the Chair’s proposal to update and replace the Council’s website. Cllr Williams report relating to a previous tender process in 2017 that appointed Serenity Digital, had been circulated. Cllr Williams and the Chair had met to discuss a suitable way forward that would cover both security and useability. Cllr Williams had agreed to look a range of suppliers at a high level to compile a short list to approach for quotations. Members requested information on how often the website is accessed.
  2. Cllr Woodroof reported on the proposal for the phase 2 tree planting scheme at Down Farm Park. The proposal had been previously discussed at the Community & Environment Committee and Property Management Committee. An area of 20m x 50m x 40m would be fenced that incorporated a section of hedgerow. The Clerk had confirmed the swale (ditch) did not have a specific function and attempts were being made to prioritise the cutting of this hedge before it is fenced. The fencing supplies would be funded from the Community & Environment budget. The woodland Trust would supply the whips, some of which would be planted at Whiteland Copse. Members RESOLVED to approve the phase 2 planting scheme at Down Farm Park.


Members noted the minutes of the Planning Committee held on 30 August 2022. A Vice Chair of the committee will be considered depending on the Chairs continued absence.


  1. Cllr Hurst, Chair of the South Lane Meadow Trust gave a report on the meeting of South Lane Meadow Trust held on 4 October 2022. The Trust formally considered the chartered surveyor’s report together with the consultation feedback. Trustees had agreed that the proposed terms of the Lease were the best they could be for the Charity and directed Clanfield Parish Council as Custodian Trustee to enter into the Agreement for Lease and Lease with Clanfield Cricket Club. As South Lane Meadow Trust is now a party to the Agreement for Lease and Lease two signatories, independent of the Council and Cricket Club were agreed.
  2. Cllr Foster updated Members on the expansion and improvement to South Lane Meadow Car Park. He advised that a quote had been requested for the consultant to project manage the entire project. He reiterated the importance of coordinating the project with the Cricket Club’s Pavilion project to ensure there was no damage to the newly constructed car park.


  1. Members RESOLVED to exclude the Public and Press, in the view that publicity would prejudice the public interest by reason of the confidential nature of the business or arising out of the business about to be transacted - Public Bodies (Admission to Meetings) Act 1960.
  2. Members RESOLVED to approve the confidential minutes of the meeting held on 12 July 2022.
  3. Members received and considered legal advice relating to a proposals discussed under confidential business at meeting on 12 July 2022. Members also considered a proposal prepared by David Nesbit, a Chartered Surveyor, that included a list of actions for consideration relating the future use of Down Farm Barn. Members decisions relating these discissions were recorded separately.


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