Property management committee minutes 18th January 2023

Meeting details

  • Date: 18th January 2023
  • Duration: 18:30 - 20:28
  • Location: Parish Office


Meeting minutes:

PMC1/23 TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr Foster and the Clerk.

PMC2/23 TO RECEIVE DECLARATIONS OF INTEREST

There were no declarations of interest received.

PMC3/23 TO AGREE THE MINUTES FOR THE MEETING HELD ON 16th NOVEMBER 2022

The minutes were agreed as a correct record of the meeting and signed accordingly.

PMC4/23 OPEN FORUM

There were two members of the public present who were representing Clanfield Football
Club. Please refer to minute reference PMC13/23.

PMC5/23 OPEN SPACES OFFICERS’ REPORT

PEEL PARK Nothing new to report.

PEEL PARK PAVILION

  • Rear overhang fascia on the Pavilion needs looking at, bowing in places
  • Gents’ toilet leaking
  • Disabled toilet flush not working
  • Storeroom door to be adjusted

SOUTH LANE MEADOW

  • Bike track to be removed

SUNDERTON MEADOW Nothing new to report.

POND Nothing new to report.

DOWN FARM BARN

  • Hole in the North side of the roof

CHALTON GREEN

  • New noticeboard to be installed

STORRINGTON FIELD Nothing new to report.

MUGA/LEAP Nothing new to report.

DOWN FARM PARK OPEN SPACES 

  • Path to the rear of the bowls club need repairing- quote for temporary repair received £208.33+VAT
  • French drains have been inspected – awaiting action from Barratt’s.

TENNIS COURTS/ENDAL WAY Nothing new to report.

DUNCTON ROAD Nothing new to report.

ALLOTMENTS SITE A & 

  • Replaced padlock on Site B

PARISH SIGNS/NOTICEBOARDS 

New noticeboard for Chalton has been ordered (£1,250.87 + VAT) - due for delivery w/c 16th Jan

Members agreed to get a quote for repair works to the roof of the barn.

GROUNDS MAINTENANCE Nothing new to report.

PMC6/23 CHALTON GREEN

To receive an update on the defibrillator project.
Cllr Woodroof confirmed that the project is moving forward.

PMC7/23 ALLOTMENTS (SITES A AND B)

To review the use of weed suppressant material being used on plots.
After some discussion members were all in agreement for an amendment to the rule on weed suppressant material. The rule will now state ’The Tenant shall not use synthetic carpet or underlay as a weed suppressant and any membrane material must be removed at the end of tenancy’.
Action – Asst Clerk

To receive an update about the water meter at Site B.
We are waiting for Portsmouth Water to visit site; the Clerk is chasing.
Action - Clerk

PMC8/23 PLAY EQUIPMENT

To receive an update on the quotations for playground works and to prioritise works.
After some discussion, it was decided to wait for the final quotation before making any
decisions.

To consider a complete replacement of the playground at South Lane Meadow.
To find out if CIL funding will be available to support a complete replacement project.

To nominate Councillor’s to move forward the South Lane Meadow play equipment project.
Cllr Foster and Cllr Paterson will be moving this project forward with assistance from Cllr Woodroof.
Action Cllr Foster & Cllr Paterson


PMC9/23 VOLUNTEER TREE WARDENS

Update on management of trees
After some discussion, the ‘Tree Group’ will be asked to look at the dead trees on Down Farm Park and offer advice on replacement. A resident has requested to replace a dead tree opposite her house on Parish Land. The resident will also look after it. Members were in agreement, but the resident will need to confirm the type of tree first.


PMC10/23 THE CLANFIELD CENTRE-BUILDING ISSUES

To receive an update on the control management system.
Cllr Williams reported that two companies have been contacted and both have been receptive. After some discussion, it was agreed that both companies will need to attend site and put forward a proposal.

To receive an update on the warranty issues.
The Clerk had nothing new to report, this is ongoing.

To receive an update on the guttering.
The clerk reported that Vail Williams has been advised that the replacement works (caused by storm damage) will be an insurance claim and the inspection of the remaining guttering as a warranty issue. Chris (Vail Williams) advised he would seek to engage with the contractors that built the property in the hope that something might be arranged with them to rectify the guttering. If this proves difficult, he would commence with the preparation of the specification for the purposes of seeking competitive quotes. Once the quotations are back, recommendations for appointing a contractor would commence. It is anticipated that the work will be done towards the end of March.

To approve a request for a community event on 22nd July 2023.
All members were in agreement for the community event to go ahead.

To approve a request for Carols on the Green to become an annual event.
All members were in agreement for ‘Carols on the Green’ to become an annual event. Members asked that communication of events needs to be better as not all residents do social media.

To receive an update on the building works in the Studio.
Nothing new to report.

PMC11/23 DOWN FARM PARK

To receive an update on the French drains and approve the quotation for repair works to the pathway behind the bowls pavilion.
There has been no update from Barratts with regards to the French drains, this is being chased. All members agreed for the repair works to go ahead.
Action – Asst Clerk

To receive an update on the restoration of the shrub beds.
Awaiting two more quotations which are expected shortly. All members were in agreement to proceed with the project ASAP, subject to reviewing the final quotes.
Action – Asst Clerk

To receive the tree survey on the Ash trees on Chalton Lane.                                                                                                          After reviewing the tree survey and some discussion members agreed that the work needs to be actioned ASAP and proceed with getting quotations.
Action - Clerk

PMC12/23 TO RECEIVE ANY REPORTS/RECOMMENDATIONS FROM THE COMMUNITY & ENVIRONMENT COMMITTEE

Nothing new to report, a committee meeting takes place next week.

PMC13/23 PEEL PARK

To approve a football tournament in May 2023.
The Club are looking to make Peel Park car park a drop off zone and then cars to be parked at the Junior School (subject to approval) or South Lane Meadow car park. Marshalls will be available for crossing patrols. Using South Lane Meadow car park could cause a problem with cricket fixtures and dog walkers, this would also be subject to approval by the Trustees. The tournament will take place over a Saturday and Sunday in May/June (date to be confirmed). All members agreed that a full proposal was needed before approval was given. Due to timescales, this will need to go to the next full Council meeting in February.

To consider an opportunity to improve the cameras and alarm system at the pavilion.
After some discussion members of the committee asked the Football Club to put a full proposal together including the two cameras by the skate park and the play area. The FC asked if there were any options for a 3 rd adult football pitch within the Parish. Members advised the FC that it was unlikely this could be accommodated on existing Parish land, but suggested the FC look at other private land options that may be available in Clanfield. The FC requested permission to allow two matches to be played at the same time. Members were in agreement, but this is a one of approval and any future requests must be put in writing to the Clerk as this is not in accordance with the terms of their Licence.

To approve adding a new bin near the Pavilion.
All members approved adding a new bin to the west side of the pavilion.
Action - Clerk/Asst Clerk

PMC14/23 SOUTH LANE MEADOW

To approve the builder’s compound and parking area.
All members were in agreement for the compound and parking area, but some conditions will apply. The main concern is limiting damage to the field surface, therefore some form of terra matting or similar will be required and marked out to restrict driving to the protected area. The compound and parking area need to be made good on completion. Members discussed professional dog walkers and the quantity of dogs they have. Further controls may be required for public safety. Possible signage maybe required that restricts commercial dog walking.

SUNDERTON MEADOW

To approve a request from the Gardening Club to plant a tree.
All members were in agreement for the tree planting in Sunderton Meadow to go ahead. The gardening club should plant either an oak or copper beach tree, and the best location will be looked at by the Tree Group.

PMC15/23 SPORTS PAVILION DOWN FARM PARK (BOWLS CLUB)

Nothing new to report.

PMC16/23 DATE OF NEXT MEETING

The next meeting is scheduled for Wednesday 22nd March 2023 at 6.30 p.m. in the Parish Office.
The meeting closed at 8:28 p.m.

All meeting minutes