Property management committee minutes 30th August 2023

Meeting details

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


Meeting minutes:

PMC34/23 TO RECEIVE APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr Glover.

PMC35/23 TO RECEIVE DECLARATIONS OF INTEREST

Cllr. Foster declared a non-pecuniary interest as a member of the Bowls Club and Cllr. Hope declared a non-pecuniary interest as an allotment tenant.

PMC36/23 TO AGREE THE MINUTES FOR THE MEETING HELD ON 22nd MARCH 2023

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

PMC37/23 TO APPOINT A VICE-CHAIRMAN FOR THE PMC

It was agreed that this item is deferred until the next meeting.

PMC38/23 TO CONFIRM ROLES AND RESPONSIBILITIES FOR THE PMC

It was agreed that this item is deferred until the next meeting.

PMC39/23 OPEN FORUM

Two members of the public were present. They raised the problem with large vehicles parking at the top of Whiteland Way in the car park near to where the allotment parking spaces are located. The spaces are subject to covenants overseen by the Estate Management Abri. Members recommended that they speak to Abri and Solicitors with
regards to the matter. Members agreed that the quote received for the painting of ‘Allotment Parking Only’ on
the allotment spaces should go ahead.
Action – Asst. Clerk

PMC40/23 OPEN SPACES OFFICERS’ REPORT

PEEL PARK 

  • Damaged skatepark ramp
  • Extra no dog signs have been put up.

PEEL PARK PAVILION

  • Defibrillator checked.

SOUTH LANE MEADOW

  • Trustees meeting took place 010823.

SUNDERTON MEADOW Nothing new to report.

POND 

  • Fence repair works completed.

DOWN FARM BARN

  • 4 dead trees near to the barn removed.

CHALTON GREEN

  • Re-instate posts on the green.

CLANFIELD CENTRE/FIELD BEHIND/TENNIS COURTS

  • Dragon’s tooth replaced.
  • Damage to fence at the entrance to the car park

STORRINGTON FIELD 

  • Lock to be fitted to the main field gate.

MUGA/LEAP 

  • Further damage to the MUGA framework.

DOWN FARM PARK OPEN SPACES 

  • Sinkholes all over the land – contractor to quote to make good.
  • Quotation required for mtce to the hedgerow near to Site B allotments and the hedge around the fence line.

DUNCTON ROAD Nothing new to report.

ALLOTMENTS SITE A & 

  • Site B gate to be repaired and painted. Vacant plot on Site A – in the process of a new tenant.
  • Site B hedge that surrounds the fence line needs to be maintained – getting a quote from contractor.
  • Pest control – low activity on both sites
  • New lock put on Site A gate.

Cllr Foster reported that South Lane Meadow car park should be finished in the next couple of days. Bay markings have been flagged, if they do not prove satisfactory an alternative will be looked at.

PMC41/23 TO DISCUSS ILLEGAL ENCAMPMENTS ON PARISH LAND

There have been two instances this Summer. The Police have dealt with both very quickly and efficiently. After some discussion members agreed that there is not much more we can do as a Council to protect our land. The Council remain as vigilant as possible and take steps to protect land as and when we need to.

PMC42/23 GROUNDS MAINTENANCE

To review and discuss the ground maintenance schedule.
After some discussion it was agreed that a working group will review the grounds maintenance schedule and a meeting will then take place with the contractor. Areas to look at will be the need for more weed control on footpaths and car park areas. The clerk raised the issue of verges being left uncut by Hampshire Highways and whether this is something we ask our grounds maintenance contractor to do, especially in areas where Parish land adjoins the uncut verges. Working group members to be decided at the next meeting.
To consider how the Council could support the ‘No Mow May’ initiative in 2024 when the Grounds Maintenance Schedule is reviewed this September.
After some discussion members agreed to cut as normal.

PMC43/23 CHALTON GREEN

To receive an update on the defibrillator project.
All members received Cllr Woodroofs report. Installation of the defibrillator will be taking place soon. The Assistant Clerk will be doing a Facebook post detailing locations of all defibrillators in Clanfield & Chalton.
Action – Asst. Clerk

PMC44/23 ALLOTMENTS (SITES A AND B)

To discuss the greenhouse request for Allotment site B.
There have been some requests for storage solutions on allotment site B. After some discussion members agreed that low level storage only should be permitted. The plots are small in size and potential shading on neighbouring plots must be taken into consideration.

Action – Asst. Clerk

To discuss parking by Allotment Site A.
Previously discussed under Open Forum.

PMC45/23 PLAY EQUIPMENT

To receive a report on the ROSPA inspections.
The report was received by members. The main area for concern is the play area at South Lane Meadow. Members agreed that the way forward is for Trustees and Councillors to make an application for CIL funding to replace the play area. Council will need to approve the £495 + VAT quotation for resistance penetration testing to determine the internal condition of the timber at the play area. To be discussed further at the next meeting.

Action - Clerk

To discuss and agree monthly playground inspections.
After reviewing three quotations for monthly playground inspections members agreed on a new provider starting from immediate effect.

Action - Assistant Clerk

PMC46/23 DOWN FARM PARK

To consider the football pitch maintenance schedule.
The sport pitches are now playable. The tenant will need to take on the strict maintenance schedule which will be detailed in the lease. Members decided to defer this item until the next meeting.

To consider approval for the maintenance of the orchard by the ‘Tree Gang’.
All members were in agreement for this to go ahead.

PMC47/23 PEEL PARK

To receive a proposal to sell coffee/tea in the car park.
In principle members were in agreement, a formal agreement will need to be drawn up
including a one month’s trial period and a fee.

Action - Clerk

PMC48/23 BOWLS CLUB DOWN FARM PARK

To consider approving the installation of a cycle rack at the Bowls Club.
Members agreed with the proposal to remove 2 or 3 of the unused cycle racks from the Community Centre and relocate them to the bowls club car park.

Action – Asst. Clerk

PMC49/23 CONFIDENTIAL BUSINESS

It was RESOLVED to exclude the Public and Press due to the confidential nature of the business about to be transacted in accordance with the Public Bodies (Admissions of Meetings) Act 1960.

PMC50/23 DATE OF NEXT MEETING

The next meeting is scheduled for Wednesday 27th September 2023 at 6.30 p.m. in the Parish Office.
The meeting closed at 8.20 p.m.

All meeting minutes