Meeting Minutes

Meeting details

  • Date: 10th January 2023
  • Duration: 19:00 - 21:35
  • Location: Blue Room, Clanfield Memorial Hall


Meeting minutes:

01/23 APOLOGIES FOR ABSENCE
Apologies were received from Cllrs Margaret White and Peter Hurst.


02/23 DECLARATIONS OF INTEREST
There were no declarations of interest.


03/23 APPROVAL OF MINUTES
The minutes of the Council meeting held on 13 December 2022 were considered. Subject to the
correction of a typo and the addition of text at the end of item 161/22 (f) “that grant applicants are asked
to attend Council meetings”, the minutes were agreed as correct and would be signed by the Chair when
after the minutes were updated.


04/23 OPEN FORUM
A resident mentioned that his previous request that the ditch at the bottom of Pipers Mead needs to be
cleared, was still outstanding, but the ditch on Hambledon Road had been cleared. He commented that it
would make sense if both ditches had been cleared whilst Highways were in the area. County Cllr
Mocatta accepted that feedback from HCC needed to improve. It does not currently happen.
The same resident asked what the proposed extension to the Clanfield Centre was, that was referred to
in the previous Council minutes. He was advised that the proposed extension was for a gym.
Cllr Foster highlighted the number of pot holes in the Village in particular, on New Road. County Cllr
Mocatta confirmed it was a Hampshire wide problem due to the huge amount of rain. Because of the
significant number of reports, HCC were completing temporary fills, with a view to coming back later in
the year.


05/23 CHAIR’S REPORT
• Clanfield Cricket Club had reported damage to the barn at South Lane Meadow. The Club
had confirmed nothing had been stolen. The Clerk advised a resident that had been
involved in the initial construction of the barn, had made a good repair.
• Applications for East Hants District Council’s (EHDC) CIL funding opens on 6 February
2023.
• The deadline for CIL applications to the South Downs National Park (SDNP) had been
extended to 3rd March 2023. County Cllr Mocatta confirmed that Officers would be applying
for funding to complete the footpath East of Chalton Lane, linking Clanfield to the Queen
Elizabeth County Park (QECP) and SDNP for both pedestrians and cyclists.
• The consultation window on EHDC’s Local Plan closes on 16 January 2023.
• The defibrillator at the Co-op had been deployed over the Christmas period. Replacement
pads had been ordered.


06/23 DISTRICT AND COUNTY COUNCILLOR REPORTS
District Cllrs Moon written report had been previously circulated and would be made available on the
Parish Council’s website.

District & Parish Council Elections May 2023
Of particular importance was the new requirement for voters to show photographic ID to vote at this
year’s Parish and District elections on 4 May 2023.
The full list of accepted ID is available on the Electoral Commission’s website, along with more
information about the new requirement and details of how to apply for the free ID, at
https://www.electoralcommission.org.uk/i-am-a/voter/voter-id
Anyone who wants to vote in the elections this May must also be registered to vote. It only takes five
minutes to register online at www.gov.uk/register-to-vote. Additionally, Voters wishing to apply to the
council for free ID should first make sure they are registered to vote.
County Cllr Mocatta’ s reported that the Lengthsman Scheme would be supported for an additional year.
The service was changing and could now include the deployment of Speed Indicator Devises.
A re-organisation was underway within the County Council to make financial savings.
A new Footpath Officer based at QECP was keen to make links with the Parish Councils. Members
considered that it would be beneficial if the Council had a Cllr link for footpaths. that was familiar with
and walked the designated footpaths and bridle ways and report issues.
Cllr Foster attended the Passenger Transport Forum on 6 January. He reported that because bus
companies’ revenue is down, fuel costs rising and driver shortages, the contracts were more expensive.
This would result in cuts to services to make savings of £800k.
Cllr Stephen D’este Hoare asked if there was an update about the Accessibility Scheme funded by s106.
County Councillor Mocatta advised that the money and scheme was there and needed to be delivered.
Due to staffing issues and competing demands for larger scale projects several projects had not had still
not been delivered.
Members RESOLVED to write a letter to the Chairman of Hampshire County Council and the MP
regarding the outstanding scheme. District Cllr Moon and County Councillor Mocatta asked to be cc on
the Council’s letter.


07/23 FINANCE AND GENERAL PURPOSES COMMITTEE
a. Members approved and signed the income and expenditure report as at 31 December 2022.
b. Members approved and signed the Bank Reconciliation and trial balance as at 31 December
2022. The supporting bank statements were made available.
c. Members noted the list of payments made between 1 - 31 December 2022 totaling £19,081.78.
d. A list of payments to be made totaling £3,870.52 were approved.


08/23 DOWN FARM BARN
The Chair summarised the actions agreed at the last meeting.
The next meeting of the Council to look at the public consultation was on 20 January 2023. The group
will review draft questions. Cllr Moon had organised support from Officers at EHDC the preparation of
consultation documents.
A letter confirming the appointment of David Nesbit to assist the Council in the sale had been sent. His
work would not commence until the public consultation had concluded.
9/23 COMMUNITY & ENVIRONMENT COMMITTEE
a. There was no update on the Facebook page.
b. Website Proposal
The Chair introduced this item. The report to update the website had been re-circulated and
Cllr Harris requested Members to agree to proceed with obtaining quotes.


A meeting with the volunteer editor of Clanfield Online which would close at the end of February,
and she would be willing to assist the Council with integrating their community content with the
Parish Councils website and the website review.
It was RESOLVED to obtain quotes for the implementation and hosting of a new website based on
the requirements set out in the report, circulated with the Council’s agenda.
c. Green Audit
The next meeting of a Community & Environment Committee was on 23 January where an
update on the Green Audit would be discussed.
d. Coronation of His Majesty King Charles
Members discussed a number of options. It was RESOLVED that an email would be sent to
local clubs and organisations to establish if they had plans to celebrate the Coronation and
in light of this information, consider how the Council might mark it at the February meeting .
10/23 SOUTH LANE MEADOW
a. Members received and considered correspondence from Clanfield Cricket Club concerning
the delays in completing the Agreement for Lease and Lease. Due to the Club’s funding
deadlines a deposit had been paid for the perfricated building. This meant the foundation
work would start in March and construction of the Pavilion building in May. Members
confirmed their commitment to conclude the outstanding legal matters.
b. Cllr Foster advised a letter instructing Cowans had been sent.
11/23 CONFIDENTIAL BUSINESS
a. 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.
b. Member received a report on the Grounds Maintenance Tender process and considered and
approved a recommendation on the appointment of a contractor.

169/22 DATE OF THE NEXT MEETING
The next Council Meeting is scheduled for Tuesday 14 February 2023 at 7.00 pm in the Blue
Room, Clanfield Memorial Hall.
The meeting was closed at 9.35pm

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