Meeting Minutes

Meeting details

  • Date: 23rd May 2023
  • Duration: 19:00 - 20:30
  • Location: Blue Room, Clanfield Memorial Hall


Meeting minutes:

47/23 ELECTION OF CHAIRMAN
Cllr Foster proposed, with Cllr Paterson seconding, Cllr Harris as Chair. Cllr Harris had previously confirmed his willingness to stand at Chair. There being no other nominations, it was RESOLVED that Cllr Harris be elected as Chair for 2023-2024. The Declaration of Acceptance of Office would be signed in the office in the presence of the Clerk.

48/23 ELECTION OF VICE CHAIRMAN
Cllr Foster proposed, with Cllr Woodroof seconding, Cllr Paterson as Vice Chair. There being no other nominations it was RESOLVED that Cllr Paterson be elected as Vice Chair for 2023-2024.

49/23 APOLOGIES FOR ABSENCE
Apologies were received from Cllr Dave Harris. Apologies were also noted from County Cllr Mocatta.

50/23 DECLARATIONS OF INTEREST
There were no declarations of interest declared.

51/23 APPROVAL OF MINUTES
The minutes of the previous meeting held on 18 April were approved and signed by the Chair of the meeting.

52/23 CO-OPTION OF PARISH COUNCILLORS

The Chair advised there were five Parish Councillor vacancies following the Local Elections in May that would be filled by co-option. Four applications had been received and were considered by Members. All four applicants were present and were given the opportunity to provide additional information and for Members to ask questions. At the conclusion of the discussion, the applicants were invited to leave the meeting room. Members considered the applications in turn. It was unanimously RESOLVED to co-opt Lesley Hope, Jason Hunter, Heather Watkin, and Peter Carver.

The applicants were invited to return to the meeting and were informed of the decision. The Chair welcomed the new Parish Councillors and invited them to join the next Council meeting after they had signed the Declaration of Acceptance of Office in the presence of the Clerk and completed a Register of Interest form.

53/23 THE COUNCIL'S COMMITTEES

Members noted the temporary suspension of all Committee and Sub-Committee meetings. Working groups would continue to meet.

54/23 COUNCIL'S NOMINATED TRUSTEES ON SOUTH LANE MEADOW TRUST 2023/24
Cllr Clarke was nominated as a Council representative on the South Lane Meadow Trust. The remaining three Councillors Trustees would be nominated by Council at a future meeting.

55/23 COUNCIL’S NOMINATED TRUSTEE TO THE JOHN RICHARD’S CHARITY

The nomination of a Trustee was deferred until a future Council meeting. 

56/23 COUNCIL REPRESENTATIVES ON OUTSIDE BODIES 

The nomination of Council representatives on outside organisations was deferred to the July Council meeting. 

56/23 OPEN FORUM

A resident asked if the new District Councillors could establish if there was an upper limit to the number of dogs professional dog walkers were permitted to walk. 

57/23 CHAIR’S REPORT

The Chair thanked past Councillors for their hard work and contribution to Clanfield Parish Council. 

58/23 TO RECEIVE REPORTS FROM THE COUNTY AND DISTRICT COUNCILLORS 

District Councillors Chris Tongue and John Smart gave an overview of the issues residents raised on the doorstep when they were canvassing. The issues raised were no more development, a lack of connection between the new housing and the existing village, a lack of affordable housing, pot holes, problems with the refuse, recycling and garden waste collection, litter in the hedgerow on Chalton Lane, bus services, delays getting a doctor appointment and anti-social behaviour. At the District Council their focus would be planning, specifically focusing on completing the Local Plan which has been delayed, providing a range of affordable homes, understanding the refuse and recycling contract operated by Norse and building ‘green’ into everything the District Council does. Councillors Tongue and Smart informed Members of the political alliances that had been formed at the District Council following the Local Elections. 

59/23 FINANCE AND GENERAL PURPOSES

Members considered a grant application from the Hampshire Monday Group for equipment. It was RESOLVED to award grant of £300. 

Members RESOLVED to approve and sign the income and expenditure report as at 31 March 2023.

Members RESOLVED to approve and sign the bank reconciliation, bank statements and trial balance as at 31 March 2023.

Members noted the list of payments made between 1 – 31 March and 1 – 30 April 2023. 

Members RESOLVED to approve a list of payments dated 23 May 2023 totaling £3,973.31.

60/23 PROPERTY MANAGEMENT COMMITTEE

Members nominated Cllrs Dave Harris, Brian Foster, and Christopher Paterson to attend the quarterly review meetings with Communities First for the forthcoming year. 

Members received an update on the replacement of the guttering at the Clanfield Centre. The Council’s insurance offer had been accepted and received. Quaystone Ltd would be instructed to replace the gutter on the South elevation. 

Members considered a quotation arranged by former Councillor Stephen Williams to replace the control panel in the sports hall at the Clanfield Centre. The quotation provided a cost effective solution from a specialist contractor. Subject to confirmation of the warranty period for the second hand controller, Members RESOLVED to approve the quotation of £4,405. 

Members received an update on the inherent defects at the Clanfield Centre. Members discussed the burden for the Council and the ongoing consultant fees in order that a resolution is agreed with the developer.

Members received an update on the transfer of the football pitches. Following a pitch inspection on 27 April 2023, and subsequent report prepared by Alex Vickers of the Ground Management Association, East Hants District Council (EHDC) had requested that the developer undertake the specified pitch improvement works. 

61/23 SOUTH LANE MEADOW 

Members received an update on the Car Park Project. 

The Council’s consultant Cowan Consultancy had issued tender documents to three contractors. Cowan’s report assessing the tenders was circulated to Members prior to the meeting. Members reviewed the tender prices and the lead and project timescales. It was RESOLVED that Reds Builders are appointed at total cost of £102,309.00 and that the Parish Council would allocate an additional £10,000 from general reserves to the project costs. 

Members received an update on the construction of the Cricket Pavilion. 

The shell of the prefabricated building will be delivered on 5th June and will be erected and roofed by the end of June. Work on the 200m long drainage ditch and soakaway would be ongoing whilst the building is erected. The solar panels and fully off-grid electrical storage system will be installed during the second week of July. The larger fenced area will be removed, and the Sword Close gate will be unlocked during July, and a smaller fenced area will be established around the pavilion. Work on the interior of the building will continue until the end of September, at which stage the security fencing will be removed. Several native trees will be planted around the pavilion to soften the impact before summer 2024.

62/23 DATE OF THE NEXT MEETING 

The next Council Meeting is scheduled for Tuesday 13 June 2023 at 7.00 pm in the Blue Room, Clanfield Memorial Hall.

The meeting was closed at 8.30pm

 

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