Meeting minutes

Meeting details
  • Date: 7th March 2017
  • Duration: 19:00 - 21:43
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

23/17TO RECEIVE APOLOGIES FOR ABSENCE / POSSIBLE CO-OPTION

No apologies were received. An application had been received from a resident to be considered for co-option she was present at the meeting members had been sent her details. It was duly RESOLVED that Sally Thomas be co-opted on to the Council – she duly took her place and relevant forms signed. At this point the Chairman reported that unfortunately Louise Lamacraft had stepped down due to work commitments – vacancy notices etc would be posted and a letter of thanks was sent form the Chairman

24/17TO RECEIVE DECLARATIONS OF INTEREST

The minutes of the February meeting had been circulated and it was RESOLVED that they be duly signed as a correct record

25/17TO AGREE THE MINUTES OF THE FEBRUARY MEETING

The Chairman , Cllr D’este Hoare and Cllr Crookshank declared an interest in item 14 as they are South Lane Meadow Trustees; Cllr White declared an interest in the Memorial Hall and is Chairman of the Patient Participation Group; Cllr Crookshank declared an interest in the allotments and Cllr Bannell on Windmill View

26/17TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Wren reported that the grass had been cut once already this season; he had supplied the clerk with the contact details of the EHDC officer regarding a neighbourhood Plan

Cllr Moon had submitted his apologies but had sent a HCC report which had been duly circulated to members and is attached to the minutes.

27/17TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES

The Chairman reported that he and the Clerk had met with Ken Moon and Brian Ahern as Directors of Clanfield Sports and Leisure – the next stage is to organise the kitchen contractor ready for when the transfer takes place – there is no final date for handover yet. He reported that the Broadband connection is still an issue and the cables will be laid in a position to cause minimum damage. It had been agreed to meet again to discuss the arrangements for the license agreement between the PC and the CPI. It was confirmed that a 'state of the art' booking system had been sourced with extensive use a seamless booking system for both venues it was also confirmed that this would replace the system currently used at the MH . It was confirmed that the recruitment of Facility Manager would be undertaken shortly, this would be a key role to facilitate and coordinate the smooth running of the Sports and Community activities at the centre, organising clubs and promoting the services available.

It was confirmed that the catering facilities would be staffed by a number of part time catering qualified persons, a number have already applied. It is expected that the catering facilities provided will expand as the centre usage and membership grow resulting in the need for more staff. It was confirmed that a 'Board of Trustees' would be set up consisting of around 12 persons to oversee the activities at both the new centre and the MH to avoid any conflict. Trustees are expected to be drawn from existing MH Trustees, Parish Councillors and the local community, the full make up of numbers is still be considered. There is a data base of people who have shown an interest in the new facilities

There is not a lot happening with regards to the retaining wall - the Council are waiting for the developer to proceed with this. The safety fencing had been re-instated around the LEAP as there had been children using the play equipment. CH stated that snagging needs to be done before handover. Regarding any disturbance for the trenching it was suggested that care should be taken with tree roots etc.

To update with regards to the allotments Cllr Crookshank reported that the Clerk is still in the process of writing to residents on the waiting list. There were 78 names on the list. The 9 who live in Horndean have not been contacted yet. So far 18 people have replied stating they would like one of the 26 plots at Windmill View, 6 have accepted one of the 25 smaller plots at St James Place, and 4 have stated they would like a plot at either site. boards or in a newsletter. In order to prevent the possibility of empty plots becoming overgrown in the 2017 growing season they can be offered to existing plot holders on an annual basis until allocated to new plot holders. Roger Winter has been working on a tenacy agreement for both sites and the allotment association. She thanked him for his hard work and support throughout this project.

Windmill View Work has not started yet the site may be delivered too late for 2017 cultivation. Condition of current WV planning application means that the terra matting and car parking must be provided before the site opens. Quotes had been received for the terra matting with options costing as follows: £7,934.40 ex VAT; £14,074.00 ex VAT; £33,149.00 ex VAT. Details of terramatting needed to be supplied to Planning Officer by 24/02/17, so the clerk had submitted the details of the cheapest material, no quotes for grass paths have been received. These will also need to be installed before access by plot holders. Further applications for Developers Contributions to complete the allotments will be made and this is likely to be in the region of £12,000. The works will qualify for funding. The grant application to the National Gardens Scheme Bursary regarding application for £5,000 funding for 12 sheds, guttering and water buts was unsuccesful.

St James Place County Councillor Ken Moon has approved an application for Councillors grant funding for two more water points/ taps. Cllr Crookshank proposed the following : that Councillors consider approving the option of grass protecta mesh (£7,934.00) if it is accepted by planning officer. As soon as handover takes place CPC contractors will be able to gain access to site to begin works; an application for Developers Contribution funding is made for grass protecta mesh and turf /grass seed for the grass paths; that CPC send a letter of thanks to County Cllr Moon for funding of £1430 for two additonal water taps at St James Place. All duly RESOLVED. A second option for terra matting had been received – it was agreed that this new suggestion be duly submitted for approval to the EHDC planning officer and a decision would be made acting on his decision

EHDC update CH reported that EHDC are pushing for a completion date

To update with regards to the progress with CPI/CSL on the Green Lane facility already reported

28/17TO UPDATE ON THE ST.JAMES PLACE COMMUNITY FACILITIES

Working Group Report and recommendations- inc. Proposal for security system / CCTV

Cllr Foster reported that things were progressing the WG had one team working to develop a structure/committee and another on the membership and lease. They were looking at the financial aspect and external funding. There was no information from the developer and there is no programme of works therefore access for fitting the kitchen is not available. There needs to be some clarity regarding the swales which have been included in the land the PC will be taking on – who will be responsible for future maintenance - Cllr Foster would discuss this and French drains with Cllr Williams. Cllr Bannell asked for the Councils authority to commence negotiations with the bowls club and he would be circulating a draft Heads of Terms in the next few days for members comments – all would be subject to contract/subject to approval. Duly RESOLVED. The wooden panel fence would be removed as this was where the bowling green was to be sited there would be a chain link fence and planting around the green. Cllr Williams was asked to work with Cllr Bannell with regards to the lease. Cllr Foster reported that he had obtained quotes for the dragons teeth but he was awaiting a quotation from another contractor so this would be brought to the April meeting – there may need to be a significant installation of dragons teeth with bollards at the road ends to protect the open spaces. He had received three quotations for the CCTV ranging from £4457 to £6595 he proposed that the middle quotation be accepted at a cost of £4690.00 as they were a well established company and could offer the best support Duly RESOLVED. Cllr Foster had obtained quotations for the kitchen fittings ranging from £1555 to £2613 – he proposed the middle quotation for £2240 as these units are supplied ready assembled – duly RESOLVED

29/17 TO UPDATE WITH REGARDS TO THE DOWN FARM CRIMEA BARNS – Working Group Report

The working Group are now in contact with the developer and they are grateful for the ongoing support from the District Councillors – the results of a feasibility study being carried out by EHDC Business Development Team are awaited. Danny Stallard's match-funding challenge set by District Councillor Guy Shepherd has been more than met and the crowdfunding and grant contribution total stands at £2,190. Thanks to all those individuals and groups who have contributed, for their generous support. As the Crimea Barn project does not appear to qualify for any developer contributions, funding from other sources is particularly important and gratefully received. The information leaflet approved at the last meeting has now been transformed and is being distributed to all village households during this week copies given to attendees

30/17TO CONSIDER A DOG POLICY FOR ALL PARISH OPEN SPACES

Cllrs Crookshank, Foster and the Clerk had met with the EHDC Animal Welfare officer who had given advice with regards to dogs on the Parishes open spaces as was raised at the last PC meeting (Report attached).
It was considered that there may be a possibility of installing a gate and re-fencing the boundary with Storrington Road as this area was already used for dog walking for clarity. A leaflet could be made available for all residents and information boards could be placed on the open space areas. It was RESOLVED that this way forward be accepted as and when the land was transferred.

OPEN FORUM 8.20 p.m.

Matters Raised: query regarding the retaining wall behind the community building – developers responsibility; date for the remaining works and transfer to PC– no date available; lack of swings in the toddlers play area – to be raised; precept increase - not only WV but also SJP needs to be managed, also the village has had over 30% extra housing; SJP to be transferred to the PC to safeguard for future open space – no further building; why did PC say they would take on the SJP facilities – to keep control and keep all facilities for the village;

MEETING RECONVENED 8.43 P.M.

31/17TO RECEIVE CORRESPONDENCE OF NOTE

E.mail from MP George Hollingbery regarding a constituents correspondence regarding the precept increase – duly responded explaining the reasons for the increase – response copied to all members
Clanfield FC – is it okay for their event to run until 8 p.m.. – general consensus via e.mail is yes
Manor View Parking issues – Bus turning area Nickleby Road contacted resident with an EHDC contact
Field View issue regarding vermin coming from St James place – passed to developers
Chalton Car Park – no update although it is now closed off again
EHDC Free Training Seminar - Public Space Protection Orders In Relation To Dogs
SDNPA Community Infrastructure Levy
HCC – Traffic Order Proposal – Chalton Lane – 30 and 40 MPH speed limit
HALC – Links to Housing White Paper & Consultation

32/17FINANCE

To receive March financial statement The financial statement had been circulated to members showing a closing balance of £356,534.62. The financial statement was duly accepted.

To receive list of payments Payments issued since the last meeting - £385.81. Payments presented at the meeting: £4,829.86- it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members.

To agree to the TSB account change from savings account to current account There were funds to be transferred from the gratuity account to the Pension fund, but due to the set up of the account this was not a straightforward transfer – therefore an application to have a current account with the Lloyds bank had been made and it was RESOLVED that this be pursued so easier access to the Councils funds could be attained

To consider a Business Credit Card – it had been considered that the PC should look into a business credit card – it was RESOLVED that this be duly pursued.

33/17TO DISCUSS AND AGREE THE WAY FORWARD WITH REGARDS TO THE PARISH WEBSITE

Cllr Williams had carried out a great deal of research with regards to the security checks for three companies who could provide website services - he was concerned with security breaches and hacking and had contacted all three companies and run his own checks. After presenting the Council with his findings and discussing them he submitted three companies for consideration – it was considered that although company 3 was the more expensive they could offer a more bespoke service, they were a local long established company; they showed willingness to engage and offered the best security they could offer what the Council required to run their website. It was duly RESOLVED that pending further enquiries they be duly engaged. The two main issues to be addressed: In the case that they are tasked to update the site, there should be a Service Level Agreement (SLA) that defines the response time from receipt of new content to be added to it appearing on the web-site and in the event that they were to cease trading, or no longer provide support to the PC, then Clanfield Parish Council should be able to continue supporting and developing their web-site.

34/17TO CONSIDER THE WAY FORWARD WITH REGARDS TO A PARISH LENGTHSMAN – Any further tasks

Members were asked to consider further tasks it was too, late to get involved with the scheme for this year but further enquiries would be made for next year.

35/17TO DISCUSS ISSUES REGARDING PEEL PARK

Play Equipment Nothing to report

Pavilion Nothing to report

36/17TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY

STORRINGTON ROAD – nothing to report

SUNDERTON MEADOW – nothing to report

SOUTH LANE MEADOW – the minutes of the SLMT meeting had been circulated

POND – Some tree works had been carried out at the pond which had opened it up ; the knee rails had been repaired.

37/17TO RECEIVE WORKING PARTY / COMMITTEE REPORTS

To receive planning committee minutes – The minutes of the planning committee meeting had been circulated and it was RESOLVED that they be duly accepted

Bus Shelters – update The bus shelters had been installed but without glazed panels the clerk had contacted the company and they said that the error was theirs and it would be rectified

Any other reports No further reports

 

The meeting closed at 9.43 p.m.

The next meeting is scheduled for Tuesday 4th April 2017 and will commence after the Annual Parish Meeting

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

All meeting minutes

Top