Meeting minutes

Meeting details
  • Date: 7th February 2017
  • Duration: 19:00 - 21:58
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

5/17TO RECEIVE APOLOGIES FOR ABSENCE / NEW VACANCY

Apologies were received from Cllr Lamacraft. Unfortunately since the December meeting Mr Amliwala had submitted his resignation for personal reasons therefore the vacancy had been advertised and as no by-election had been called the Council could co-opt a new member- advertisements placed on noticeboards and website.

6/17TO RECEIVE DECLARATIONS OF INTEREST

The Chairman, Cllr D’este Hoare and Cllr Crookshank declared an interest in item 17 as they are South Lane Meadow Trustees; Cllr White declared an interest in the Memorial Hall and is on the Patient Participation Group; Cllr Crookshank declared an interest in the allotments and Cllr Bannell on Windmill View

7/17TO AGREE THE MINUTES OF THE DECEMBER MEETING & JANUARY EXTRAORDINARY MEETING

The minutes of the December meeting had been circulated and it was RESOLVED that they be duly signed as a correct record. The Minutes of the January Extraordinary meeting had been circulated and it was RESOLVED that they be signed as a correct record

8/17TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Moon had submitted his apologies

Cllr Wren reported that the speed limit proposals for Chalton Lane would shortly be out for public consultation; he reported that Butser Ancient Farm had major plans ahead the last Community Forum had been well attended and covered the Rowlands Castle PC Neighbourhood Plan proposals it was suggested that Clanfield PC should look into producing a Neighbourhood Plan – this had previously been considered but was not pursued, partly due to the costs involved. Cllr Mocatta reported that East Meon had just produced the NP and it had not cost them anything due to grants etc.. it could take up to 3 years to produce a NP – the Parish Council would consider inviting a representative to a meeting.

Cllr Mocatta reported that EHDC are lowering Council Tax by 1%, HCC increasing by 5%, he reported that EHDC are buying commercial assets which give a higher investment return, to try to ensure that they meet their financial goals without increasing the Council Tax.

9/17TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Mr Laker was in attendance on behalf of BDW he reported that they were finalising the costs for the retaining wall no date available yet; they were waiting for a response from EHDC regarding the allotment building. There was concern raised regarding the increase in costs for the developer to provide the allotment building. No date was available for the preparation of the land for the sports pitch and tennis courts; the Chairman reported that the CCTV system had been installed and Brian Ahern was looking into the connection for the broadband this was dependant as to what connection was in the immediate area. It was reported that there was a lot of rubbish / litter which had been left by the contractor who were working on the LEAP/MUGA

To update with regards to the allotments Cllr Crookshank had submitted a report on the allotments in summary: with regards to Windmill View and St James Place letters had been sent to residents on the waiting list – some people had been on the list for quite some time and their circumstances had changed or they had moved and no longer required an allotment. With regards to the allotment building the s.106 caps the spending for the building at £15,000 – the building with 14 lockers etc was now costed at £27,000 – the option was for the PC to pay the difference, or ask the developer to provide the building for £15,000 this would exclude toilet / hand washing provisions. It was considered that more individual sheds could be considered but the planning department had said this would not be possible. There were concerns with regards to the building being provided with no toilet facility, and that it had almost doubled in price, but after discussion it was felt that the Council had no choice but to accept the offer from the developer to provide the building for £15,000 – duly RESOLVED in principle to accept, with 5 in favour. A check would be made to see if there were any services installed in the vicinity of the already laid concrete base. With regards to the terra matting quotes were still awaited; the gates had been purchased and would be installed by the PC contractor once the fence had been erected by the developer; Greening Clanfield will supply/donate 26 compost bins for the site; tan application had been made to the National Garden Scheme to assist with funding for the 12 additional sheds it was not expected to hear anything until March; Nothing can be done with regards to installing the terra matting / grass paths until the PC own the land. It was RESOLVED that when quotes have been received for terramatting and grass paths at Windmill View, an application can be made for developers contribution funding. Cllr Crookshan reported that St James Place site has no storage facilities. There are 25 plots each measuring between 32 and 40 sqm. Delivery date not known. The developer will provide 1.8m high chain link fencing, a double gate, 1.2m wide grass paths, 12 car parking spaces and one water tap. Cllr Crookshank considered that 1 tap was insufficient and the developer had costed two extra taps at £1,430 – it was RESOLVED that these be requested and that a request be submitted to the HC Councillor grant fund towards the cost of the taps.

EHDC update No update from EHDC apologies for non attendance duly received.

To update with regards to the progress with CPI on the Green Lane facility The Chairmans report is attached as an addendum to the minutes it has always been agreed that the running of the facilities would be carried out by the CPI who are offering a complete service including the fitting out of the kitchen – all members had received the breakdown quotations for the kitchen provision. The company had been consulted and they had sourced the best equipment for the kitchen and the best prices. If members agreed to progress the appointment of the contractor the Project Manager Brian Ahern – already appointed by the Council, along with the Chairman would retain tight control of the project and the costings as there had been a concern raised with regards to the non quoted costs for labour. It was duly RESOLVED that the CPI (Clanfield Parish institute be given the agreement to accept and proceed with the quoted contract. The Project Manager would report to the Chairman at least once a week. The Chairman considered that s sum of money should be made available to the CPI to initiate the project for the kitchen installation – it was duly RESOLVED that funds be made available on request if needed to engage the supplier for the kitchen. The Heads of Agreement document between the PC and CPI had been agreed at the extraordinary meeting and duly acknowledged the clerk would sign on the Councils behalf.

County and District Councillor Funding request The District Councillors have some funds remaining in the grant budgets and it was considered that an application should be made towards the cost of the provision of the dragons teethe to protect the open space area at Whitelands Way – duly RESOLVED.

10/17TO UPDATE ON THE ST.JAMES PLACE COMMUNITY FACILITIES

Working Group Report and recommendations The working group report has been circulated to all members Cllr Foster that there would be a bowling green, pavilion, car parking, 2 junior sports pitches, play park, allotments and an orchard area – he presented a map showing the area which would be owned by the parish Council – it was stated that the area would need to be protested by dragons teeth – these facilities were included within the s.106 for the development which had been produce with no consultation with the Parish Council. He reported that the pavilion would need to be fit for purpose – it would not be required by the football club. Cllr Foster, made the following recommendations for approval by the Council

Recommendation 1: that CPC take ownership of the Bowling Green, the pavilion, the football pitches, the play area, the allotments and the edible orchard as and when offered. It was duly RESOLVED that this be accepted

Recommendation 2: that CPC offer the pavilion and Bowling Green to a bowling club to be formed from a team of suitably qualified and experienced bowls people, to be managed under the terms of a lease to be drawn up by the Council, with legal advice, and jointly agreed with bowling club. The facility would be leased at a peppercorn rent, the PC would insure the building but the Bowls Club would be responsible for the running costs. After discussion it was RESOLVED that this recommendation be duly accepted

Recommendation 3: that CPC agree to allocate funds up to £33,000 (excl VAT but including 10% contingency) for St James Place Bowls green, pavilion and other St James Place facilities equipment as detailed, to enable the Working Group to proceed to seek external grant funding. After consideration it was RESOLVED that funds be made available – from the future recreational facilities budget – to provide the equipment required. The equipment should be prioritised i.e. CCTV essential and purchased accordingly. With regards to the tree planting it was stated that the developer would be planting any required trees. There was a question raised regarding dogs on the open spaces – it was agree that this would be discussed at a future meeting.

Proposal for Adoption of the provided facilities This item had been agreed as above

County and District Councillor Funding request A request for funding may be progressed

11/17TO UPDATE WITH REGARDS TO THE DOWN FARM CRIMEA BARNS – Working Group Report

Cllr Clarke reported that planning permission had been given to the developer for the relocation of three bungalows within the St James Place site and partial retention of Crimea Barn; the working group met on 26th January and discussed the various aspects of the project e. g. seeking funding, applying for change of use and other issues. Following advice, it was felt that the logical next step is to begin negotiations with the developer about taking ownership of Crimea Barn, with the support of District Councillors the WG are seeking to commence discussions with the developer at the earliest opportunity; for a planning application for change of use of the barn and some grant submissions, there will be the need to prove demand for the office or other use and to give an estimate of the value of the site both now and on completion of works; EHDC's Economic Development Team have agreed to conduct a feasibility study of potential alternative uses, estimated rental income, value of the site once restored and to establish what is termed as 'conservation deficit'- the results should be known by 17 February and the conclusions should allow the WG to make recommendations regarding viable use(s); one of the WG members, has once again launched a crowd funding appeal to raise funds for the project. A former District Councillor has generously pledged £500. District Councillor Shepherd, has offered a further £1,000 from his devolved budget if the community can raise a further £500 in the next few weeks. A Clanfield family has already kindly donated £100 and further contributions leave only £380 to raise. The WG thank these people for their considerable financial support and commitment to the project. In order to apply for grants, precise costings need to be provided for the work and an architect or surveyor engaged to act as project manager on behalf of CPC. Councillor Bannell has prepared a draft document, for approval by members, to invite tenders for this work, to be advertised as procedures require. It would assist some Parish Council members to become more familiar with heritage building and construction issues, two Parish Councillors feel it of benefit to attend a Farm Buildings course (£99pp) at the Weald and Downland Museum; the WG have produced a leaflet explaining the history of Down Farm and the situation with Crimea Barn, inviting anybody who wishes to become involved to come forward. This is intended for distribution to each household in the village. The WG requested approval for: The Draft Tender Invitation document – it was duly RESOLVED to accept when the time is right; attendance at Farm buildings training course at Singleton Museum (£99pp) and any others deemed necessary – it was duly RESOLVED that this be accepted; Production and distribution of Crimea Barn leaflet – duly RESOLVED as there was funds in the advertising budget. It was reported that correspondence had been sent to the developer but no response received to date.

OPEN FORUM 9.00 p.m.

Matters raised: village finger posts – in the process of being re-painted etc; litter picking volunteers – there was a litter picking event scheduled – perhaps Councillors could attend; a large amount of car tyres had been dumped in the areas;

MEETING RECONVENED 9.05 p.m. Three attendees left the meeting

12/17TO RECEIVE CORRESPONDENCE OF NOTE

Bin Emptying Service agreement – increase of 2% total £2545.92 per annum - clerk did make a tentative enquiry from local company and they came back with a larger figure – it was considered that this and the grass cutting contract can be reviewed towards the end of this year in time for 2018 when the PC will know exactly what additional bins and grass areas they will be responsible for- agreed
Copy e.mails regarding speeding along Downhouse Road
Letter from Sustainability Centre regarding project support – to be responded to stating CPC had a lot of projects at the present time
Letter from CFC regarding an event in June – the FC wished to hold a fund raising event – it was duly agreed that they could go ahead provided they had their own Risk Assessment and Insurance cover
Parking congestion in North Lane – concerns raised and direct to the local police who state that they are aware of the problem at school time and do patrol the area
EHDC – new portfolio – Health and Wellbeing; Consultation on a revised Gypsy & Traveller Accommodation Assessment any responses please forward to clerk asap; Impact of Farnborough Airspace Change Proposal meeting 24th February

13/17TO CONSIDER THE WAY FORWARD WITH REGARDS TO CHALTON CAR PARK

The Clerk reported that there have been letters / e.mails received, a letter had been written suggesting that the PC would consider paying the precepted sum to the landowner to lease the car park – a response from the landowner stated that they are in communication with Fullers and EHDC – the car park was currently open

14/17FINANCE

To receive January/February financial statements The January and December financial statements had been circulated to members showing a closing balance of £362,213.91. The financial statements were duly accepted.

To receive list of payments Payments issued since the last meeting £4,697.54. Payments presented at the meeting: £7,506.45 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members.

To agree to transfer the Clerks gratuity into the pension fund There is £8,000 plus sitting in the gratuity account – no further amount can be added to this as Pension Scheme was now in place - advice was sought from SLCC and they stated that it can be transferred to the Pension Fund – it was RESOLVED that this be the agreed course of action

To consider a donation to Victim Support A grant application had been received from Victim Support – members considered the application and it was duly RESOLVED to support the group to the sum of £300.00

To release the precepted funds of £500.00 to the South Lane Meadow Trustees The sum of £500 had been precepted for the maintenance etc for South Lane Meadow – it was duly RESOLVED that the aforementioned sum be paid to the Trustees.

To agree to change of signatory- forms to complete Cllr Foster had recently been appointed onto the Finance Working Group and it was duly RESOLVED that he become the fourth signatory on the Parish Councils accounts – form to be completed accordingly

15/17TO CONSIDER AND AGREE THE PRECEPT FOR 2017/18

A draft precept had been duly circulated, but a question arose as to whether the precept figure would be enough to cover all of the extra expenses which would be incurred by the Council over the coming year(s) with the new facilities etc which they were being asked to take responsibility for. After discussion it was duly RESOLVED that the Precept for 2017 / 18 be set at £134,796.00, this would include an increase in property maintenance; Future Recreational Facilities; funds for the Crimea Barn etc.

16/17TO REPORT ON THE 2016 CAROL SERVICE & AGREE FUNDING FOR THE 2017 CAROL SERVICE

Cllr Foster reported that the 2016 Carol service had been a success and asked for an agreement for the Council to fund the event – up to £500 – for 2017 – it was duly RESOLVED.

17/17TO UPDATE ON THE PARISH ASSISTANT – TO BE ADVERTISED IN JUNE

Due to Clerks workload over the next couple of months – year end/ Annual meetings etc it was RESOLVED that this would be progressed in June

18/17TO DISCUSS AND AGREE THE WAY FORWARD WITH REGARDS TO THE PARISH WEBSITE

The Chairman reported that one designed had submitted a quotation and further quotes were being sought from the two companies who operated neighbouring Parish websites – Cllr Williams offered to have a look at the quotations and what was being offered – item to be progressed in due course.

19/17TO CONSIDER THE WAY FORWARD WITH REGARDS TO A PARISH LENGTHSMAN

The list of required jobs / tasks needed to be quite specific – Mr Andrews does do some of the work required – the PC needed to decide if they wished to progress this jointly or independently

20/17TO DISCUSS ISSUES REGARDING PEEL PARK

Play Equipment - Regular weekly inspections were taking place any reported concerns were passed on to Mr Andrews for action – the Annual inspection was scheduled for May 2017.

Pavilion - nothing to report

Cllr Crookshank raised an issue regarding the skate park there had been some non offensive graffiti on the ¼ pipe on the Petersfield Road side; the bin was being monitored as it was sometimes overflowing – it was being emptied regularly – it may be that an additional bin is required.

21/17TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY

Storrington Road - the roadside hedge had been cut back; Cllr Crookshank raised a concern regarding the newly installed LEAP and the fact that access could be gained onto Green Lane – it was reported that the developer would be installing a new fence alongside the road.

Sunderton Meadow - the laid hedge had been cut and maintained along with roadside hedge

South Lane Meadow - the Trustees meet on 21st February

Pond – the fence around the viewing area was becoming rotten – it was hoped that as part of the HCC s106 funding this would be replaced – in the meantime the clerk would ask GA to look at the area in question. Some tree work was due to be carried out.

22/17TO 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. The next meeting was scheduled for Tuesday 14th February, 2017.

Bus Shelters - there had been an unfortunate accident whilst the shelters were being transported to site – it was hoped that they would be installed in the next week or so

Any Other Reports Cllr Foster had attended the Community Forum and his report had been circulated.

 

The meeting closed at 9.58 p.m.

The next meeting is scheduled for Tuesday 7th March 2017 and will commence at 7.00 p.m.

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

All meeting minutes

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