AGM minutes

Meeting details
  • Date: 2nd May 2017
  • Duration: 19:00 - 21:35
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

52/17ELECTION OF CHAIRMAN AND VICE CHAIRMAN

Nominations were requested for the position of Chairman – Cllr Terry Collins was proposed and seconded, it was duly RESOLVED that Cllr Collins be re-elected as Chairman for the coming year. The Declaration was duly signed by the Chairman

The Chairman called for nominations for Vice Chairman – Cllr Foster was duly nominated and it was therefore RESOLVED that he be elected as Vice Chairman for the coming year.

53/17PRESENTATION ON THE NEW PARISH WEBSITE FROM PETER GARRETT

The Chairman introduced Peter Garrett from Serenity Digital and invited him to give his presentation to the meeting on the proposals for the new website. Mr Garrett demonstrated what the website would look like and how it could be accessed – it would be modern engaging and easily accessible with an attractive and rural feel and would be a virtual front door to the village. The website would be easy to update and easy to use for visitors to the site. It would include links to other sites i.e. the Memorial Hall/ community centre/police/EHDC etc. Along with all aspects of the requirements for the Parish Council – minutes; agendas; projects; finance etc and would be regularly updated. It was proposed to launch the new website at the beginning of June. Templates would be produced for updates and input. It was stated that updates would need to be more regular than once a month and items would need to go on the site as soon as possible to meet timeframes etc. All input would go via the Clerk. It was considered that photographs/bios of members should be included. Twitter and Facebook would also be included.

The Chairman thanked Mr. Garrett for his presentation.

54/17TO RECEIVE APOLOGIES FOR ABSENCE – update on the vacancy

Apologies were received from Cllr Crookshank.

The Clerk reported that no election had been called for the vacancy and the Council could co-opt – one interested resident was in attendance at the meeting – it was hoped that a new member could be co-opted at the June meeting.

55/17TO RECEIVE DECLARATIONS OF INTEREST

The Chairman , Cllr D’este Hoare declared an interest in item 18 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 Bannell on Windmill View; Cllr Thomas Clanfield Online

56/17TO CONSIDER GRANT APPLICATION FROM THE CLANFIELD CELEBRATIONS GROUP

There was representation from the Clanfield Celebrations group in attendance and they gave a brief update on the proposed event scheduled for 8th July – any proceeds from the event would be shared between the HIOW Air Ambulance; young Carers and Home Start Butser. The event was well supported with stalls etc for local people organisations. After consideration members agreed to support the event to the sum of £300.00 duly RESOLVED.

57/17TO AGREE THE MINUTES OF THE APRIL MEETING

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

58/17TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Moon had submitted his apologies.

Cllr Wren reported that there was the forthcoming HCC election this Thursday; there is a young drivers starter lesson event at Penns Place on 14th May; George Hollinbery has pledged to do something about the noise from motorbikes on the A272/A32; The planning application for 33 houses on Lovedean Lane has been refused; EHDC has taken 14 people to court for non-payment of litter fines; car parking charges have increased in Petersfield following a three year freeze they have now increased from 60p to £1; Nickleby Road parking issues (bus turning area) PCSO’s have looked at the area today; member raised their concerns regarding car parking charges increase and also raised an issue regarding fly tipping

59/17TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

To update with regards to the progress with CPI/CSL on the Green Lane facility The Chairman reported that EHDC were monitoring the schedule of works – the work on the retaining wall was supposed to have commenced on 24th April but nothing had happened to date. – enforcement orders would be issued as necessary. Claire Hughes advised that the Planning Officer was in close contact with the developers over the need to progress with the outstanding issues at the Windmill View community facilities. He has advised that he has requested weekly updates from the developers on the delivery of the community building to ensure the District Council is kept informed of any slippages. He has requested that all the outstanding requirements of the S106 be fulfilled by the 12 May 2017. The Green Lane catch up meeting was scheduled for 4th May – the issue of the lack of a swing at the play area would be raised. The provision of Broadband was proving difficult but would hopefully be resolved. The draft Heads of Terms would be discussed at the Memorial Hall committee meeting on 15th May.

To update with regards to the allotments - including Draft Tenancy agreement Cllr Crookshank had produced a report which had been circulated to members - estimate for delivery date for community facilities at WV is w/c 24/07/17. This means that by the time CPC arrange for grass seed sowing and terramatting to be laid, there will be no opportunity for allotment plot holders at Windmill View to cultivate for the 2017 growing season. Proposed delivery date for SJP allotment site is December 2018. The proposed tenancy agreement for both sites had been circulated members – rental figures will need to be agreed with finance working party. It is usual to charge per square metre, and take into consideration facilities provided. So SJP rental will be less than WV. Fundng still being looked into for the sheds; quotes for grass paths at WV were looked into, but nothing received; matters to be addressed would be passed on for the Green Lane catch up meeting on 4th May

EHDC update CH reported that the official handover of the building, from the contractor to the developer, would take place on 4th May; Linda Brown is working through the building manual the fencing was not yet installed around the allotment area; there had been complaints regarding the grass cutting this had been chased; the St James Place pavilion was progressing

60/17TO UPDATE ON THE ST.JAMES PLACE COMMUNITY FACILITIES - Working Group Report

Cllr Foster reported that the bowls pavilion and green should be handed over in July; the CCTV contract had been awarded and duly signed, although it was at a slightly increased cost due to having to be wireless; 20 people have expressed an interest in becoming involved – people will be required to be Trustees; the major issue is car parking – this would need to be addressed as it was considered that the proposed parking would not be sufficient; it was duly RESOLVED that the new name for the area would be Down Farm Park; the event held on 29th April was very well attended – an approach had been made regarding brewery advertising and possibly the provision of a bar – it was considered that the PC should wait until things had settled first;

Cllr Bannell produced the draft Heads of Terms duly circulated to members and after full discussion on the proposals it was duly RESOLVED (1) to approve the Draft Heads of Terms for the proposed Lease, with amendments as agreed at this meeting; (2) To authorise the Clerk to instruct the Council’s Solicitors to advise upon and prepare formal documentation. With regards to the F. Club lease this would be discuss at the June PC meeting. Cllr Bannell was congratulated on the work done to date (with support from Cllr Williams)

61/17TO UPDATE WITH REGARDS TO THE DOWN FARM CRIMEA BARNS – Working Group Report

Cllr Clarke reported that the draft document for transfer of ownership of the Crimea Barn site to the PC was discussed with the developer at a meeting on 5 April, involving her and Councillor Bannell the details of which was then confirmed in writing on 11 April. Response awaited. Councillor D'este Hoare and Clarke attended a farm buildings course run by the Weald and Downland Museum at Singleton which gave very helpful information and included cases of farmstead and farm buildings which have been converted for residential, business and community uses. A second course is to be run in October - approval for two places requested. A request was also made to approve a further print run of 1000 leaflets for further distribution

The project group is intending to have a 'pitch' at the Southern Parishes Summer Fair on 24 June 2017 to spread word to a wider audience. Public donations continue, through various avenues with over £50 from the support of Rising Sun customers feeding the collection box on the bar. Approval was given for the attendance of the two members at the second course at a cost of £90.00 each and also for another leaflet print run at a cost of £180.00

62/17TO CONSIDER THE PRODUCTION OF AN INFORMATION/UPDATE LEAFLET FOR PARISHIONERS

It had been suggested that an information/promotional leaflet should be produced to send out to the community to inform the residents/as a platform to the future PC PR strategy and to help towards the launch of the new website. It was considered that this would be a worthwhile course of action. Cllr Bannell had submitted a first draft and it was duly RESOLVED that this be progressed – Cllr Clarke would assist Cllr Bannell in the production which would be similar to the Crimea barn leaflet and include photos of the areas in question

OPEN FORUM 8.50 p.m.

Matters raised; Contact details of Councllors on website? – should go through the clerk , but there should be a facility to enable people to email councillors directly; WV sports pitches – EHDC will level the land and provide the tennis courts and pitches; Speeding in the village – an email had been circulated from concerned resident and would be considered at the June meeting –there were HCC proposals for the village and a public meeting should be held by HCC in the near future, this could be a matter for the new County Councillor; Speedwatch are looking for volunteers; donations for the barns – Pay Pal facility could go on website; grass cutting on the new estates – developer responsibility; road adoption – HCC; possible new printer for leaflets at a reduced cost (PG); PG reported that the Clanfield Challenge event was sold out and they have raised £10,000 £5,000 to go to charities.

MEETING RECONVENED 9.05 P.M.

63/17TO RECEIVE CORRESPONDENCE OF NOTE

Communication from local resident regarding speeding in the village in particular Sunderton Lane - 30mph –he has written to HCC etc...
Council Tax correspondence e.mails
Voluntary Care AGM – possible invitation to a CPC meeting
Butser Neighbourhood Policing Team – Police Sector priorities – request for any urgent issues
EHDC – Outstanding works programme - Windmill View
- copy letter regarding a pavement accident in Green Lane resolved between HCC and the resident Prevention of accidents at pavement works
- Parish/Town Council Local Plan Briefings – meeting documents duly received
and circulated
- Parish Council Consultation Environmental Services 13th June 6.30 p.m.
HCC - Clanfield Routes - The Meadows - Parish Council - One particular option was the path through the meadows from Sunderton Lane to South Lane. Can I get clarification from the Parish Council as to if they would expect pedestrian footpath or a shared use route on their land.
Winchester Council - Adoption of the Winchester District Local plan part 2
Hampshire Fire and Rescue Service - Prince's Trust
HALC Code of Conduct Conference – 14th June

64/17EHDC STRATEGIC HOUSING LAND AVAILABILITY ASSESSMENT – CALL FOR SITES – Council response

A letter had been received from EHDC calling for development sites – sent to all parishes – the PC had sent a letter to the local MP regarding this issue as it was considered that Clanfield had suffered enough development recently the local MP had called the Chairman and stated that he would help if there were larger developments proposed in the future. It was stated that CPC needed to be careful about the Settlement Boundary Review when it happened

65/17FINANCE

To receive May financial statement The May financial statement was duly circulated showing a balance to date of £415,319.52 this included the first precept instalment it was RESOLVED that the statement be duly accepted

To receive list of payments Payments totalling £1,371.84 had been issued since the last meeting. Payments presented at the meeting: £4,518.31 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members. The Clerk had produced revised Orders for Payment document which would be signed by two signatories.

To agree and sign off the accounts for 2016/17 The accounts had been produce in the computerised format and have been duly inspected by the internal Auditor – it was duly RESOLVED that the Chairman and Clerk would sign the accounts accordingly

66/17TO RECEIVE THE ANNUAL AUDIT STATEMENT

  1. To Agree the Annual Governance Statement The Annual Statement of Assurance had been received and the appropriate section had been copied to members – it was RESOLVED that all sections would be completed with a “yes” and the Chair and Clerk would duly sign accordingly. The audit would be advertised on the noticeboards accordingly
  2. To agree the Accounting Statement The accounting statement was submitted to member and it was RESOLVED that it be duly accepted.

67/17TO UPDATE AND AGREE THE WAY FORWARD WITH REGARDS TO THE PARISH WEBSITE

Following the presentation regarding the website it was agreed to progress as per previously agreed resolution as matters of concern had already been raised and addressed.

68/17TO DISCUSS ISSUES REGARDING PEEL PARK

Play Equipment – The annual RoSPA inspection was imminent

Pavilion – No matters raised

Skate Park – bin Cllr Crookshank had reported that the bin at the skate park was overflowing again – it was duly RESOLVED that a new bin would be installed and the cost of emptying be added to the contract

69/17TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY

STORRINGTON ROAD No matters raised

SUNDERTON MEADOW The resident who had been gathering and planting the seeds is continuing to do so but he was generally disappointed that very little had generated any flowers; Cllr Thomas reported that there was rubbish dumped from the adjacent properties over the hedge between the meadow and Trafalgar Rise and gates had been installed to gain access to the Meadow – to be viewed.

SOUTH LANE MEADOW May events – Clanfield Challenge 14th May; Car Boot Sale 121st May the SLMT AGM was scheduled for Tuesday 23rd May

POND Mr Andrews had been asked to make some repairs to the gate.

70/17TO 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 planning committee meeting was scheduled for 16th May

Bus Shelters – update - the date was now expected to be early June as the contractor wished to tie the visit in with other works in the area

Any other reports Cllr White is attending the PPG on Thursday and she would raise the issue of the out of hours service. Since Dr Parnell has left the practice the surgery has changed policies withdrawing non-vital services i.e. ear syringing

71/17TO MAKE ANY CHANGES AS NECESSARY TO THE COMMITTEES / WORKING GROUPS – Elect Chairman of the Planning Committee

No changes were made to the Working Groups / Committees - it was duly RESOLVED that Cllr White be re-elected as Chairman of the planning committee

 

The meeting closed at 9.35 p.m.

The next meeting is scheduled for Tuesday 6th JUNE 2017

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

All meeting minutes

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