Meeting minutes

Meeting details
  • Date: 5th September 2017
  • Duration: 19:00 - 21:38
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

111/17TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from the Chairman Cllr Collins

112/17TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare and Cllr Crookshank declared an interest in item 20 on the agenda 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 Crookshank declared an interest in agenda item 4 a in relation to the grant application for Home Start Butser

113/17TO AGREE THE MINUTES OF THE LAST MEETING

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

114/17TO CONSIDER GRANT APPLICATIONS FROM

Homestart Butser Members discussed the application for a grant which was for £1,000 after discussion it was duly RESOLVED that the Council would support Home Start Butser to the sum of £350.00 as there was not much remaining within the precepted grant funds. Cllr Mocatta stated that he may be able to assist them with funding from his Councillors fund

Horndean Technology College Members discussed the application which was for £200 concern was expressed regarding subsidising Xmas lunches and was it a good use of Council funds. Members considered that this item should be deferred and further information sought regarding numbers of attendees from Clanfield

115/17TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

The meeting closed at 7. 12 p.m. to allow members of the public to raise issues with regards to agenda items

The only issue raised was to draw to the attention of Cllr Mocatta that the South Lane ditch adjacent to the HCC field in South Lane required clearing – Cllr Mocatta asked for the site details

The meeting reconvened at 7.14 p.m.

116/17TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies were received from Cllr Moon and Cllr Wren who is continuing to make progress.
Cllr Mocatta asked if the Council would allow him 15 – 20 minutes at the October meeting to update members on the HCC budget - he had nothing to report.

Cllr Bannell had produced and circulated a full report with regards to the items 117/17 to 121/17.

117/17TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS

The developers are responsible for paying the fees of the Parish Council’s Solicitors in respect of Windmill View and Down Farm Park but not in respect of Down Farm Barn:

  1. Windmill View Land and Premises (Green Lane Facilities) The developer has agreed with EHDC that all the outstanding works would be completed by 30 September. No further extensions of time will be granted by EHDC. The developers also have to obtain, from EHDC, approvals for two variations to the existing planning permission for the allotments and they will need to provide an undertaking to the Parish Council that they will undertake the outstanding landscaping around the bottom field in November which will be the beginning of the appropriate planting season. Subject to all these provisos being cleared and to the completion of the legal work, it is possible that these facilities could be transferred into the Parish Council’s ownership during October.
  2. Down Farm Park Land and Premises (St James Place Facilities) The legal transfer work is in hand and its progress is being monitored. The handover to the Parish Council will be in phases. The first phase comprising the bowling green, sports pavilion, car park and land on both sides of Down Farm Barn could be in October.
  3. Down Farm Barn (“Crimea Barn”) The Parish Council is responsible for paying the fees of its Solicitors in respect of the acquisition of the barn. These are currently estimated between £2,900 and £3,625 Plus VAT and disbursements of around £400. Following legal transfer, funds would need to be made available to reposition the new fence on the Chalton Lane side to allow working room on that side of the barn. This will close the unofficial footpath on that side. This footpath was formed by the developers pending the new road and footpath on the Green Lane frontage being provided. That new road and footpath is now in place. Members felt that, when the barn is transferred to the Parish Council, signs should be put in place to warn pedestrians in advance of the fencing works being undertaken.

118/17TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES

  1. Community and Sports Centre Outstanding works have been listed and are being addressed. However, some requests from the Parish Council could not be accommodated as it had been established that they were not in the specification of works which the developers are required to deliver. These included the possibility of railings on the pavement edge facing the front door of the building and the lack of privacy concerning some aspects of the layout in the ladies toilet/shower area. Notwithstanding these decisions, Councillor Bannell was asked to raise the lack of railings with EHDC representatives again as Members felt that the double height step in that position without the protection of railings is potentially dangerous.
  2. Tennis Courts The tennis courts are now being provided by EHDC, not by the developers. The basic ground works were nearing completion and EHDC had let a contract for the construction of the courts. There would be a 4 week mobilisation period and a 6 week contract period. At this point a question was raised regarding the information that had been received from EHDC to the effect that the sports pitch would not now be provided. Was this down to funding? This was understood to be the position.
  3. Allotments Report by Cllr Crookshank The original specification for the allotment site was a fenced area measuring 2,500sqm, a communal storage building with 14 lockers and a toilet, 6 car parking spaces and 3 water taps. CPC secured planning permission to increase the site by 675sqm (to provide a total of 26x 75sqm plots), 12 additional storage sheds and additional car parking. The developer and EHDC then stated that the toilet could not be supplied within the budget allowed for the allotments. A site meeting was held with the developers to decide on positions of water taps (CPC is paying for and has secured funding for additional 3 taps) and the size of storage lockers within the building to make better use of the space, now that there will be no toilet. The storage lockers have been installed the architect is happy with the quality and positions.

    The developer's contractor has now installed the fencing. The area fenced is much larger than the approved planning permission. Instead of 70m x 45.5m, it measures 83.4m x 53.7m. This has increased the size of the site by 40%, from 3185 to 4478sqm. Decisions had to be made quickly and the developer had decided to apply for a variation on the existing planning permission, rather than remove and reconstruct the fence. The new layout, if approved, will mean there will be wide avenues of unused land on two sides of the site. This can be grassed, or some slightly larger plots provided (on the outsides), leaving all sheds in the positions indicated on our plan, and less grass to have mowed. There are no plans to increase the number of plots as at present this site, and the one at St James Place, should provide a plot for everyone on the waiting list. No funding has yet been secured for the 12 sheds, but all the other extras (terramatting, taps, gate) will be funded from developers contributions.

    When a handover date is confirmed all plot holders will be invited to a meeting to set up an allotment association. The work to provide additional car parking must be completed by CPC before plot holders can use the site (condition of planning permission ). The grass paths will need to sown, but sadly seeds are unlikely to germinate in autumn. The plots will need to be marked out to enable the paths to be seeded. Hopefully plot holders will help with these tasks when the Parish Council owns the site or earlier if the developers should permit this work to be undertaken.
    It was suggested that perhaps a nature area could be created if the area remains larger than had been originally intended.
  4. Open Space Some remedial works are required to the open spaces to bring them to an acceptable standard – weeds; hollows etc. This is on the list of works which the developers have agreed to complete by 30 September.

119/17TO CONSIDER PROPOSALS FOR A BUND TO PROTECT THE TOP FIELD AT WINDMILL VIEW FROM UNAUTHORISED VEHICULAR ACCESS

The general consensus had been for bunds to be installed at the Whiteland Way open space area. Planning permission would be required and previous costings reviewed – it was also considered that although there would be planting of hedging and trees at the lower open space area this may also benefit from a bund – it was duly RESOLVED that authorization be given for the preparation and submission of a planning application and, if approved, the subsequent implementation of the works at Whiteland Way and it was also RESOLVED to authorize the preparation and submission of a planning application and, if approved and subject to the approval of an estimate, the implementation of the works for the lower open space area.

120/17TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES:

  1. Bowling Green and Sports Pavilion:
    Construction Status and Completion Date: there have been further delays concerning the pavilion construction – prospective completion date is October – the Bowling Green is almost complete
    Preparation of Lease to Bowls Club (including the Football Club License): The Parish Council is responsible for the legal fees of its solicitors which are currently estimated at between £3,190 and £3,480 + VAT. A draft lease for the bowls club and a draft license for the football club to use the changing rooms, kitchen and store in the pavilion are currently being reviewed. Interim bill from the solicitor received for £2,078.10 (part of the total) The Council had previously agreed a commitment to pay the property insurance without reimbursement but members felt that this decision should be subject to review at the end of the 10th year of the 25 years lease.
    Formation of Bowls Club: Not been formed to date
    Proposal for additional Car Parking: The car park which is being provided by the developers for the community facilities at St James Place (Down Farm Park) will have 22 spaces (there will be a separate car parking area for the allotments). The bowls representatives consider this provision to be inadequate. After discussion it was RESOLVED to authorize the preparation and submission of a planning application for an overflow car parking area and to incur the costs involved for the application fee and preparation of plans. The proposed overflow car parking area would not have a metalled surface and it would incorporate suitable landscaping.
    Inventory and Acquisition of Equipment: Cllr Foster had prepared an inventory of required equipment for the pavilion which included kitchen equipment etc.
    Storage Accommodation: There will be inadequate storage provision in the pavilion for bowls equipment. Various suggestions as to how this problem might be resolved were discussed. One suggestion that had been put forward was for the purchase of a storage container to be sited appropriately. That would still be a possibility but it was likely that, if granted, planning permission for this solution would be temporary. Other suggestions would involve some alterations to the new pavilion building. Further work would be undertaken to endeavour to find the most appropriate solution and it was RESOLVED that, if necessary, this could
    include commissioning professional services to prepare drawings to accompany a planning application to EHDC and also to obtain costings for the works for Parish Council approval.
  2. Sports Pitches: EHDC had been asked to check that the sports pitches are being constructed to the required Sport England specification. It was also reported that the size of the pitches would not be what CFC required. A further report on these matters would be submitted to a future meeting.
  3. Open Spaces, Allotments, Play Area: No handover of any of the phased facilities will be accepted until they are fully compliant with planning conditions and obligations. The Parish Council had been assured that EHDC’s Development Inspector will be checking on compliance.

121/17TO CONSIDER THE NEED TO PREPARE A LANDSCAPE STRATEGY AND MANAGEMENT PLAN FOR THE OPEN SPACE AREAS AT DOWN FARM PARK (INCLUDING WINDMILL VIEW).

Cllr Bannell reported that he had not yet been able to establish if the developers had prepared a Management Plan for the large areas of open space which are to be provided. In any event, he believed that the Parish Council should be considering its own Landscape Strategy and Management Plan.

Members considered that this would be the necessary way forward and Cllrs D’este Hoare and Thomas were appointed to carry out the task and present the Council with a proposal in due course.

At this point Cllr Bannell was thanked for the amount of time and effort he had put in to cover the items as discussed above (from 117/17 to 121/17)

122/17TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Working Group Report

Cllr Clarke reported as follows: Transfer - this has been dealt with under Councillor Bannell's report. Once the transfer is complete, appropriate security measures for the site are in place. The hoardings were removed from the housing site and the barn now has close-boarded boundary fencing on all sides, financed by the developer. Whilst the area is still being used by the developer, a section of that boundary is protected only by Heras panels Letters are about to be issued to several local companies inviting them to express an interest in the Project Manager position. Documentation for this has already been approved. These invitees are companies who have already completed survey work on the barn, or who are well-known as suitable architects and surveyors. The successful candidate will need to have experience in fundraising for similar projects. This exercise will provide some of the financial information necessary for potential funders for this part of the proposed work. As previously stated, this project, unlike other current Parish Council ventures, appears not to qualify for any developer contributions. Therefore, it is for the project group and in due course, the Project Manager to seek funds. The evening bat emergence survey needed for the bat report was completed last Tuesday 29th. Unsurprisingly, although pipistrelle bats were seen flying, they were not using the barn. With encouragement, in due course, they will return. This report will need to be submitted with the planning application for change of use.

The leaflets in local shops are drawing regular visits to the Facebook page which remains the online presence and for which 'viewing' alerts are received. Leaflets are in the process of being delivered to the remaining, newly-occupied properties, particularly those adjacent to the barn boundary, assisted by Neighbourhood Watch. As has already been indicated, the name of 'Crimea' Barn, adopted by former Councillor Brian Ahern as a 'flag of convenience' at the start of the campaign is being dropped as planned and the barn's rightful name of 'Down Farm' Barn re-instated, along with the building - as we make the transition from a campaign to Save Crimea Barn to The Down Farm Barn Project - for which the next move will be the preparation of a planning application for change of use and the restoration work.

A question was raised regarding time constraints for completion of works – there were no time constraints; would the project manager be a paid position - yes

123/17TO RECEIVE CORREsPONDENCE OF NOTE

Many of the emails circulated are covered under agenda items
Co-operative store communication regarding outside maintenance
Various queries regarding opening of new community building/footpaths etc
Clanfield routes HCC being presented to EHDC then CPC to finalise the proposals before public exhibition - no date yet
EHDC planning event held 16th August meeting papers sent to all; Cabinet grants webpage
- Community Grant forms – duly completed
Hampshire Highway Service Contract for Highway Maintenance
HCC news for local Council National Highway and Transport Public Satisfaction Survey - Member Consultation; Policing Team Setting Community Priorities
SDNPA Autumn workshops; -What’s happening in the SDNP
Draft Minutes of EHAP&TC June Meeting date of next meeting 6th September
HALC - Broadband Universal Service Obligation: Consultation on Design
-Big Lottery Fund – Awards For All; - Training and Events schedule
- Hampshire Police and Crime Panel: Have your say to put the brakes on traffic crime and associated nuisance; - 'Serving Hampshire - Balancing the Budget Consultation; - Update regarding Tribunal Fee Changes
South East Water draft drought plan 2017 – consultation

124/17FINANCE

To receive financial statements The August and September financial statements were duly circulated - the balance to date was £352,880.75 it was RESOLVED that the statements be duly accepted

To receive and agree Orders for Payment Payments totalling £37,796.88 - which included the payment for the community building kitchen - had been issued since the last meeting. Payments presented at the meeting: £8,104.55 it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members

To agree to obtain a debit card for ease of Council purchases for the Chairman, Clerk and Vice Chairman The clerk had spoken with the internal auditor regarding a credit card which had been previously considered and he suggested that a debit card might be more appropriate for the PC to make necessary purchases issued to the Chairman/Vice Chairman and clerk to make authorized purchases– it was duly RESOLVED that this be progressed.

125/17TO AGREE THE PARISH COUNCIL INSURANCE REQUIREMENTS FOR 2017

The Councils insurance policy was due for renewal on 13th September – the insurance broker had offered a variance of cover from three providers and after consideration members agreed that the existing insurer offered the best cover and competitive price for renewal – therefore it was duly RESOLVED that the quotation be accepted and also that the Council accept the three year commitment to gain a 5% discount, thus the invoice would be duly amended. The insurers had been made aware that the population has increased and also that the Council will be taking on the new facilities during the next year or two

126/17TO RECEIVE UPDATE ON THE PARISH WEBSITE

Cllr Williams reported that the host was waiting information to be populated – this was something that the new admin assistant could do. He had been looking at email set up for members not to use their personal addresses it would enable members to have individual addresses set up for residents to contact them directly after discussion members considered that all enquiries should go to the clerk and thus forwarded accordingly to members and they did not wish to have new individual email addresses but retain their own The Council were currently signed up for one year to a commercial email service provider it would be appropriate for an enquiry form to be placed on the new website which would be directed to the clerk

127/17TO RECEIVE UPDATE ON THE CLERKS ADMINISTRATIVE ASSISTANT – Appointment forthwith

As previously agreed the Chairman, Cllr White and Clerk were appointed as the interview panel for the position of Admin Assistant/Open Spaces Officer, 4 applicants had been interviewed and it was considered by the interview panel that the candidate best suited for the position was Emma Barritt – she was in attendance at the meeting – and she was duly appointed. She will commence work with the Clerk during September

128/17TO CONSIDER MOBILE TELEPHONES FOR CLERK AND ADMIN ASSISTANT

Members considered that mobile telephones would be required for both the Clerk and the assistant – the Clerk would look into what was available for PAYG mobiles and report back to the next meeting

129/17TO DISCUSS ISSUES REGARDING PEEL PARK

Play Equipment Regular reports being received – outstanding issues reported to Mr Andrews – one of the stepping pods needed to be replaced and the Clerk had ordered two so as to have a spare when required.

Pavilion Nothing to report

British Gas Energy Plan renewal A renewal notice had been received from British Gas for both the pavilion and the community building – it was agreed that a one year renewal be accepted and then all of the buildings which the Parish Council would be taking ownership of could be reviewed next year

130/17TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY

STORRINGTON ROAD Nothing to report other than the grass had been left to grow quite long prior to its last cut

SUNDERTON MEADOW The buddleia by the Sunderton Lane entrance was due to be cut back

SOUTH LANE MEADOW The minutes of the SLM Trustees meeting held on 23rd August had been duly circulated

POND There were still ducks on the pond – they had been provided with a duck house. There would be an autumn clear up scheduled soon

131/17TO RECEIVE WORKING PARTY / COMMITTEE REPORTS

To receive planning committee minutes; The planning committee minutes had been circulated and duly agreed – the next planning committee meeting was scheduled for Tuesday 12th September

Any other reports
Cllr White was due to attend the South of Butser PPG on Thursday

Cllr Bannell supported by Cllr Foster would be attending a Windmill View Residents Association meeting this coming Thursday.

Cllr Foster reported that he would be away at the same time as the Chairman one week crossover – it was agreed that point of contact during this time would be Cllr Bannell

 

The meeting closed at 9.38 p.m.

The next meeting is scheduled for Tuesday 3rd October, 2017

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

All meeting minutes

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