Meeting minutes

Meeting details
  • Date: 3rd October 2017
  • Duration: 18:45 - 21:25
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

132/17CLANFIELD VOLUNTARY CARE GROUP: Where we've come from and what we do

The Chairman welcomed Brian Johnson, the Chairman of Clanfield Voluntary Care Group, to the meeting.

Mr Johnson reported that there are 120 independent Voluntary Care Groups across Hampshire and they are supported by the Good Neighbours network. The Clanfield Voluntary Care Group was established in 1977 and consists of three elements management team, co-ordinators and volunteers. He explained how the system worked on a rota basis there was initially 50 volunteers but this is now down to 36 the volunteers cannot continue once they reach 75 as they are then no longer covered by insurance. Visits include taking people to the hospital, doctors, hairdresser, shopping etc but they also provide a service to sit with clients perhaps whilst their carer needs to go out etc. They do have some funding as they charge for the service but any profit is donated to local concerns. They receive around 270 calls per annum and travel around 2500 – 3000 miles per year and assist about 70 local people. The group are supported by the Portsmouth Diocese Centre and training and insurance is offered through them, although some personal insurers will offer cover. It was stated that they need to increase their profile as volunteers numbers were reducing. The PC could add links to the service on their new website and through Facebook. Leaflets could be put on the noticeboards. The group are looking into a new telephone system. The CVCG could also contact the Neighbourhood Watch co-ordinators e.g. those at the new Windmill View and St James Place estate.

The Chairman thanked Mr. Johnson for attending the meeting and giving an insight to the work of the CVCG.

133/17TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr K. Crookshank and District Councillor K. Moon.

134/17TO RECEIVE DECLARATIONS OF INTEREST

The Chairman and Cllr D’este Hoare 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;

135/17TO 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.

136/17TO CONSIDER GRANT APPLICATION FROM: Horndean Technology College

Members had received further information with regards to the attendees from Clanfield – 15 to 18 people attended. Members therefore considered the application and it was RESOLVED that the sum of £150.00 be donated

137/17TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed 7. 06 p.m.

Matters raised: questions regarding the bowling green and pavilion at St James Place (to be known as Down Farm Park), including what type of fencing is going to be provided around the bowling green and its position and where pedestrian access onto the nearby sports pitches is going to be located? It was understood that the existing fencing on two sides of the bowling green is temporary. Further information about the bowling green fencing had been requested from the developers. Detailed landscape drawings relating to the St James Place development had also been requested.

Meeting Reconvened 7. 11p.m.

138/17TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Councillor Moon had submitted a report which covered the following items; 30 hours free childcare for three and four-year-olds - top ten things to know; Helping people stay safe on the road for as long as possible; Hundreds of East Hampshire businesses given money off new rates; Local sporting talent can receive a cash boost from EHDC; Citizens Advice East Hampshire signs up to provide advice services; East Hampshire’s “Celebration of Volunteering” 2017; EHDC’s animal welfare officers are golden retrievers.

Cllr Mocatta reported that a cabinet meeting will be held to discuss the proposed County budget. Funding could be reduced for school crossings; recycling centres; Hampshire has no plans to charge for household rubbish; Library Service could be affected. The QECP has new playgrounds installed in the Park one for children, one for dogs and one for adults, through third party funding, this is considered an investment in the QECP and encouragement for ore usage the charging scheme may, however be effected. Many things had to be considered with regards to any of the proposed cuts to services i.e. devolving services.

With regards to the Parish Boundary Changes – there would be no impact on the Parish.

139/17TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS

Windmill View Land and Premises (Green Lane Facilities); The legal work was proceeding. The Parish Council’s solicitors had advised that a contract should precede transfer as the S106 Agreement, in itself, did not provide the Parish Council with sufficient legal protection. It was understood that this had been agreed by the solicitors acting for the developers. EHDC had signed off the developers’ compliance with S106 requirements at Windmill View except for landscaping around the bottom field which is due to be carried out in November. The developers would provide an undertaking to complete this outstanding landscaping work if the transfer preceded its implementation. A warranty was still required for below dpc level construction works on the Community and Sports Centre. EHDC had granted planning permission to vary the consent for the allotments to cover the incorrect positioning of the fencing by the developers and the small addition to the communal store which houses the service intakes.

Down Farm Park Land and Premises (St James Place Facilities); This was moving towards a contract in the first instance (for the same reason as had been reported above for Windmill View) and the transfer of Phase 1 (which will include the bowling green, the sports pavilion and the car park).

Down Farm Barn (“Crimea Barn”); There had been no progress with regard to the transfer of the barn. The Parish Council’s solicitors were still awaiting draft documentation from the developers’ solicitors.

140/17TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Community and Sports Centre
Cllr Bannell reported that, following the previous concerns expressed by the Parish Council, railings would now be positioned opposite the main doors to the building. The Chairman also reported that he, Cllr Bannell and Cllr Foster had been shown over the building and its service installations by the building contractors and EHDC’s appointed architect.

A statement from the Chairman of Clanfield Parish Institute (CPI), at its AGM, had been reported in the Clanfield Post – it was RESOLVED that the Parish Council issue a press release in response as follows:

“We refer to the report on the front page of last weeks Clanfield Post. Clanfield Parish Council (CPC) has had to seek the support of EHDC to secure other options for the running of the new Community and Sports Centre. CPC has had no option but to take this route as Clanfield Parish Institute (CPI) indicated that it did not wish to sign a lease for occupation of the property and, despite numerous requests from CPC, has not provided a business plan and budget against which any on-going financial support from public funds can be justified and monitored. CPC has not terminated discussions with CPI. If CPI should wish to return to the negotiating table, the door remains open. In the meantime, discussions are progressing, through EHDC, to secure another operator. CPC understands fully the need to have the new facilities open and in use as soon as possible and will continue to work with EHDC to this end.”

Following legal advice and in the light of the present uncertainty concerning the operation of the Community and Sports Centre, it was also RESOLVED that a letter should be sent to the CEO’s of EHDC and Barratts (Southampton) with regard to the community facilities at Windmill View to:

  1. Confirm that CPC is willing to take the transfer of the top field (with the allotments) immediately.
  2. Confirm that CPC must decline to take the transfer of the Community and Sports Centre until negotiations with an operator are satisfactorily concluded.

Tennis Courts
EHDC, not the developers, are constructing the tennis courts. The courts have had to be re-orientated due to the discovery of a soakaway pit when the preparatory ground works were in progress. EHDC had stated that the courts would still comply with LTA requirements.

Allotments
A report had been circulated from Cllr Crookshank. The gates had now been fitted. It was agreed that if the transfer happens in the next few weeks then the paths would be laid out and seeded as soon the Council takes ownership. It was RESOLVED to accept a quotation of £2,540.00 + VAT for this work. The quotation allowed for over-sowing next year if required.
Open Space Some remedial works had been carried by the developers, notably the filling of some hollows on the bottom field.

141/17TO RECEIVE UPDATE ON PROPOSED BUNDS TO PROTECT THE TOP AND BOTTOM FIELDS AT WINDMILL VIEW FROM UNAUTHORISED VEHICULAR ACCESS: to agree costings and to place contract following planning permission.

It had been confirmed that planning permission would be required for the construction of the bunds. Three contractors had been approached with one quotation received for bunds to protect the top and bottom fields. It was agreed that the bottom field decision would be deferred for the present but work on the top field would be put in hand as soon as planning permission has been obtained and the land has been transferred into the ownership of the Parish Council. The contractor who had submitted the estimates would be approached to see if there could be a reduction in the price if they should be instructed to carry out the bund work on both fields. OS maps would be required for the location plans which would be needed for the planning applications and these would be sourced through Blackwells at a cost to the Parish Council. It was duly RESOLVED that the planning application be submitted for a bund to protect the top field and the quotation for the work on the top field (£4,180.00 + VAT) be accepted.

142/17TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES

Bowling Green and Sports Pavilion:

  1. Construction Status and Completion Date - The kitchen had been fitted and internal decoration works had commenced within the sports pavilion. The developers had not given a completion date but it was thought that all the building works at this facility could be finished in about 6 weeks. Cllr Foster stated that there is one concern regarding water retention on the surface of the bowling green after rainfall – this has been reported to the developer. Steps to the pavilion were not yet compliant as hand and guard rails needed to be installed. A ramp to provide access to the bowling green for disabled people was under construction.
  2. Preparation of Lease to Bowls Club (including the Football Club Licence) The second draft is currently being prepared by the Parish Council’s solicitors. When available, it would be circulated to members of the Council and to the Trustees of the Bowls Club when they are appointed.
  3. Formation of Bowls Club It was stated that the representatives of the bowls club would be taking steps to appoint Trustees following their next update meeting with members of the Parish Council and officers of EHDC on 18 October. This would leave about 2 months for the lease to be agreed and signed if, as anticipated, the club would wish to take occupation of the property in January 2018. It was noted that the representatives of the bowls club had expressed concern about the water lying on the bowling green following rainfall and about changing facilities for lady members. These points would be considered and they would be taken up with the developers and EHDC as appropriate.
  4. Proposal for Overflow Car Parking - planning, costings, contract considerations. A planning application was being prepared for submission to EHDC by the middle of October. Estimates for the work were being obtained. One contractor had already visited the site and two others are being approached.
  5. Inventory and Acquisition of Equipment - costings, contract considerations. Cllr Foster had produced an inventory earlier in the year. He would now be reviewing this with representatives of the bowls club with a view to purchasing what is required and which has already been approved by the Parish Council prior to the opening of the club. Cllr Foster also advised that more detailed costings would be obtained in the near future for works that would be required to other community facilities at St James Place, including the protection of the open spaces with bunds or dragons teeth etc.
  6. Storage Accommodation - planning, costings, contract considerations. External storage would need to be provided. A review had concluded that alterations to the sports pavilion to provide storage space for the bowls club would not be a realistic option, not least because such works could affect the warranties of the building. Siting a storage container in an unobtrusive position outside and at the rear of the sports pavilion had been considered. EHDC had said that planning permission would be required and it was possible that, if granted, that would be for a temporary period of, say, 2 years. The need for planning permission was queried by County Cllr Mocatta. Cllr Bannell would double check the position in that respect. There was discussion about the cost and size of a container, proposed to be 20 ft by 8 ft and and some members were concerned about its proposed siting. However, it was accepted that something had to be done to provide adequate storage arrangements for the bowls club’s equipment and it was RESOLVED by a majority decision (two members abstaining and Cllr White expressing concern) that the Council should look into the provision of a container, painted green, with further information, including costings for new and second hand alternatives, being obtained and submitted to the November meeting.

Sports Pitches - It was noted that a meeting with representatives of the football club had been arranged for 6 October. Some concern was expressed about the weeds that are growing on the plateau but it was recognised that construction of the pitches is by no means complete.

Open Spaces, Allotments, Play Area etc. - There was nothing further to report at this meeting.

143/17TO RECEIVE UPDATE ON THE PREPARATION OF A LANDSCAPE STRATEGY AND MANAGEMENT PLAN FOR THE OPEN SPACE AREAS AT DOWN FARM PARK (INCLUDING WINDMILL VIEW).

Cllr D’este Hoare reported that he and Cllr Thomas had looked at the open spaces along with Cllr Clarke who had expressed an interest. Cllr Clarke’s inclusion in the team was agreed. They had carried out a preliminary walk around the 2 new sites and they will be working on landscape requirements and future management with budgets for the future. It was anticipated that they could produce this by early Spring of next year. There will be a lot of information to take on board once the detailed landscape plans had been received. It was suggested that the Councils Dog Policy, adopted previously, should be put on hold in so far as St James Place (Down Farm Park) is concerned until it can be synchronised with the Landscape Strategy and Maintenance Plan. Requirements for the open spaces would need to be considered i.e. wildflower areas, seats bins etc...

Emma Barritt would assist the team as the new Open Spaces Officer

144/17TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Working Group Report

The process of transferring the Down Farm Barn site to Clanfield Parish Council continues, with Councillor Bannell liaising with the developer and our legal team but we do not yet have a date for completion. Letters have been issued to several local companies inviting them to express an interest in the Project Manager position and it has also been advertised as required with a closing date for applications of 16 October. Part of the project manager role will be to seek funding; that is because, although a small sum is being provided from parish council funds for some expenses, such as legal fees, the majority of the required finance will be sought from external sources.

145/17TO RECEIVE CORRESPONDENCE OF NOTE

Residents queries regarding footpath from Windmill View / Green Lane - responded
Resident enquiry regarding Crimea Barn expenditure – responded
Concerns raised regarding flats above Kassia – reported to H. Association
CTCG meeting notice – Wednesday 4th October - Emma will be attending
Boundary Commission reports and consultation on draft recommendations
EHDC – Community Forum meeting November 22nd – now cancelled
- Consultation on the revised statement of principles under the Gambling Act 2005
- Parish/Town Council S106 session - Tuesday 17th October at 6:00pm Chairman and Clerk to attend
- S106 Clanfield Transport Schemes Monday 9th October - Chairman and Clerk to attend
- Cabinet Grant applications and EHDC Grants reports to Cabinet by 22nd October
- Beech tree in rear garden of Old Mill House, East Meon Road, Clanfield ;East Hants Volunteer Awards
SDNP - National Park Authority Workshops - Autumn 2017; East Meon Neighbourhood Plan - Decision Statement; South Downs Local Plan - final consultation starts tomorrow (26/09/17) ; [Pre_Sub_SDLP] Pre-Submission South Downs Local Plan - Invitation to Join
HCC - Reminder for Ditch Maintenance - Parish Councils
HALC - Hampshire 2017/18 Precepts Report ; Opportunity to hear from new external auditor PKF Littlejohn - 18th October 10.00-12.30 – Basingstoke; Introduction to Health & Safety for Parish Councils - 20th November 2017 10.00-16.00 – Eastleigh; Dale Valley Training Course Information: Lantra Awards Basic Tree Survey & Inspection Course - 24th November 2017; Policy Update - October 2017
CPRE - Hampshire Neighbourhood Planning Conference
- New Government ‘housing need’ proposals will impact on Hampshire countryside
UK Funding Services
Grants of up to £100,000 available to Rural Communities for East Hants it is Fieldfare
Cllr Bannell mentioned that, at a meeting of the Windmill View Residents’ Association which he and Cllr Foster had attended, the Parish Council had been asked to support residents’ concerns about poor BT broadband speeds on the estate. It was agreed that the Parish Council should report these concerns to George Hollingbery MP.

146/17FINANCE

To receive financial statement The October financial statement was duly circulated showing the budget at the half way mark of the precept - the balance to date was £399,605.91 this included the final precept payment for 2017/18. It was RESOLVED that the statement be duly accepted. There would be an electricity payment for the new facility deducted from the PC account – this to be forwarded to the developer.

To receive and agree Orders for Payment Payments totalling £11,332.00 had been issued since the last meeting – this included a transfer of the Clerks gratuity to the pension fund. Payments presented at the
meeting: £9,921.27 this included the final invoice for the community building kitchen- it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members

To receive the Audit report for completed 2016/17 accounts - Notices posted The accounts had been audited and one issue raised with regards to assets carried forward from the previous year this had been addressed and the accounts duly signed off. Notice of the completion of audit had been placed on the PC noticeboards

To Start to Consider Projects and Costings for the 2018/19 Financial Year The FWG would meet in November to work on the draft for the 2018/19 precept – members were asked to consider future expenditure and submit ideas at the next meeting

147/17TO RECEIVE UPDATE ON THE PARISH WEBSITE

Documentation had been provided to the company for the website and new items would be submitted as they arise. Cllr Williams had contacted the clerk from Clanfield in Oxford as the web addresses were very similar, but the general consensus was to just see how things go, if issues arise then a link to each others website can be added. This council now has ownership and full control of two different web domain names; these define the address name that we all use to launch a web site. www.clanfieldparishcouncil.org.uk

www.clanfieldpc.org.uk It has been recommended that the new web site is made available at the earliest opportunity, with a view to defer the burden of adding archive content in preference to having current and new content being added. A place-holder at the ‘clanfieldpc’ address has been put in place and should have live content appearing very shortly.

148/17TO AGREE COSTINGS FOR MOBILE TELEPHONES FOR CLERK AND ADMIN ASSISTANT

It had been agreed that both the Clerk and Admin assistant should have mobile telephones – it was RESOLVED that Handsets could be purchased up to the sum of £150.00 each then set up as PAYG

149/17TO UPDATE ON THE ARRANGEMENTS FOR THE 2017 CAROL SERVICE

Arrangements are being progressed. Replacement Christmas lights are required for the area around the pond a costing had been received for just over £300 – blue and white LED lights would be installed – members agreed to the costings for new lights.

150/17TO DISCUSS ISSUES REGARDING PEEL PARK

Play Equipment Nothing reported.

Pavilion CCTV Annual inspection booked for 11th October – cherry picker arranged the Fire Extinguisher service would take place at the same time.

CFC Defibrillator possible financial assistance with exterior cabinet. Cllr Williams has made enquiries and has informed CFC that the Community Heartbeat Trust would be happy to incorporate their defibrillator into their public access programme making it available to 999 operator controlled access. An exterior cabinet would be preferred as this would make it accessible to all – the CFC are asking for some financial support for this – Cllr Williams had sourced a reduced cost cabinet as it was recommended that it was the same as the one at the memorial Hall the cost was £595.00 – it was agreed that a exterior metal cabinet be purchased and the PC would pay for the cabinet and the installation of the system.

151/17TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY

STORRINGTON ROAD Nothing to report.

SUNDERTON MEADOW The annual cut should have been carried out.

SOUTH LANE MEADOW Council Trustee – Cllr Clarke; It was agreed that Cllr Clarke would fill the Trustee vacancy on behalf of the Parish Council.

POND The autumn clean up was scheduled for 29th October it was hoped that the new lights would be installed at the same time – the local resident who provided the electric for the lights would be thanked in due course.

152/17TO 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 10th October

Any other reports Cllr Foster had attended the EHAPTC meeting and submitted a report to members Cllr White had attended the PPG meeting and submitted a written report to members

 

The meeting closed at 9.25 p.m.

The next meeting is scheduled for Tuesday 7th November, 2017

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

All meeting minutes

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