Meeting minutes

Meeting details
  • Date: 7th November 2017
  • Duration: 18:45 - 20:55
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

153/17 TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from District Councillor K. Moon

154/17 TO RECEIVE DECLARATIONS OF INTEREST

The Chairman Cllr Crookshank, Cllr Clarke and Cllr D’este Hoare declared an interest in item 17 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;

155/17 TO 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.

156/17 TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed 6.50 p.m.

At this point a petition was presented to the Council with regards to the current situation with the non operation of the Community and Sports Centre at Windmill View – the Chairman accepted the petition which was signed by 182 residents and thanked the residents for their work and dedication. The petition had also been submitted to EHDC. The Chairman stated that the Parish Council need everyone behind them to make this work. He stated that the PC had no contractual commitment with regard to the facility as the contract for its delivery (the Section 106 Agreement) was between the developer and EHDC. The facility should have been delivered three years ago. Some Parish Councillors have spent years on this project and had not always been included in discussions. It was stated that the Parish Council have always acted in good faith and co-operation. The petition was calling for a public meeting with representatives from both EHDC and CPC so the residents could get some clarity on the situation and an explanation of the steps being taken to ensure the swift and effective handover and opening of the Centre to the benefit of the community. The Chairman stated that Councillors have given up a lot of their personal time in trying to get these facilities delivered to the village. The Parish Council supported the residents and suggested that it should be EHDC who take the lead on a public meeting as they are the senior partner. The petition had not been publicised throughout the entire village. Cllr Bannell had given a report at the last WVRA meeting entirely in good faith with the information he had available to him at the time. The building was more or less finished but some completion certification still had to be obtained. This was not the responsibility of the PC. The lawyers were up to speed and the developer had been informed that the PC’s decision to decline to take the transfer of the Centre was until negotiations with an operator are satisfactorily concluded. The developer had also been informed that the PC is willing to take the transfer of the allotments, MUGA, LEAP and open space areas immediately. The Chairman stated that the operation of the Centre was the most important issue. The precept increase was not all to do with the facility but if it should be loss making then it would impact the entire village. Cllr Mocatta stated that the s106 had been a badly worded document and the developer had not adhered to it and the EHDC officers were trying to find a solution.

Meeting reconvened at 7. 25 p.m. – 11 members of the public remained.

157/17 TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Mocatta reported that HCC were consulting with regards to proposed budget cuts details of which were not yet available but HCC are trying to reach a solution to protect services and produce a balanced budget
Cllr Wren reported that there would be free car parking in Petersfield and Alton during the first weekend in December. He also reported on the proposed boundary changes which would result in Finchdean being included within Rowlands Castle and the possibility of some areas of Horndean being included in Rowlands Castle for District Council purposes

158/17 TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS:

Windmill View Land and Premises (Green Lane Facilities) The transfer of the Windmill View facilities was no further forward but Cllr Bannell was still working on this with the lawyers.
Down Farm Park Land and Premises (St James Place Facilities) Cllr Bannell reported that the developers were reviewing some of the draft transfer dates. Some of the phases may be brought forward to May 2018 but the transfer of the sports pitches is still likely to be at the end of 2018 as they will need time to settle before they would be fit for playing football.
Down Farm Barn (“Crimea Barn”) Nothing to report with regards to the Transfer of the barns

159/17 TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Community and Sports Centre As this item had been discussed in the Public session of the meeting there was nothing further to report.
Tennis Courts work progressing it was anticipated that they would be completed in four weeks time.
Allotments report and to agree delegation to the Finance Working Group to decide the allotment hire charges The contractor had agreed to hold the approved estimated cost for the laying out of the pathways. Cllr Crookshank proposed that purchase of the sheds should not be considered until Spring 2018 as they can’t be supplied until the land is transferred and the terra matting installed for the car park extension. Twenty six residents have been informed that they have an allotment but have not had the opportunity to get on the site. It was proposed that they be invited to attend a meeting in early December to discuss the way forward. It was RESOLVED that the Finance Working Group be delegated to consider the allotment fees at their meeting scheduled for 22nd November. Cllr Crookshank had been allocated an allotment so would not take part in any discussion regarding allotment fees.
Open Space, MUGA and LEAP Awaiting transfer from the developer as agreed at the October meeting.

160/17 TO RECEIVE UPDATE ON PROPOSED BUNDS TO PROTECT THE OPEN SPACE LAND AT WINDMILL VIEW FROM UNAUTHORISED VEHICULAR ACCESS:

Top Field –planning, contract considerations The planning application has been submitted with regards to the installation of bunds – land at Whiteland Way. The costing of £4180 + VAT had previously been approved.
Bottom Field – decision, planning, costings, contract considerations The planning application had been prepared and it was duly RESOLVED that it could now be submitted to EHDC – the contractor had agreed to hold the costings for both the open space areas. The cost of the bunds on this bottom field would be £6850 + VAT – a reduction from the contractor if it should be instructed to proceed with the work on both the top and the bottom fields at the same time. It was duly RESOLVED to accept this reduced estimate. The developer still had to carry out perimeter planting to the bottom field (due November) and the proposed bunds would be sited inside the planted perimeter. There would be gaps left for maintenance/grass cutting equipment to access the field. An issue was raised regarding road junction markings within the Windmill View development – the roads had not yet been adopted – Cllr Mocatta would look into this if he could be sent a plan highlighting the roads concerned.

161/17 TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES:

Bowling Green and Sports Pavilion:
Construction Status and Completion Date Cllr Foster reported that the developer had not yet completed the construction of the sports pavilion. The bowling green would need a final test. A final completion date was awaited. The fencing had not yet been fully erected but its expected position, as had been stated on site by the developer, was explained to the meeting.
Preparation of Lease to Bowls Club (including the Football Club Licence); The second draft of the lease is currently under preparation. It was anticipated that it would be discussed at the next WG meeting scheduled for 24th November
Formation of Bowls Club; it had been hoped that there would be at least 3 Trustees but it was pleasing to note that 4 prospective Trustees had come forward.
Proposal for Overflow Car Parking - planning, costings, contract considerations; Two estimates had been received and one still awaited for the installation of the overflow car park - hopefully this would be produced at the December meeting. The planning application was submitted to EHDC at the same time as the application for the top field bund at Windmill View.
Inventory and Acquisition of Equipment - costings, contract considerations; The inventory was viewed in detail and the list compiled as to what is required this was within what had been previously agreed. As soon as the club has been formed and the building completed the required items would be duly purchased.
Storage Accommodation - decision, planning, costings, contract considerations Three options were considered for the storage facility – a used container; a metal shed or a wooden shed. Members considered that a green metal shed would be acceptable as storage – the shed measures 7 ft x 14ft and it was considered that it would be large enough to meet the Clubs requirements. The cost would be £1600, free delivery, and £210 to be erected. Optional wood floor and ramp would add a further £200. It was considered that this would have the advantages of looking neater, and not requiring heavy lifting gear to get it into position. It was duly RESOLVED that the metal shed would be the best solution and would be duly purchased if planning approval was received. The planning application could now be submitted.
Sports Pitches. No further update
Open Spaces, Allotments, Play Area etc. As previously reported during the meeting, the transfer date for the St James Place allotments may be brought forward to May / June 2018.

162/17 TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Working Group Report and shortlist of applicants to be invited to tender for appointment as Project Manager

Letters had been sent to several appropriate local companies and an advertisement inviting 'expressions of interest' for a Project Manager for the restoration of the barn was placed on the Contract Finder site with a closing date of 16 October 2017. Responses were received from thirteen companies and assessed against the criteria set by CPC members of the project team. Members of the project team had selected six companies from which to request formal tenders for the work. Subject to member approval, these companies will now be invited to tender for the Project Manager instruction when the situation allows. Although two of the successful applicants had already surveyed the site, each of the companies selected will need the opportunity to complete a site visit in order to prepare a quote. The unsuccessful companies will also now be notified and a further, local, applicant with relevant experience is to be invited to join the project team. It was RESOLVED (1 abstention) that letters would be sent to the companies shortlisted by the Working Group to invite them to formally tender for the Project Manager instruction.

163/17 TO RECEIVE CORRESPONDENCE OF NOTE – Parish Charter

Letter From Local Resident regarding Bus Shelter – Chalton Lane/Green Lane – to be viewed by
members and discussed at the December meeting
Windmill View residents emails Inc local MP– response sent
Issue raised regarding speeding on the old London Road
Letter sent to MP regarding BT broadband speeds etc on W. View as agreed at October meeting
Clanfield Litter Pick - 5 November 2017
Health and Wellbeing in the community day 11th November
EHDC – Parish Charter
- Planning Issue raised regarding a new takeaway by the Kassia – EHDC investigating regarding planning
permission
- Grant Applications – Deadlines; Newsletter; Non Domestic Rates for community building currently
nil balance; Parish and Town Council S106 training paperwork supplied; Partners Online
HCC – autumn briefing 13th December; News for Local councils
HALC various documents and e. Update; Annual meeting; training events; Policy Update
Hampshire playing Fields AGM
Correspondence contd…

Motion to be considered at the Hants ALC AGM – supported by the PC – planning / parking
EHAPTC – Parish Charter and consultation deadlines
HARAH Rural housing Survey
SDNP workshops; CIL Neighbourhood Portion Payments to Parish / Town Councils
CPRE - Reform of planning system urgently needed to help local communities - CPRE Hampshire response
to the Raynsford Review of Planning; monthly newsletter
Community First - New Volunteer Service for Petersfield

164/17 TO REPORT THE PROPOSALS FOR VILLAGE ACCESS IMPROVEMENTS– HCC PUBLIC PRESENTATION FOR NOVEMBER

A presentation had been attended by the Chairman and Clerk with regards to the proposals for access improvements - the proposals have been copied to all members - it is anticipated that a public presentation will take place during November – a local venue is currently being sought

165/17 FINANCE

To receive financial statement The November financial statement was duly circulated showing a balance to date of £389103.68 . It was RESOLVED that the statement be duly accepted

To receive and agree Orders for Payment Payments totalling £1925.85 had been issued since the last meeting. Payments presented at the meeting: £4271.91- it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members

To Submit Projects and Costings for the 2018/19 Financial Year for the FWG to consider when producing the first draft precept Members were asked to submit any suggested project costings for the 2018/19 to the Clerk by Monday 20th November as the FWG would be meeting on the 22nd November to consider the first draft of the precept.

166/17 TO RECEIVE UPDATE ON THE NEW PARISH COUNCIL WEBSITE

Members have been sent the link to the new website and comments have been duly made and addressed. The clerk and admin assistant had met with Anne Cleaver who is responsible for the Clanfield Online site as she had offered to give some advice/notes etc on how she runs that site. Mrs Cleaver was duly thanked. The site was now live to the public the old site would still remain currently until any material was extracted as considered necessary. It had been suggested that photographs of Councillors should be included on the site.

167/17 TO UPDATE ON THE ARRANGEMENTS FOR THE 2017 CAROL SERVICE

Cllr Foster reported that the arrangements are progressing for the 8th December – the Carol Sheets are to be finalised; light sticks ordered; both schools will be represented and the Salvation Army booked; The Rising Sun are supporting with First Aid cover; four volunteers were requested to assist on the evening

168/17 TO DISCUSS ISSUES REGARDING PEEL PARK:

Play Equipment All okay – the bin at the Skate Park was re-sited but has been taken up again and it was
reported that it is really now beyond repair – members considered that two new bins should be purchased to replace the damaged ones – research into heavy duty bins would be carried out and the skate ramp company
would be approached for any recommendation – a statement would be put on the Skaters Facebook page regarding the cost associated with the bins etc.
Pavilion the boiler inspection has been carried out and the invoice and documentation is awaited. The gents toilet has a crack down the wall and shows signs of water seepage – Guy Andrews to address. He is also going to paint the barrier by the main door which is very rusty.
CFC Defibrillator exterior cabinet costing It had been agreed at the last meeting to purchase an end of line cabinet for £595.00, but the company have submitted a quotation for a brand new cabinet with extra features at a cost of £625.00 plus VAT. It was RESOLVED that the up to date cabinet be purchased. The FC have the
Peel Park contd.....

defibrillator. An electrician would be approached and when sited the insurance company would be duly informed.

169/17 TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD Nothing to report
SUNDERTON MEADOW The grass had been cut
SOUTH LANE MEADOW The Trustee meet on Tuesday 21st November
POND The clean up of the pond had taken place at the end of October. The ducks had left and the duck house removed and cleaned up. The Christmas lights will be placed asap

170/17 TO 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 Monday 20th November

Any other reports Cllr White will be attending two PPG meetings on Thursday; Cllr Foster had attended the EHAPTC meeting and submitted his report. The Community Forum meeting had been cancelled but maybe rescheduled for January 2018.

171/17 TO PASS A RESOLUTION IN ACCORDANCE WITH THE PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 TO EXCLUDE THE PUBLIC AND PRESS FOR DISCUSSION REGARDING AN UPDATE ON THE RUNNING OF THE COMMUNITY BUILDING WHERE PUBLICITY MIGHT BE PREJUDICIAL TO THE SPECIAL NATURE OF THE BUSINESS.

It was RESOLVED that the public and press be excluded for the confidential business to be discussed

The meeting closed at 8.55 p.m.

The next meeting is scheduled for Tuesday 5th December 2017 and will commence at 6.45.p.m.

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 

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