Meeting minutes

Meeting details
  • Date: 5th December 2017
  • Duration: 18:45 - 21:25
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

172/17TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr R. Clarke

173/17TO RECEIVE DECLARATIONS OF INTEREST

The Chairman Cllr Crookshank 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 Crookshank declared an interest in agenda item 9a

174/17TO AGREE THE MINUTES OF THE LAST MEETING including the Confidential Session held on 7th November, 2017

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

175/17TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed 6.50 p.m.

Issues raised:

With reference to the proposed overflow parking on the St. James Place site:
How does CPC see the Bowls Club ensuring that the usage complies with the planning approval and what powers will the Club have to enforce any restrictions? Cllr Foster replied that quotes had been received for the construction of the overflow car park and it is intended that the work will include access control – this pending Council approval; a temporary barrier would be installed so residents did not become accustomed to using the car park – the car park was not solely for the Bowls club but was for all of the leisure facilities; Would CPC agree in principle to the positioning of the perimeter fencing for the bowling green so that it encloses the proposed storage unit and allows room for the possible future construction of a second ramp on the northern side of the bowling green? Cllr Bannell said that this matter would be addressed but some of the required changes to the line of the fencing might have to be made when the Parish Council own the facility;

To what extent will the Bowls Club site be landscaped by the developers? Referring to one of the landscape drawings for the site, Cllr Bannell explained that the only landscaping within the fenced area would be grass seeding. Outside the area to be leased to the Bowls Club, some tree planting still had to be done within the car parking area and along the footpath on the northern and eastern sides of the bowling green / sports pavilion;

Would a report from East Hampshire District Council’s “Accessibility Improvements Consultation” which had been held in the St James Church Hall on 4th December be available? District Cllr Moon explained that Officers would collate the information and feed back any comments. It was hoped that a further meeting with District Council representatives would be held as adjustments may be required;

It was mentioned that 3 streetlights are not working at the northern end of Green Lane. It was thought likely that this was related to the St James Place development;

Leaflets for bin collections have they been issued? On EHDC website;

Grit bins have been refilled by the Highway Authority; new ones may be required;

Speedwatch – poster to go on the Parish Council’s website;

There is a surplus road sign pole inside hedge – Chalton Lane; there is also concern over residents accessing Rooks Way from the hedging;

176/17TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

District Cllr Wren reported that a Cabinet grant of £25,000 has been given to Butser Ancient Farm for their proposed improvements to the site; the consultation for an increase for 90 pupils at Petersgate Infants School ends on 11th December.

District Cllr Moon reported that the Parish Accessibility Improvements exhibition held the previous evening was well attended and should be available on the EHDC website; young children “took over” Penns Place as part of a national initiative;

County Cllr Mocatta reported that officers were looking into a park and stride scheme to try to encourage residents to walk to school a new car park area was being sought – public consultation; one issue raised was
with regards to some residents having to get children to both schools and time not allowable for this to happen hence driving – there should be more liaison between the 2 schools; School buses may help to solve the issue but this had proved unworkable in the past he reported that it is highly unlikely that any cuts would be made by HCC with regards to the School crossing services;

177/17TO CONSIDER THE ISSUE RAISED REGARDING THE ACCESS ONTO CHALTON LANE BY THE BUS STOP

Members had viewed the site, following the receipt of an email from the local farm raising concerns with the bus shelter at the end of Chalton Lane/Green Lane and suggesting that it is obscuring the view along Chalton Lane. It was stated that the new bus shelter was in the original location albeit that the shelter is slightly higher. The general consensus was that a mirror could be placed opposite this field entrance once CPC own the land to enable views along the road – the shelter would not be moved.

178/17TO RECEIVE A PROPOSAL FROM CLLR SARA SCHILLEMORE REGARDING THE PARISH BOUNDARIES

This item was deferred until later in the meeting as Cllr Schillemore was not in attendance at this point. She attended at 8.05 p.m. so this matter was discussed after Correspondence. Cllr Schillemore briefed the members on EHDC proposals to submit to the Boundary Commission regarding District Ward (not Parish) boundaries the proposed changes would not alter the Parish boundary but would include some electors in the Drift Road area in Catherington Ward for voting purposes and would have no effect on the Parish numbers or precept.

179/17TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS:

Windmill View Land and Premises (Green Lane Facilities) Cllr Bannell reported that there was now an agreed transfer plan which includes the allotments; open spaces; MUGA and LEAP – plans viewed - and the pre-transfer legal work is proceeding. It was not known whether Certificates of Practical Completion had been issued on the MUGA and the LEAP. There was the matter of outstanding landscaping around the lower field which had still to be completed by the developer. It is likely that this will form the subject of an Undertaking for the developer to carry out the work post-transfer but before the end of the planting season.

Down Farm Park Land and Premises (St James Place Facilities) Cllr Bannell presented a revised plan which showed two handover phases. The first phase for handover more or less immediately comprises the bowling green, sports pavilion, and open space areas (1) from the sports pavilion westwards to the eastern side of the Crimea Barn, (2) from the southern side of the Crimea Barn to the boundary with Windmill View (including the large swale) and (3) along the boundary with Windmill View as far east as approximately the middle connecting footpath. it was now proposed that the remainder, including the sports pitches would be handed over in June 2018 – the dates were indicative.

It was thought that the developers had not yet carried out all the necessary landscaping works to the phase 1 handover area. The degree of the outstanding works needed to be determined. The temporary path by the Crimea Barn would be closed by the developer if, by the time of the phase 1 handover, the developer had finished providing footpaths on Green Lane; if not, the developer expected the Parish Council to close the footpath, if it wishes to do so, when it acquires the Crimea Barn. Members expressed the hope that this cost would not need to be borne by the Parish Council.

It was RESOLVED that the proposed handover areas and the indicative handover dates be agreed subject to satisfactory arrangements being put in place with regard to the developer’s compliance with landscaping and ecological requirements.

Down Farm Barn (“Crimea Barn”) The Parish Council’s solicitors had still not received draft Transfer documentation from the developer’s solicitors.

180/17TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Community and Sports Centre There was no update with regards to the community and sports centre.

Tennis Courts The tennis courts are now virtually completed – they had to be re-orientated from approximately north / south to approximately east / west. The Parish Council had raised concerns with EHDC about this as an east / west orientation was not thought to be ideal for tennis courts. However, EHDC had reported that the Lawn Tennis Association had been consulted and, whilst east / west was not preferred, a north / south orientation is not mandatory. EHDC were dealing with the construction of the Courts.

Allotments report including report on proposed allotment charges The first 26 allotment holders had been invited to attend a meeting the previous evening; 16 had attended – Cllr Crookshank thanked Roger Winter and Emma Barritt for their support. Some of the plot holders were happy to take up positions on the Allotment Association but no-one wished to Chair it so Cllr Crookshank would chair it initially. The pathway and the terra matting for car parking would need to be installed asap. Another meeting would be held in January. The developer had offered to spray the weeds but this was not considered acceptable and they would be asked to strim them instead. Cllr White suggested that the Council would need to consider a toilet facility – a portaloo may have to be installed. With regards to the proposed rental charges it was RESOLVED that allotment holders would be charged £50 per annum and an initial £30 deposit – the latter would be refundable when the allotment holder eventually relinquishes his/her tenancy provided that he/she leaves it in a satisfactory condition. It was agreed that the first year’s rent would be charged on a pro-rata basis, it being intended that a full allotment year would commence on 1 November.

Open Space, MUGA and LEAP Covered above

181/17TO RECEIVE UPDATE ON PROPOSED BUNDS TO PROTECT THE OPEN SPACE LAND AT WINDMILL VIEW FROM UNAUTHORISED VEHICULAR ACCESS:

Top Field – update on planning application. The planning application had been duly submitted and registered. It had been open for public comment but the consultation period was now closed. The planning case officer had raised some technical issues and the Clerk would be responding after Cllr Bannell had consulted with the Parish Council’s contractors. The main issue concerned the height and steepness of the proposed bund.

Bottom Field – update on planning application The planning application had been duly submitted and it had been registered. It was still open for public comment.

182/17TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES:

Bowling Green and Sports Pavilion:
Construction Status and Completion Date: Cllr Bannell suggested that completion of the construction works by the developer could be prior to Christmas.
Preparation of Lease to Bowls Club (including the Football Club Licence: The second draft was awaited from the Parish Council’s solicitors.
Formation of Bowls Club: Three prospective Trustees were in attendance at the meeting. They had been provided with a pack of information comprising the Heads of Terms which form the background of the proposed Lease and the proposed Football Club Licence. The club does need other officers. It was hoped that it would be fully formed early in the New Year.
Proposal for Overflow Car Parking - planning, costings, contract considerations: Further information had been requested by EHDC regarding the planning application following the closure of the consultation period. It had become clear that some residents did not know that the land was to be transferred to CPC. Three quotations had been requested for the car park – 2 received these would be duly circulated for decision at the next meeting
Inventory and Acquisition of Equipment - costings, contract considerations: the equipment would be purchased when appropriate.
Storage Accommodation - update on planning application, costings, contract considerations: The application had been submitted about a month ago. Further elevational drawings had been requested prior to registration. These had been prepared and submitted.
Sports Pitches: No further information was available.
Open Spaces, Allotments, Play Area etc. All included in the phasing plans.

183/17TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Working Group Report

Cllr Clarke had submitted a written report which had been duly circulated to members:
Following approval at the November meeting, CPC has written to the six shortlisted companies, indicating they will be sent 'invitation to tender' letters and documents for the Project Manager post when the Parish Council has access to the site.

Once a Project Manager has been appointed, external funding sources will be investigated for the renovation. The transfer of the Down Farm Barn site has been delayed as a result of other matters - therefore, no transfer date has been set but the project group continues to monitor the situation. Much useful publicity for the project is being gained through the information leaflet in local shops, prompting further visitors to the Facebook page. There is also the collection box in The Rising Sun; the work of Danny Stallard.

Once transfer has been completed, a dedicated Down Farm Barn Project page should be added to the website, with a link to the Facebook page and a donation facility.

184/17TO RECEIVE CORRESPONDENCE OF NOTE

Notification of a new Funeral Home in Clanfield – 43 Drift Road (what was the kitchen shop)
Response from MP George Hollingbery regarding BT broadband speeds
Email received with regards to the condition of the hedge which has been cut in both South Lane and Sunderton Meadows – to be raised at the SLMT meeting
Thank you letter from Home Start Butser for the donation of £350.00
Letter to EHDC Leader from CPC supporting the WVRA petition
New Road hedgehogs – notice enquiry
Butser Ancient Farm Christmas Drinks - Thursday 7th December members please RSVP directly
Clanfield Online meeting: Wednesday 29th November at 6pm
Hampshire Countryside service Priority Cutting List Path requests for 2018- Please Let Clerk Know Asap
Sent to EHDC planning officer from local resident : 28463/002 Land South of, Chalton Lane, - Footpath, Dropped Kerbs, Swales, Etc: outstanding matters
Notification of external auditor appointments for the 2017-18 financial year
Petersgate Infant School - Principle of Enlargement Consultation
South Downs Local Plan - Pre Submission consultation
Advance notification from a company called Omega Signs – they are going to be submitting an application to EHDC for consideration for trough lights to illuminate the pictorial positioned opposite The Red Lion in Chalton
EHDC – Information document / leaflet from Rebecca Probert – comments received will be sent after this meeting; precept enquiry from resident – RESPONDED; Consultation on Local Information Requirements for East Hampshire District Council; Consultation Draft Supplementary Planning Documents
- Clanfield - Minor Variation – Kassia LICENSING; East Hampshire Sports Awards 17/18
- Exhibition Notification duly advertised;
- Alleged breach of condition 1 of permission 38201/014 - implementation of lapsed permission 40 b Drift Road – no action to be taken
Fund Raising tips
EHAPTC meeting papers SDNPA Report for EHAP&TC Meeting - 29 11 17
Public Consultation on draft Central Winchester Regeneration SPD
HCC - Rural Communities Fund - Countryside Access
- Important Information Regarding the Hampshire County Council's Hanging Basket Process
HALC – Final Training events for 2017; Parish Council IT health survey link; Police and Crime Panel - Call for evidence
CAB AGM 8th December

185/17FINANCE

To receive financial statement The December financial statement was duly circulated showing a balance to date of £384,329.26. It was RESOLVED that the statement be duly accepted

To receive and agree Orders for Payment Payments totalling £1,542.95 had been issued since the last meeting. Payments presented at the meeting: £6,065.99 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members. It was duly RESOLVED that any payments due could be made before the next scheduled meeting in February.

To agree to release precepted funds to St James Church and the South Lane Meadow Trustees
The application from St James Church for graveyard upkeep had been received – the Council precept £300 each year for this - it was duly RESOLVED that the aforementioned sum be released they had asked if the Council would consider an increase – members felt that an increase of £50 be considered and this could then be added to the precept figure for 2018/19 – duly RESOLVED. Members also agreed to release the sum of £300 to St Michaels and All Angels, Chalton as precepted.

It was RESOLVED that the precepted amount of £500 would be transferred to the South Lane Meadow Trustees for 2017/18 maintenance/improvements

186/17TO CONSIDER THE FIRST DRAFT OF THE 2018/19 PRECEPT AS SUBMITTED BY THE FWG

The Finance Working Group had produced the first draft of the 2018 / 19 precept – any comments or questions should be submitted to the Clerk as soon as possible – the FWG would meet again to agree the proposed precept for submission at the February meeting

187/17TO AGREE THE WAY FORWARD WITH REGARDS TO MAINTENANCE WORKS REQUIRED FOR THE VILLAGE WELLHEAD – possible Developers Contributions

The Clerk reported that earlier this year a quotation was received from a local thatcher regarding works required to the village Wellhead – he has quoted £4,150 to supply materials and thatch; £2,200 to thatch only (PC would have to source the materials). The wellhead does need doing now it is looking rather worse for wear – the owner of Clanfield Farm was going to cut her trees back but this has not been done yet. Members considered that the work does need to be done as soon as possible and the quotation of £4,150 and it was RESOLVED that this be duly accepted – Developers Contributions would be applied for.

188/17TO RECEIVE UPDATE ON THE NEW PARISH COUNCIL WEBSITE

The new website is now up and running – items are being put on quite quickly. Some members still needed to have their photographs taken – this should be done asap – Cllr Beazley had produced some black and white photographs and members needed to decide if they would like these to be submitted when all were complete

189/17TO UPDATE ON THE ARRANGEMENTS FOR THE 2017 CAROL SERVICE

Cllr Foster reported that everything was in place for Fridays Carol service. He asked if anyone else would take on the arrangements for next year – Cllr Beazley volunteered for the task.

190/17TO DISCUSS ISSUES REGARDING PEEL PARK:

Play Equipment Regular reports received and passed on accordingly

Pavilion Several of the exterior lights were not working and the barrier by the main door needed to be painted – Mr Andrews has been asked to do these works

CFC Defibrillator exterior cabinet update The cabinet had been received and the electrician engaged at a cost of £190.80 including materials – it was hoped that, weather permitting the work would be carried out on 7th December. Cllr Williams will arrange for the activation of the defibrillator with the ambulance service. Insurance company would be informed

191/17TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD A question was raised regarding the fence between the play area and the new open space area – was it to be opened up – it had been considered that it should be re-fenced to keep dogs out of the new area rather than the fence removed.- this formed part of the Councils Dog policy previously discussed

SUNDERTON MEADOW; The hedges had been cut back including the one between the meadow and the pony field – this should not have been done

SOUTH LANE MEADOW; The Trustees met on 21st November – minutes circulated. There had been several complaints received regarding the hedge cutting recently carried out and the condition of the surface following the task; chippings were to be placed in the pedestrian gateways; there were concerns raised with regards to the proposed 3 metre wide tarmac pathway as part of the HCC accessibility scheme – following the consultation residents were encouraged to write in with any concerns on the proposals

POND; The clear up had taken place – a letter of thanks to be sent to Debbi Baldanza for supplying the electricity for the Christmas lights

192/17TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive planning committee minutes; The planning minutes had been circulated and it was RESOLVED that they be duly accepted. There was one application pending the Committee Chairman said she would view the proposals as it was for a previous application and circulate the information to the committee

Any other reports Cllr White had attended the PPG; Cllr Foster had been unable to attend the EHAPTC meeting – clarification to be sought regarding the CAB donations as it was thought that EHDC are funding them

193/17TO 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 9.25 p.m.

The next meeting is scheduled for Tuesday 6th February 2018 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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