Annual Parish meeting minutes

Meeting details

  • Date: 4th April 2017
  • Duration: 18:45 - 19:20
  • Location: Clanfield Memorial Hall - Blue Room

Meeting minutes:


The Minutes of the Annual Parish Meeting held on Tuesday 5th April, 2016 were agreed and it was RESOLVED that they be duly signed as a correct record.


Apologies were received from Cllr S. Thomas – she would be attending but would be late.


The Chairman commenced his report by stating that he had reviewed the PC agenda for this time last year and unsurprisingly it looked very like this evenings agenda, lots of the same projects that are still part of the Councils work in progress.

He said that he think it’s fair to say that all Parish Councillors and the Parish Clerk have had an extremely busy year and that will continue for some time to come. The Parish Council have been supported enthusiastically and financially by our County and District Councillors, Ken Moon and Nigel Wren who have supported all of the projects that he will mention in his report and he thanked them for their continued support as the Council move into what is expected to be a very eventful period for the village of Clanfield. The Council have also been supported by colleagues at EHDC, Claire Hughes, Tracy Vear, Jude Simpson, Kirsty Cope, Rebecca Probert and others and the Council hope that the strong relationship forged with them will continue and bring the best results for the village that we all have and are working hard to achieve.

He reported that Parish Councillors have taken on the various projects with determination, dedication and a positive outlook giving up their time freely to see the projects they are involved in move forward, which in a lot of cases has been frustratingly slow, however, the Council continue to give its best efforts in serving the community.

The projects that have the Council have been involved in include:

The replacement and improved Skate Park Facility in Peel Park which had its, very successful, grand opening in the summer of 2016 and is a great credit to the team who worked on the project, led by Karen who was supported by Rosemary Clarke, PC Vice Chairman, Steven D’este Hoare and Louise Lamacraft, all from the PC, as well as well motivated members of the skate boarding community. Invaluable support was also provided by our District Councillors and Officers from EHDC. Everyone put in a tremendous amount of work to achieve a great result which has proved increasingly popular with the youngsters in the village. Peel Park also saw the re-siting of the basketball area and improvements to the paths and fencing.

He reported that councillors have continued to work with other volunteers to improve and maintain South Lane Meadow and the village pond for the benefit of all villagers. All councillors have been involved in the various working groups covering the ongoing projects, some have taken on the roles of Project Leaders and have been supported by teams that include fellow councillors and several volunteers who are motivated to be involved and support the PC.

He reported that the new Facility on Green Lane, which has been on the agenda for several years now, over the last year it is one of the projects that he has taken a role in, with support from Brian Foster, Karen Crookshank, Diane and latterly John Bannell to mention just a few. The Council has also been supported by Brian Ahern who has had a great influence on this project in his role as Chairman of the Council bringing his engineering expertise and putting it to use to help deliver a sustainable building. Brian also took on the role of Project Manager on behalf of the PC and continues to work with enthusiasm and determination to help us deliver a fantastic facility for the village of Clanfield.

The development of the allotments on Windmill View have been under the leadership of Karen assisted by Roger Winter, again, this has been a very lengthy process and Karen has had jump through many, many hoops to make the progress she has and continues to do so.

He reported that the SJP Bowling Club project and the surrounding leisure areas are projects under the leadership of Brian Foster, supported by his working group, who are, Ken Graham, John Bannell, Michael Trippick, and Shuan Dominy, they are making good progress and we expect that this facility will be ready by the summer.

The Crimea Barn Project led by Rosemary and Stephen, supported by John Bannell, Councillors Ken Moon and Nigel Wren and again our colleagues at EHDC along with volunteers from the village are working towards securing the building for use by the local community. There is still a long way to go with this project and it may take a few years to achieve the ambitious plans of those involved but is hoped that eventually the village will have a building it can be proud of being used to provide services to the local community. He mentioned Danny Stallard who has been pivotal in raising funds for the project and all those who gave to recent call for funds to support the project.

The New Parish Website project was taken on by Stephen Williams, myself and Diane, but it goes without saying really that Stephen did all the research and presented his findings to the PC which gave us the information we needed to make an informed decision in securing a contractor to set up and maintain the new website. This project, like the others is still ongoing.

He reported that it’s plain to see that these projects incur costs and whilst the PC has made some provision in past years, specifically for the Green Lane Facility, it was necessary to increase the precept for this year, this on the back of two reductions in the precept, and he is convinced that parishioners understand that the increase was needed and will help the PC in making Clanfield a great place to live with community and leisure facilities that will be the envy of many in this county and our surrounding area.

There are other roles undertaken by Parish Councillors throughout the year, such as, Planning which Councillor Margaret White chairs, Margaret, along with Diane review the planning applications and make site visits and present their findings at the monthly planning meetings attended by myself, Stephen, Rosemary, Karen and Stephen. Margaret also attends meetings on the health welfare issues affecting the village. Councillor Brian Foster looks after transport issues that affect the village, he also organised the ‘Carols around the Pond’ event at Christmas which was a huge success, and he is looking for volunteers for this year’s Carols around the Pond. Brian, Margaret, Karen and he are on the finance committee and work closely with Diane to keep the parish finances in order.

He stated that’s quite a workload for the Parish Councillors here in Clanfield.

Unfortunately, Councillor Louise Lamacraft had to give up her position because of work commitments, however, John Bannell and more recently Sally Thomas have now joined the Council. In John’s short time on the PC he has taken on a role assisting in all the major projects and he is sure Sally will be involved too once she has found her feet. We do have a vacancy still and would welcome any offers to join us, anyone who is interested should, in the first instance, contact Diane.

The PC have been able to make grants available to various groups and good cause throughout the year, these include:

  • Butser Ancient Farm £500
  • Clanfield Football Club £300
  • Horndean Technology College £175
  • Clanfield on Line £1,200
  • Victim Support £300

In the light of the work load that has been brought about by all the aforementioned projects it will be necessary to recruit an assistant to, Diane, the Parish Clerk and that should happen in early summer.

That concludes the Chairman's report and he personally thanked all fellow Councillors, County and District Councillors, colleagues at EHDC and the volunteers working with PC for their hard work and support for him in his year as Chairman.


Cllr Moon commenced by extending his sincere thanks to all of the Parish and Town Councils / Councillors within his division for the enormous support that he has received over the past year.
He has four Parish Councils and one Town Council within his division and stated it is sometimes extremely difficult to attend all of the meetings. He does do his best to do so. He reported that over the last year he has submitted written reports to Parish and Town Councils within his division so that they have at least an update even if he is unable to be there in person.

He reported that much of his time is spent dealing with casework from residents within the division. A considerable amount of this work is around highways / maintenance and lighting. Hampshire County Council has come top of all the county councils in a national survey of resident’s satisfaction with local highways maintenance. It also took top spot on the satisfaction with street lighting and highway enforcement and second in winter maintenance and third in the overall condition of the highways. HCC has been given additional funding to support the Council in its effort to reduce the number of potholes and a considerable amount of work has been done. That is not to say that there is still a lot to do but we are making some progress.

Highlights from the last year:

Hampshire agrees £470,000 support for young people Hampshire County Council has committed over £470,000 funding to support vulnerable children and young people in local communities.
Grants have been awarded to 24 organisations across the county, to provide targeted support services for children and young people, in partnership with, and on behalf of the County Council.
These organisations play an important role in supporting the Council’s commitment to helping to improve the lives of all children and young people and, in particular those who are vulnerable and in need of help and protection.
Reporting abuse is your responsibility according to research, commissioned by the Department for Education (DfE), 49 per cent of adults in the South East are put off from reporting abuse or neglect of a child because they think they might be wrong.

Everyone has a role to play in protecting children (anyone under 18) from abuse and neglect and, to raise awareness of this, Hampshire County Council is supporting the DfE's 'Together we can tackle child abuse' campaign. The DfE's findings are concerning - particularly that a third of people who suspect child abuse do nothing. Hampshire County Council hopes this campaign will help to convince people that we all have a role to play in protecting children and young people from abuse and neglect. The Council urges anyone In Hampshire who even has the slightest feeling of doubt about a child's welfare to talk to them. Information is usually gathered from many sources and a report from a member of the public could form one part of a “bigger picture."

He reported that teenage pregnancy rate halved in Hampshire Teenage pregnancy rates across Hampshire have more than halved over the last 16 years according to figures from the Office of National Statistics, thanks to a sustained and successful multi agency focus. This is really good news and shows that the County Council's investment in education programmes targeting young people over the years is paying off. Working to reduce the rate of teenage conceptions among girls aged 15-17 is a priority in the Hampshire Children and Young People's Plan (CYPP 2015-18). The focus, commitment and hard work of all the partner agencies has seen the teenage conception rate reduce year on year since 2009. For young people who go on to become young parents, support is available to ensure positive outcomes for them and their children.

On the menu - record numbers of healthy meals at Hampshire's schools and academies Hampshire County Council is serving up record numbers of healthy school meals to pupils across schools and academies in Hampshire, according to latest figures. More than 96% of Hampshire's 486 primary and secondary schools choose to spend the funding allocated to them by Government, to buy school meals from the County Council's Catering Services (HC3S) - including 14 of the county's 47 academies.

Consultation feedback helps shape sustainable future for Hampshire's Library Service. A Library Service fit for the future will be delivered to the people of Hampshire, following one of the largest public consultations held by Hampshire County Council. The approved Library Strategy has been shaped by the 9,500 responses collected during the consultation. The Strategy will provide an approach to meet customers' demands for a modern service - making the most of emerging digital technologies and investing in library buildings. Planned improvements include exploring the use of electronic self-service counters to provide extended opening hours in some locations, and the refurbishment of a number of sites to make them bright and more welcoming to visitors.
He reported that in addition, the Home Library Service will be expanded to replace the relatively high-cost Mobile Library Service. 62% of consultation respondents were in favour of stopping the Mobile Library Service which is used by just 1% of total library customers, and costs £11.44 per visit per customer, compared to £2.23 per static library visit. Road-building projects in the south on course for best-ever value.

He reported that local authorities across the south of England are set for even greater value and quality in their road-building projects, thanks to the launch of three new contractual frameworks for civil engineering, highways, and transportation infrastructure works, by Hampshire County Council.
The Generation 3 Frameworks can be used by local authorities from Devon to Kent, and north to Oxfordshire. By using these contracts for highway improvement schemes, local authorities can make significant savings on their procurement costs and secure better value for money on behalf of taxpayers. As well as using the combined buying power of multiple authorities to lower costs, frameworks are also an effective way of maintaining high standards of workmanship, health and safety, and employment practice among the partners involved in the arrangement.

Hampshire County Council's Executive Member for Environment and Transport has decided to further extend Hampshire's successful parish lengthsman scheme. The County Council currently provides funding for parish and town councils to employ a local 'lengthsman' who takes on maintenance tasks such as cutting back hedges, cleaning signs and clearing ditches. The scheme has grown, in just a few years, from covering a handful of parishes, to encompassing more than half the county.

Taking the decision to allocate extra funding, Hampshire County Council are pleased to be able to introduce Town and Parish Councils to an effective, community-based solution to local, immediate maintenance jobs, and support them to take it up and the County Council is making further opportunities available for 2016/17, for new parishes to engage with the scheme this financial year.
The term 'lengthsman' dates back to the 1800s, referring to workers who were responsible for keeping a particular length of road neat and tidy. The modern role of Parish Lengthsman was reintroduced by Hampshire County Council in 2010. The County Council has generally allocated £1,000 per year to all participating town and parish councils in order to employ a lengthsman.

He reported that Hampshire County Council's Executive Member for Environment and Transport has agreed a new approach to non-safety related traffic management schemes in Hampshire. This approach will ensure that the County Council prioritises road safety measures within the reduced resources available to it, but gives town and Parish Councils more flexibility to promote local measures in their communities, which they can fully fund themselves. Against a backdrop of continued cuts to funding from Government, the County Council have had to look at how they can make the best use of the resources they have, while at the same time continuing to place safety as its highest priority. Therefore, County Council resources have been prioritised on road safety education and safety measures where there is evidence that they will reduce casualties.

He reported that children and young people are spending more and more time online. It's a great way for them to talk to their friends, do their homework and learn more about things they're interested in. It helps them to build skills and confidence using digital devices - now needed more and more in the workplace. However, there are risks and the Hampshire Safeguarding Children Board is keen for everyone who cares for children to be aware of those risks. Understanding and talking about the risks helps to keep everyone safe. Encountering cyberbullying, sharing personal information, meeting strangers who may not be trustworthy, and accidentally running up debts by making purchases while gaming are some of the dangers that children face online. If you're a parent or carer and you're worried about how to keep track of your child's online activities, see Hampshire County Council's E-safety advice. Another risk to be mindful of is how distracting our digital devices can be. We can help keep children safe by reminding them to put their devices away when walking down busy roads or anywhere else that needs their full attention. It's also important, as a parent or carer, to turn off for safety when children need your full attention - for example, putting your phone away while your toddler is in the bath. The Child Accident Prevention Trust (CAPT) has some good suggestions for when to turn off for safety.

Setting a financial course for 2020 - the greatest financial challenge yet Strong financial discipline, delivering savings but also reinvesting in new ways of working for the people of Hampshire, will be crucial in addressing what the Authority expects to be its greatest financial challenge yet, as the County Council sets its budget strategy towards 2020. As a result of massive, recurring funding cuts, by April 2017, the County Council will have delivered more than £340 million of savings over the last eight years. This represents an overall reduction in its budget of almost two thirds (63%), during that period. However, the County Council has achieved these savings with minimum disruption to its most important services which remain among the very best in the country.

He reported that the County Council's successful financial planning strategy - developed since the start of the national austerity measures - has enabled the protection of core quality services for the people of Hampshire, while at the same time allowed for significant investment in the county's infrastructure - such as providing school places for every Hampshire child, and repairing and enhancing the county's roads to boost the local economy. The County Council spends around £1.9 billion on serving Hampshire's 1.3 million residents -a responsibility which the County Council takes very seriously, and one that requires meticulous management of taxpayers' money, and diligent planning for the future. Total cumulative savings of £460 million by 2020 On top of the cumulative annual savings total of £340 million the County Council is set to deliver by April 2017, the Authority will need to find a further £120 million of savings by April 2019 (a further 19% cut to its budget).

A tried-and-tested successful financial strategy Planning ahead, securing savings in advance, reinvesting in new and more efficient ways of working and making careful use of reserves to meet gaps in funding is likely to remain the County Council’s approach in the medium term - and it's an approach which residents support. Hampshire County Council will also continue to invest in Hampshire's infrastructure to support economic growth across the county - spending another £10 million a year for four years from 2017/18 to strengthen Hampshire's road network and make the county’s highways more resilient to the effects of extreme weather and heavy traffic. However, given that its efficiency programme to 2020 will increase the cumulative annual total of savings to £460 million, against a backdrop of increased demand for vital services, the Authority will have to give some serious thought to what it can do differently in the future. Clearly, it’s not going to be able to deliver services at the same level and breadth without making some changes and will, of course, consult with residents, as their views are fundamental in helping to shape future plans.

He reported that Hampshire County Council is constantly trying to develop new and more efficient ways of working. Activities such as expanding the use of volunteers, sharing services with some partners, selling services to others, maximising new technology, and finding ways of generating more income to help mitigate the impact on services, have already made a big impact, and will continue to do so. Innovation ensures right-first-time road repairs in Hampshire Hampshire's Highways teams are always looking for innovation in road maintenance, to get the best value for money for Hampshire's residents. Finding the most efficient and cost effective ways to look after Hampshire's roads are key to ensuring the County Council delivers the best possible highways service it can for Hampshire's residents. With nearly 5,500 miles of road to look after, the County Council needs to continually look at ways to improve how it maintains the roads with the resources we have. Good roads are a vital part of Hampshire's infrastructure supporting the county's economic prosperity, so making sure everyone can get around - for their jobs, education, and leisure - is a priority for the County Council.

Hampshire is one of the best performing county councils when it comes to highways maintenance, coming top among the South East county councils in the annual independent national survey of residents' satisfaction with highways services. The Roadmaster is operated by a single person, and completes the average repair in a short period of time. This means that hundreds of metres of patching can be carried out in a single shift. It can operate successfully in both rural and urban areas, and, because it mixes material to use on site, there is no waste. It can carry out a range of road repairs including: Pothole repairs ; Preventative seals on cracks; Reinstating damaged carriageway edges; Preparation for surface dressing and small areas of surface dressing . The Roadmaster offers a really efficient way of addressing road repairs in a quick and cost-effective way. The Roadmaster can attend to many more jobs in a single day than conventional methods will allow. This offers significant benefits for the road users of Hampshire.


EHDC joint report as below from Cllr Wren


Cllr Wren reported some highlights of the year at East Hants District Council

Pioneering EHDC bucks the national trend and cuts Council Tax by 2.6% Pioneering East Hampshire District Council has once again set itself apart from other local authorities up and down the country by cutting its share of Council Tax by 2.6%. This is the council’s second consecutive Council Tax cut, following a two per cent reduction last year.

EHDC helps lead the way with new Internet-of-Things network A network of internet-connected devices that could allow East Hampshire businesses to hook up to vital information from around the district is being developed with the help of East Hampshire District Council. The council has been working with and supporting a Hampshire business.

RAPP & Get Activ8d are back this Easter, featuring a royal performance The East Hampshire District Council Rural Areas Play Project (RAPP) and Get Activ8d will be back entertaining youngsters in the area this Easter. This Easter, RAPP will feature a visit from Magic Charlie, a local magician with a wealth of experience which includes being hand picked to perform for the royal children on more than one occasion. He has also performed on many of the world's luxury cruise ships, appeared on numerous television shows, entertained the children of many top star names and has performed at numerous prestigious events.

Businesses missing out on thousands of pounds worth of business rate support Some East Hampshire businesses are completely unaware they are eligible for thousands of pounds worth of vital support with business rates. A range of money-saving schemes have been put in place nationally to help out small businesses in the district.

Cllr Ferris Cowper, EHDC Leader, announces decision to step down Ferris Cowper, the pioneer of a new way of running local government, is to step down as leader of East Hampshire District Council. Cllr Cowper, 67, who has twice been the council’s leader, has announced the decision now to ensure a smooth transition to a new leadership in May.

EHDC objects to airspace changes Plans to change flight paths over East Hampshire would damage the environment and the local economy, according to East Hampshire District Council. Controversial proposals to change air space around TAG Farnborough Airport have been submitted to the Civil Aviation Authority.

EHDC boosts property portfolio by buying Alton store - East Hampshire District Council has bought an Iceland store in Alton as it further improves its investment portfolio. The supermarket, on the High Street, is the council’s sixth property purchase since 2013 as part of a plan to increase its annual income.

RingGo is a go go! The notorious coin search for parking is no more in East Hampshire. East Hampshire District Council (EHDC) has launched RingGo cashless parking as an alternative to pay and display in its car parks. RingGo is an easy to use service which enables users to pay via credit or debit card.

Councils on the way to £40 million savings with ground-breaking contracts Five councils - united by their vision to deliver improved, more affordable services - are on their way to a projected £40 million of savings as services enter new contracts with Capita and VINCI Facilities. Under the two shared contracts, Hart District Council, Havant Borough Council

Council parks old meters Parking meters in East Hampshire and Havant are set to go smart as state-of-the-art solar powered machines are installed this week. East Hampshire District Council (EHDC) and Havant Borough Council (HBC) are in the process of installing new chip and pin Parkeon pay and display machines.

East Hampshire District Council cracks down on Blue Badge misuse East Hampshire District Council caught out motorists misusing the Blue Badge scheme during a recent crack down. The council’s civil enforcement officers spent a day focusing on drivers who misuse the badge, which offers free or preferential parking for people with disabilities

Residents get plenty of satisfaction from EHDC, according to survey results Residents have given East Hampshire District Council a ringing endorsement, according to the results of the latest survey into the council’s services. Questionnaires returned by people chosen at random showed a far higher level of satisfaction than the previous survey in 2011.

Penns Place gets plugged in to charge point network East Hampshire District Council (EHDC) has installed two new electric vehicle charge points at its offices in Penns Place, Petersfield. This is the first of EHDC’s ambitious plans to build an Electric Vehicle Charging Network across the district.

Six-year partnership goes from strength to strength East Hampshire District Council and Havant Borough Council’s six-year partnership has gone from strength to strength and it has been so successful that they are planning to work together on future projects.


The clerk reported that following the completed audit last year there had been no matters to raise and the closing balance/reserves as at 31st March 2016 stood at £349,984.69


There were no Parishioners questions raised

The Chairman thanked the residents for attending and closed the Annual Parish Meeting at 7.20 p.m.


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