Meeting minutes

Meeting details
  • Date: 19th July 2016
  • Duration: 19:00 - 21:20
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

78/16TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr D’este Hoare

79/16TO RECEIVE DECLARATIONS OF INTEREST

The Chairman, Cllr Lamacraft and Cllr Crookshank declared an interest in item 15 as they are South Lane Meadow Trustees, The Chairman and Cllr Ahern – Item 6, Community Facility Working Group. The Chairman and Cllr Ahern - Memorial Hall. Cllr White Memorial Hall, Patients Participation Group

80/16TO AGREE THE MINUTES OF THE LAST MEETING

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

81/16TO CONSIDER THE FOLLOWING GRANT APPLICATIONS:

Butser Ancient Farm – contribution towards fees to enable easier access etc.
Members had received copies of the application and supporting papers for funding assistance for architects fees to enable the BAF to be more accessible etc. – members considered the application and RESOLVED that they would support it to the sum of £500.00

Clanfield FC – assistance for a proposed storage box to be sited at Peel Park on the fence next to pavilion
Members had received copies of the application and supporting papers for funding assistance for the supply of a long wooden storage box for their goal posts after discussion it was RESOLVED that the Council would support the purchase to the sum of £300

82/16TO RECEIVE DISTRICT AND COUNTY COUNCILLORS MONTHLY REPORTS

Councillor Moon said that he was disappointed with the number of attendees at last months Community Forum meeting – he said he was concerned that there had been no-one from the Parish Council in attendance particularly with regards to their application for Developers Contributions there was no-one to ask questions and he stated that he considered the Parish Council were excluding him from things going on in the Parish and if the Council wanted his support they must keep him informed. It was stated that if Developers Contributions are requested then a PC representative must be in attendance.

Cllr Moon said that there was not a lot going on at District level as they run into the summer months although there is still a lot of debate about devolution.

Councillor Moon's July County Council report is attached to these minutes – a question was asked regarding the completion of the Cycle link – not yet linked to Petersfield – supposed to be last November; he reported on the recommendation of the scrutiny committee to the Executive committee not to close any Tips but the number of opening hours are to be reduced by two hours per day – there is a genuine concern that fly tipping will increase. Cllr Moon was informed that there is no permanent signage on the build out in Chalton Lane; there are only yellow bollards installed outside of the /Rising Sun none on the other side of the road; parking spaces outside of memorial Hall on the road to remain as traffic calming; concern regarding access from Hambledon Road onto South Lane; 30 mph in Chalton Lane by the new development – still in the pipeline

83/16TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES

The Chairman explained about the procurement process for the new facilities and stated that a company called ESPO can provide goods and services carried out with due diligence a meeting had been arranged with a representative from ESPO just to explain the way they operated as the PC lack the experience to manage the project i.e. the kitchen they offer the services of a Project Manager who can sort out everything they go out to tender, advertise and have to be transparent. After consideration it was agreed that the members should meet with the representative to see what they offer with no obligation, although there was concern from Cllr Ahern that the PC were looking for an insurance policy against criticism and this way forward would not come cheap, he was concerned that the PC would be railroaded along the wrong route. With regards to the energy suppliers for the kitchen the Council had tasked Cllr Ahern with this and he was asked to continue to progress on the Councils behalf to engage a service provider to enable the building to be up and running.

  1. To discuss and agree the way forward regarding the allotments An update had been submitted by Cllr Crookshank – she would put together a Design and Access Statement to support the planning application which would be submitted by the architect. The gate would need to be agreed as the developer needed to be informed what type of gate would be required – there may be an extra cost for this. There was concern that the costs were mounting up and not been budgeted for i.e. £4800 for 12 sheds. It was agreed that the architect submit the planning application, the provision a more suitable gate to allow disability access be looked into
  2. EHDC update Tracy Vear reported that the build plan was on target regular reports were issued and the regular catch up meetings held. There was nothing to report on the Tennis Courts EHDC were following the procurement process. The Developer was in the process of submitting the planning application for St. James Place – the representative would give TV an update on the replacement of bungalows; a question was asked as to whether it would be possible for post Graduate students to write up as a thesis on the energy , sustainability of the building – no concerns with this.
  3. Update from the Clanfield Parish Institute on the way forward Update later on the agenda
  4. Future Protection for the open space There was a section of grass at the end of the open space which was very high and needed attention - TV to raise with the developer. The costings for protection were awaited following a meeting with a local contractor who would come forward with various options for protecting the open space hopefully this information would be available at the September meeting

84/16ST.JAMES PLACE COMMUNITY FACILITIES to agree the formation of a new Working Group and view the Bowling Green proposals

Cllr Foster had volunteered to be a member of a new working group – the Chairman also – it is hoped that two members of the public could also join the group to discuss issues on the new St James Close estate – it was considered that someone with bowling expertise should be included. The WG would need to be set up with the same Terms and Conditions as the CFWG and the PC should always retain the Chair.

Plans of the bowling green were copied to members – there was concern regarding clean and dirty sport mixing – both would have their own entrances – the users of the bowling green would not require access to showers etc. It was considered that the proposals were accepted as the best solution with the goodwill from the developer and EHDC to provide what has been required.

85/16TO UPDATE WITH REGARDS TO THE DOWN FARM CRIMEA BARNS – Working Group assistance required

Cllr Clarke reported that shortly after the June Parish Council meeting a useful site visit was held with the Chairman of the local bat group. Following that discussion, a bat survey was commissioned by the Parish Council, as an up-to-date bat survey will be needed to accompany a planning application submitted by the Council for change of use of the barn. Such surveys can be undertaken only during non-hibernation months and ideally, in this case, during July. However, in response to my request for access for the bat survey work, the developer has made contact stating that the previous report which supported the planning application is valid and has been confirmed by the ecologist for the project and there would be no issue with any demolition works. They cannot provide any access for further surveys into the Crimea barns until an agreement or planning is granted. Nick Laker on behalf of the developer would find out the reason and get back to the PC.

Until access can be gained no further progress can be made which could hold up funding applications.

An Expression of Interest form has been submitted to the Heritage Lottery Fund and a response is awaited. It should be noted that grant applications require details of costings which will be difficult to supply without undertaking a measured survey. A request for villagers with experience of completing lottery or other grant applications was recently posted on Facebook and Clanfield Online; one or two encouraging responses had been received and so added to the Friends of Crimea Barn group.

With regards to working group assistance – it was suggested that the local residents who have registered an interest be asked if they would consider joining a WG to progress the barns – perhaps via the Facebook page/website/ press etc.

OPEN FORUM 8.40 p.m.

Matters raised; new St James place application for relocation of dwellings would they be bungalows? Cllr Moon said they would be houses as there is not enough room for bungalows – the revised application awaited; wild flower meadow at St James Place; community toilets at Clanfield Memorial Hall – to be refurbished during August;

MEETING RECONVENED 8.50 p.m.

86/16TO RECEIVE CORRESPONDENCE LIST

Devolution – Copy letters from Liss P.C./Steep PC / Letter from James Wharton MP
1st Clanfield Scout Group – thank you letter and update regarding the Jurte Tent – now purchased
Copy letter regarding the traffic calming
E.mail from Cllr Wren regarding Chalton car park : “ following discussions with the land owners of the car park @ Chalton they have offered to re-open the car park while lease negotiations are in place.”
Enquiry regarding grass cutting issue
Query regarding dropped kerb locations/markings – passed to relevant authority
Bus shelters – survey prior to quotation
Notification of funding available for parish councils renewable energy feasibility studies.
Parish Lengsthmans Scheme – info from other local Parishes
EHDC Landscape Capacity Study – directed to Cllr Stephen D’este Hoare as he was involved when working for EHDC
EHDC – Transport meeting – notes to follow
- Letter written regarding planning process/issue – (withdrawal of application after comments submitted)
- Crime Prevention for Older and Vulnerable People
- New Scam Emerging; Public services updates - A new way to stay informed
- EHDC Grants
HCC - access newsletter
- survey to assess the level of demand for free early years education/childcare - Small Grants Scheme Countryside Access - Deadline approaching; - Notification of Road Closures: A3 Surrey and Hampshire - Road Marking Renewals
EHAPTC meeting papers
HALC - RE: Enquiry Facebook – encourage Councils to be on Facebook and Twitter
- The Countryside Awards - Entry Date Extended to 1st July
- Photographs for Annual Review
- Celebrate Rural Housing Week with HARAH this July; Hampshire ALC AGM Invitation
- Section 5 of Governance & Accountability
- NALC's Model Financial Regulations – clerk will look at changes of these and above before September meeting
- September Workshops for Parish and Town Councils: 'The Future of Local Government in Hampshire’
The Chairman attending 20th September workshop
- Budgeting Hints & Tips - Tuesday 27th September, 10.00-15.00; A great new funding opportunity
SDNPA - Parish Workshop Presentation; Key highlights
Community Action - Community Arts and Heritage Funding Event
CPRE - Hampshire ranked 23rd for light pollution & dark skies, Awards now open to 1st July!, news from our Planning & Policy Group; Fields in Trust.

87/16TO CONSIDER THE 2016 CAROL SERVICE

Cllr Ahern stated that he cannot continue to run the Carol service this year and stated that although not a huge amount of work is involved there must be attention to detail Cllr Foster said that he would be willing to have a look at what was involved Cllr Ahern would issue him with an aide memoire of what is required the Chairman and Cllr Lamacraft offered to help.

88/16FINANCE

  1. To receive July financial statement The ¼ precept financial statement had been duly circulated to members showing a closing balance of £428,568.23. The financial statement was duly accepted
  2. To receive list of payments Payments issued since the last meeting June: £365.08; July £4,722.04 – it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members. It was agreed that as there is no meeting at the beginning of August payments due could be made. This would include the invoices for the skate ramp and associated works – it was RESOLVED that if received these could be duly paid.

89/16TO UPDATE ON THE PARISH ASSISTANT

The clerk was to meet with two other Parishes with assistants Cllr White had offered to attend with the clerk – a job description would need to be considered

90/16TO DISCUSS ISSUES REGARDING PEEL PARK

  1. Play Equipment The RoSPA report has been forwarded to Mr Andrews and Clerk is waiting to hear from him to see what issues he can address. The basket swing is showing signs of wear and tear and needs to be replaced – agreed.
  2. Pavilion The annual alarm test had been carried out
  3. Skate Ramps Work is nearing completion. Unfortunately a dumper truck went missing CCTV checked and the PCSO is coming to look at the CCTV also.
  4. Dog Issues The DVLA form was finally received and returned unfortunately they need the exact model of the car – further response awaited.
  5. Update on the various works Tarmacing being carried out around pavilion, basketball area, including re-siting the basketball post, and path.
    There were moles in the park and these were in the process of being dealt with Cllr Clarke state that she did not agree with the removal method.
    The main gates to the open space are rotten and needed to be replaced – clerk obtaining costing from regular contractor

91/16TO UPDATE/REPORT ON THE PROPOSED SKATE JAM TO MARK THE OPENING OF THE NEW SKATE RAMPS

The event is scheduled for August 29th Cllrs Clarke and D’este Hoare attended a meeting last week which included the youngsters who are helping to organise the event. The main gates would need to be opened up with parking provided along the edge of the Park; First Aiders would be in attendance and offering training a key would be issued to allow access to the pavilion for the toilets; Risk Assessments would be sent to the PC insurers; a grant had been applied for from the Youth Council. Clanfield Online are supporting. It was RESOLVED that any shortfall possibly up to £300 would be met by the Parish Council.

92/16TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD Nothing to report

SUNDERTON MEADOW one part of the headland had been cut to allow for easier access to the gate – the whole area would be cut late August / early September

SOUTH LANE MEADOW The next Trustee meeting is scheduled for Tuesday 23rd August

POND A clear up would be arranged for later in the year

93/16TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive planning committee minutes It was RESOLVED that the planning minutes be duly accepted – the next meeting was scheduled for Monday 25th July

Bus Shelters – discuss and agree the way forward; a company representative is due to visit the site to ascertain whether or not they can supply the new shelters as previously viewed.

Any other reports No other reports

94/16 TO PASS A RESOLUTION IN ACCORDANCE WITH THE PUBLIC BODIES (ADMISSION TO MEETINGS)ACT 1960 TO EXCLUDE THE PUBLIC AND PRESS FOR DISCUSSION REGARDING 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 9.20 p.m.

The next meeting is scheduled for Tuesday 6th September, 2016 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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