Meeting minutes

Meeting details
  • Date: 6th February 2018
  • Duration: 18:45 - 20:45
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

6/18TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr M. White.

7/18TO REPORT COUNCILLORS RESIGNATION – CO-OPTION OF NEW MEMBER PERMITTED

Karen Crookshank had submitted her resignation from the Council and the statutory vacancy notices had been advertised – no election had been called therefore the Council can co-opt. Members paid tribute to Karen who had served as a Councillor for 14 years, she would however still maintain contact with the Parish Council through the Allotment Association.

8/18TO RECEIVE DECLARATIONS OF INTEREST

The Chairman Cllr Clarke and Cllr D’este Hoare declared an interest in item 20 on the agenda as they are South Lane Meadow Trustees.

9/18TO AGREE THE MINUTES OF THE LAST MEETINGS including the Confidential meeting held on 8th January 2018

The minutes of the last meetings had been circulated, this included the confidential session following the December meeting. It was RESOLVED that they be duly signed as a correct record. The minutes of the Extraordinary Confidential meeting held on 8th January, 2018 had also been circulated and it was RESOLVED that they be duly signed as a correct record.

10/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Open session commenced at 6.50 p.m.

Matters raised: an update request for the Community building – complex legal issues to be resolved PC hope to make an announcement in the next few weeks; there is some earth available at South Lane Meadow for the bunds if needed; concerns over the increase in petty crime, the police used to visit regularly, any issues should be reported on 101 and can also be raised at the CTCG meetings; streetlights end of Green Lane – issue being chased by Cllr Mocatta and Cllr Wren

Meeting reconvened at 7.00 p.m.

11/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Wren reported the streetlight issue is in hand; further consultation from the Boundary Review with regards to the change to Ward boundaries concerning Horndean/Rowlands Castle; Finchdean which will be included in RC boundary.

Cllr Moons report is attached to these minutes – items covered at the meeting included a report on the Apprenticeship Fair; tourism; stop fly tipping; help school to be their best – school support/volunteers; Council Tax for education – help children do their best at every level.

Cllr Mocatta reported on the HCC budget they are trying not to reduce services; there are County Councillor grants available for local residents groups who should be encouraged to apply – there are also District Councillor grants available each year which do have to be spent within 6 months; there will be no cabinet approved grants available next year. Cllr Moon reported that the Community Forums are poorly attended and they are looking for topics which will interest residents and encourage them to attend.

12/18TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS:

Windmill View Land and Premises (Green Lane Facilities);
Cllr Bannell reported that searches relating to all the Windmill View facilities had been put in hand just before he and the Chairman met with the Parish Council’s Solicitor on 12th January. He reported that the average time for the result of searches to be returned is currently about 4 weeks, therefore they should be available within the next week or so.

The Transfer plan showing the boundaries of the individual facilities at Windmill View was agreed prior to Christmas. The draft Transfer documentation for the top field, with the allotments, the bottom field and the MUGA / LEAP area has been reviewed and it has been returned to the Solicitors acting for the developers for their further consideration.

The developers have yet to undertake the outstanding landscaping work around the bottom field. If that work is still outstanding when the Transfer occurs, they will give an undertaking to carry out and complete it before the end of the current planting season - i.e. by 31 March 2018.

Down Farm Park Land and Premises (St James Place Facilities);
The searches are in hand.

The Transfer plan showing the boundaries of the land and the division between the Phase 1 and Phase 2 handover areas has been agreed. The draft Transfer documentation for the Phase 1 handover area has been reviewed and it has been returned to the Developer’s Solicitors for their further consideration. There is a significant amount of outstanding landscaping work - mainly planting - and the developers will give an undertaking to carry out and complete this work before the end of the current planting season - i.e. by 31 March 2018. Consideration of the Transfer documentation for the Phase 2 handover area will proceed in due course.

Down Farm Barn (“Crimea Barn”);
The searches on this property were put in hand on 2nd February at a cost of - £1,506-90 - this has been paid by the Parish Council from the 2017/2018 precept allocation for this property. The Transfer plan has been agreed (with the St James Place plan). The draft Transfer documentation has been reviewed and it has been returned to the Solicitors acting for the developers for their further consideration. There are 2 points that need to be considered: Excluded Use; Proposed Restrictive Covenant on Use; The working group have met to consider these points and the Council’s response was approved in accordance with the working group’s recommendations.

13/18TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Community Centre and Tennis Courts
Cllr Bannell reported that a Certificate of Practical Completion for the Community Centre was issued on 5th December 2017. He reported that, unfortunately, although the Centre is fenced off, young people are using the open areas for skateboarding. The construction of the tennis courts was also completed in December except for some peripheral landscaping which will be completed, by EHDC’s contractors, when the weather permits.

Allotments update/report
The gate has been padlocked by the Parish Council (with BDW’s express approval). The contractors for (1) the terra matting area and (2) the paths to separate the plots could now be put on alert to provisionally schedule the implementation of the work as completion of the Transfer could occur before the end of February. It is a planning condition that the terra matting area etc will be completed before the allotments are occupied. It has been confirmed that “occupied” means by allotment holders actually gardening and, therefore, forming the paths and providing additional sheds etc will not be in breach of the planning condition.

Open Space, MUGA and LEAP
Cllr Bannell had previously referred to the outstanding landscaping around the bottom field. This is the planting of hedge plants and trees, by the developers, close to the road frontages. The PC bund works will be inside this planting. The developers have confirmed that they will be removing the Heras fencing around the MUGA / LEAP area as soon as the legal Transfer of that area has occurred.

14/18TO RECEIVE UPDATE ON PROPOSED BUNDS TO PROTECT THE OPEN SPACE LAND AT WINDMILL VIEW FROM UNAUTHORISED VEHICULAR ACCESS:

Top Field - planning permission received
Cllr Bannell reported that during post-application negotiations with the Local Planning Authority, EHDC, the Council had to reduce the height of the bund from 76cm to 45 cm. The appointed contractors confirmed that the bund would still be effective at this reduced height. The Council declined to accept a further request to widen the base of the bund (to reduce its gradient) on the grounds that it would have rendered the bund to be ineffective. Planning permission was granted on 10th January 2018. Bearing in mind the proximity of ownership of the top field being transferred to the Parish Council, it was agreed that the contractor be asked to provisionally schedule in the work.

Bottom Field – planning permission received
Cllr Bannell reported as above, the height of the proposed bund around this field was reduced from 76cm to 45cm and the form of the ditch in front of the bund was also amended for its two downhill lengths to alleviate concerns about flooding. Planning permission (Ref: 28889/048) was granted on 18 January 2018. It was also agreed that the contractor be asked to provisionally schedule in the work.

15/18TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES:

Bowling Green and Sports Pavilion:

Construction Status and Completion Date;
It is believed that the sports pavilion was completed before the end of January but no official confirmation has been received from the developers. Dales, the specialist contractors for the bowling green, will be returning to site at the end of February (date to be agreed) to do some maintenance work on the surface. The car park is almost complete. The fencing is now in place and the position of the fencing has been approved by representatives of the Bowls Club.

Preparation of Lease to Bowls Club (including the Football Club Licence);
The draft documentation was issued to the Trustees of the Bowls Club, for their consideration, on 24 January. The draft of the Football Club Licence (for use of parts of the sports pavilion) has also been sent to the Football Club. A copy of the proposed Lease Plan had been circulated to members and this was agreed.

Formation of Bowls Club;
It is understood that the Club will now be called Clanfield Bowls and Social Club and that an application has been made to the Charity Commission for its registration as a Charitable Incorporated Organisation (CIO). The Club is holding an “open day” at the Kassia Restaurant on Saturday 17th February to provide an update for those people who are interested in joining the club.

Proposal for Overflow Car Parking – planning permission received, costings, contract considerations;
Planning permission was granted on 8th December 2017. Cllr Foster has been progressing discussions with contractors but owing to the size of this contract, it has been established that the Council needs to advertise the opportunity on Contract Finder, which has been done with a stated reply deadline of 23rd February. Therefore, it is anticipated that Cllr Foster will be bringing the estimated cost of this work to the Parish Council meeting on 6th March.

Inventory and Acquisition of Equipment - costings, contract considerations;
Nothing further to report

Storage Accommodation - planning permission received, costings, contract considerations
Planning permission was granted for the equipment store on 19 January 2018. This will be sited, as previously reported, at the rear of the sports pavilion.

Sports Pitches.
We do not have any further information on this at the present time.

Open Spaces, Allotments, Play Area etc.
There is nothing to report, at present, on the allotments, the play area or the open space areas in the Phase 2 part of the site. In December, ACD (BDW’s Landscape Architects) undertook a “Second Landscape Audit” of the Phase 1 handover area and identified, inter alia, that “a large proportion of trees was absent within the POS and several trees have failed”. BDW (Barratts) will be carrying out the outstanding work before the end of the current planting season - i.e. by 31st March 2018. All of the landscape drawings, now received, will be used to check the outstanding works as they progress. The work will be monitored by EHDC’s Development Inspector who the Council is liaising with on this matter. A set of the landscape drawings has been provided for Cllr D’este Hoare and his team who will be bringing forward the Parish Council’s Landscape Strategy and Management Plan for Down Farm Park (St James Place). EHDC has advised that, as there is no planning condition requiring the ponds at Down Farm Park (St James Place) to be fenced and the developers have supplied a Sustainable Drainage Risk Assessment which does not require the ponds to be fenced, no action can be taken in that respect. Therefore, should the Parish Council require fencing at any time in the future it will have to bear the cost. The hedging on the Chalton Lane frontage of the development was cut down to comply with a Section 278 Agreement and it is understood that it was, therefore, authorised.

16/18TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Working Group Report

At this point Cllr Clarke paid tribute to Cllr Bannell for all of the work he has been doing with regards to transfers etc.. Cllr Clarke reported that legal work to transfer the Down Farm Barn site to the PC is currently being undertaken , therefore the working group is now in a position to proceed with the final stage of the process to appoint a Project Manager from the already approved shortlist of six applicants; the proposed schedule is 8th February for dispatch of appropriate documentation to the shortlisted applicants; 26th February for inspection of the property by appointment; 14th March (midday) for receipt of sealed tenders; 22nd March for interviews; 3rd April for Parish Council decision. Members duly RESOLVED to invite the six shortlisted companies to tender in accordance with the above and the tender document duly circulated. The Save Crimea Barn leaflets placed in the Co-op and other local shops are continuing to draw interest and support to the Facebook page.

17/18TO RECEIVE CORRESPONDENCE OF NOTE

Green Lane streetlight enquiry – passed to Cllr Wren
Counter Terrorism Seminar possibility as directed by CTCG
Clanfield Online - News Story - Good News for Council Tax payers in Horndean – no proposed increase
Application from Citizens Advice East Hampshire to Clanfield PC – MARCH AGENDA
Boundary Commission consultation District Boundary proposals
SDNP - East Meon Neighbourhood Plan; South Downs news
EHDC - possible Clanfield information leaflet; Three Parishes Summer Fayre – representation request
Sports Awards; Invitation to South East Employers' Training Sessions at EHDC - 10 Spaces only on each session; Consultation Draft Wealden Heaths Phase II Special Protection Area Supplementary Planning Document
HALC – Local Government Ethical Standards - Call for Evidence – MARCH AGENDA
Breakfast briefing transparency update; Public Consultation - Shaping the Future of England's Strategic Roads; New Auditors documents; Hampshire Association of local councils new website is now live
New Legal Helpline Service Provider For Member Councils
HCC -environmental improvement grant; Area Teams &The Rights Of Way Vegetation Priority Cutting Lists For Your Parish – 2018; Public Consultation on Traveller Development Plan Document
- South Lane, Clanfield – Drainage Improvement Works commencing 12/2/
Parish Lengthsmans scheme – updated; South Downs Funeral Service opening
Growing a Rural community – survey responded to; 5 Benefits of a DEDICATED Fundraiser
Portsmouth Water – draft Drought Plan for Consultation (2018) and Havant Thicket Reservoir

18/18TO CONSIDER THE WAY FORWARD WITH REGARDS TO THE EHDC LOCAL PLAN REVIEW

Cllrs White and Bannell had attended the EHDC briefing with regards to the review of the Local Plan; informal consultation with Parish Councils could commence this month – report duly submitted. The changes in legislation require Local Planning Authorities to review their Local Plans every 5 years. The Core Strategy of the current Plan was adopted in 2014 and, therefore, the preparation of a new Local Plan should be, at least, well in hand by 2019. The review applies to those parts of East Hampshire District outside the South Downs National Park. From informal evidence gathering (including with Parish and Town Councils) during this year, EHDC will publish a Draft Plan for public consultation (currently scheduled for January 2019 but it could possibly be earlier).

It was considered that the Planning Committee, with an invite to all members, will discuss this issue at their next meeting and decide what the Council’s position will be for the future.

19/18FINANCE

To receive financial statements The January and February financial statements had been circulated showing a closing balance as at 31st January of £370,094.51. It was RESOLVED that the statements be duly accepted
To receive and agree Orders for Payment Payments totalling £2,814.14 had been issued in December £5,754.97 in January . Payments presented at the meeting: £9,350.28 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members
To decide new member for the FWG and agree to new signatory There was vacancy on the FWG which it was duly Resolved would be filled by Cllr Bannell it was also RESOLVED that he would be the new account signatory.
Play equipment inspections revised charges The company who carried out the play equipment inspection had proposed an increase of £1.10 per visit this was duly accepted.
Internal Auditors report The ¾ internal audit had now been completed and there were no matters to raise.

At this point Cllr Foster requested approval for the allocated £500 for the 2018 Carol event which would include £30 for a Santa outfit – duly agreed

20/18TO CONSIDER AND AGREE THE 2018/19 PRECEPT

The FWG had met and reviewed the draft precept – members had a copy. It was duly RESOLVED that the precept for 2018/19 be set at £132,545.00 which means a decrease of 1% from last year.

21/18TO AGREE TO REVIEW THE GRASS CUTTING CONTRACT FOR 2018/19 – specification review

The grass cutting specification had been reviewed which would now include the open spaces at Windmill View and eventually Down Farm Park – the clerk and Assistant clerk would meet with three local contractors to discuss the reviewed specification and obtain quotations for the 2018/19 grass cutting season as a one year contract. The framework for the 2nd phase of Down Farm Park was more complex and was being studied by Cllr d’este Hoare and his working group.

22/18TO UPDATE WITH REGARDS TO WORKS TO THE VILLAGE WELLHEAD –Developers Contributions

Developers contributions for the proposed re-thatching of the Wellhead had been approved to the cost of £4,150.00 – the work has commenced and would be completed within a week. The trees behind the Wellhead would need to be monitored as regrowth could damage the thatch.

23/18TO AGREE TO THE APPOINTMENT OF ASSISTANT CLERK FOLLOWING SUCCESSFUL PROBATIONARY PERIOD

Emma Barritt had now completed her probation period and is happy to continue and it was duly RESOLVED to offer her permanent employment.

24/18TO DISCUSS ISSUES REGARDING PEEL PARK:

Play Equipment Issues raised duly reported to Mr Andrews – hopefully outstanding issues would be addressed asap
Pavilion the pavilion is currently being assessed for non domestic rating
Defibrillator update the defibrillator has now been installed at the pavilion and is now fully operational with the local ambulance service it was considered that the new facilities would have defibrillators installed in due course and it was also suggested that the Co-operative store be approached.
There were a lot of mole hills in the park – currently being dealt with

25/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD Nothing to report
SUNDERTON MEADOW Nothing to report
SOUTH LANE MEADOW – Examples of the type and colour of the proposed surfacing for the pathway in the Meadow were presented – it was considered that if this was the agreed way forward then the coral pink colour was preferable although there were still concerns with this type of surfacing for the rural setting; would it take vehicle traffic; would it be laid on a concrete base; would it be slippery etc these issues would be raised with the HCC officer at a follow up meeting proposed as the consultation period ended on 31st January. The examples would be taken to the SLM Trustee meeting on 20th February. There were no plans to surface the car park although the holes would be repaired and three disabled parking bays installed
POND nothing to report other than the Christmas light had needed some electrical attention – duly addressed.

26/18TO 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. No applications currently pending
Any other reports Cllr Foster had attended the Community Forum and notes duly circulated

The Chairman had attended the FC presentation evening and has nominated the Chairman of the Football Club for and EHDC Sports Award for which he has been shortlisted

27/18TO 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 8.45 p.m.

The next meeting is scheduled for Tuesday 6th March 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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