Meeting minutes

Meeting details
  • Date: 6th March 2018
  • Duration: 18:45 - 21:00
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

29/18TO RECEIVE APOLOGIES FOR ABSENCE

Cllr Beazley submitted her apologies and District Cllr Nigel Wren. At this point the clerk stated that there has been no interest with regards to the Parish Council vacancy

30/18TO RECEIVE DECLARATIONS OF INTEREST

The Chairman Cllr Clarke and Cllr D’este Hoare declared an interest in item 19 on the agenda as they are South Lane Meadow Trustees; Cllr White stated that she is no longer a Memorial Hall Trustee; she is Chairman of the Patient Participation Group;

31/18TO AGREE THE MINUTES OF THE LAST MEETING including the Confidential session

The minutes of the last meetings had been circulated, this included the confidential session following the February meeting. It was RESOLVED that they be duly signed as a correct record.

32/18TO 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: a question regarding possible voting on the proposed footpath in South Lane Meadow – the PC are waiting for a follow up meeting on this matter; proposed pavement on South Lane will need to be looked at by HCC as there is a drainage ditch at this point; points raised regarding incomplete works at St James Place; concerns regarding the Windmill View Residents Association not involving residents along Green Lane although it was stated that the meeting held was primarily to discuss the management issues on the site – these meetings are not hosted by the Parish Council; the three streetlights on Green Lane are now working; query raised regarding the pitches on the Windmill View site in particular the exclusion of the football pitch - there remains pitch provision at the St James Place site; a question regarding parish lengthsman – the PC is on the HCC list but need to decide what works would be required.
Meeting reconvened at 7. 10 p.m.

33/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

County Councillor Mocatta reported that HCC will be increasing Community Charge – although there would be no cuts regarding school crossings or recycling, but increases were due to inflation and grant loss – he stated that costs were increasing and the Community Charge may increase again next year. HCC is responsible for a large part of Social Care – Cllr White stated that it should not be up to Parish Councils to fill the gaps which the Government should be doing.

34/18TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS:

Windmill View Land and Premises (Green Lane Facilities)
Cllr Bannell reported that he had reviewed two versions of the draft transfer documentation, the draft Report on Title and the Searches. The Parish Council’s solicitors had asked its search providers to reconsider the information that they had provided on gas pipes as its accuracy had been queried. It was thought that the developers had agreed to revert to two transfers - one for the top field with the allotments, the bottom field, the MUGA and the LEAP and the other for the Community Centre and the tennis courts. There were now relatively few points to negotiate but they were important.

Down Farm Park Land and Premises (St James Place Facilities)
The Report on Title and the Searches had not been received to date. The first draft of the Phase 1 transfer document had been reviewed on 28th January and it had been returned to the Developers solicitors by the Parish Council’s solicitors on 31st January but no response had yet been received.

Down Farm Barn (“Crimea Barn”)
The Report on Title and the Searches had not been received to date. The draft transfer document had been reviewed on 28th January and it had been returned to the developer’s solicitors by the Parish Council’s solicitors on 31st January but to date no further response had been received.

35/18TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Community Centre and Tennis Courts
The Community Centre had been completed in early December but required snagging on a couple of issues. The Tennis Courts had been completed but need to be sprayed green when the weather permits and then line marked accordingly

Allotments update/report
The contractors are standing by to lay the paths and carry out the work to the car parking but nothing can proceed until the land is transferred. A padlock had been placed on the gates by the Parish Council , with the developers consent. No update could be given with regards to the Allotment Association as they were waiting for a transfer date.

Open Space, MUGA and LEAP
Awaiting a transfer date – as soon as the transfer is completed the Heras fencing will be taken down around the MUGA and LEAP, but it will remain in situ around the Community Centre until it opens.

36/18TO RECEIVE UPDATE ON PROPOSED BUNDS TO PROTECT THE OPEN SPACE LAND AT WINDMILL VIEW FROM UNAUTHORISED VEHICULAR ACCESS

There was nothing further to report on this matter – the Council were again waiting for transfer so that they could give the go ahead to the contractors to proceed with the formation of the bunds.

37/18TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES:

Bowling Green and Sports Pavilion:
Construction Status and Completion Date The pavilion had been completed, but there was still work to be done on the Bowling Green. There had been an issue with the unstable banking which the developer had to address, possibly caused by works being carried out further up the site – a response was awaited from the specialist contractors; the drainage had been partly addressed but was not entirely satisfactory. The gates to the green had not been secured – it was hoped that the developer would address this issue.
Preparation of Lease to Bowls Club (including the Football Club Licence) Meetings had been held with the Trustees and there were still points to negotiate but hopefully these would be resolved shortly.
Formation of Bowls Club The bowls club had now registered as a charity and they are called – Clanfield Bowls and Sports Club
Proposal for Overflow Car Parking – contract considerations – tenders received Following the contract being placed on the Contract Finder website three tenders had been received for the works to construct the overflow car park – duly opened in accordance with Financial Regulations. The quotations had been collated and it was RESOLVED that Quotation A on the submitted report be accepted at a cost of £32,449.93 + £6489.99 VAT = £38,939.92 which would consist of a ground guard type surface which could be mowed – it was noted that, in order to comply with the planning permission, a sign would have to be erected in a suitable location to state that the overflow car park should not be used until all the spaces in the main car park are full. It was considered that a height barrier may have to be installed at the entrance to the main car park from Columbine Way.
Inventory and Acquisition of Equipment - costings, contract considerations The Pavilion has been built with inward opening front doors to the main seating area. The Fire Risk Assessor had advised that this would restrict the occupancy to approximately 60 people; the Assessor has advised that the maximum occupancy would be approximately 110 people if the doors opened outwards. It was considered that there would be occasions when the occupancy of the pavilion would be in excess of 60 people - e.g. on match days. This work is considered to be essential for the use of the Sports Pavilion in compliance with fire regulations. Unfortunately, the existing, inward-opening doors cannot be adapted and re-fitted to open outwards therefore new doors would have to be supplied and fitted. Costings for these works had been received and the quotations and options submitted to members for consideration. It was duly RESOLVED that the quotation for £1,259.67 + VAT be accepted for supply only with an up to budget of £500 for fitting by an independent local contractor.
Storage Accommodation - costings, contract considerations Approved at the last meeting
Sports Pitches. No further update had been received from EHDC or the Developers
Open Spaces, Allotments, Play Area etc. The Council had agreed to accept an undertaking from the developers to complete outstanding landscape works on the Phase 1 handover area but the Council had made it clear that it would not accept a similar undertaking on the Phase 2 area. As a result, the developers had revised the Phase 2 handover date from June to December 2018. This would enable the outstanding planting on the Phase 2 area to be carried out by the developers in the period October to December.
At this point appreciation was shown to Councillor Bannell for the amount of work he has been doing on behalf of the Parish Council

38/18TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Working Group Report

Cllr Clarke reported that there are two significant matters progressing with this project at the moment; the transfer of the barn site - which has been dealt with under a previous item - and the recruiting of a Project Manager. Six companies were invited to tender for the role of Project Manager. Cllr Bannell and Cllr Clarke spent four hours on 26th February at the barn, escorting five of the ’candidates’ on an inspection of the site and answering their questions, all candidates were very impressed with the barn and site potential. The next steps: sealed tenders must be received via the clerk by midday on 14th March to be considered; Interviews to take place on 22 March - (interview 'panel': Rosemary Clarke, John Bannell, Stephen D'este Hoare, Assistant Clerk); the CPC project team will then meet to agree successful candidate; 'audit trail' report to April Parish Council meeting, requesting member approval; Letter to successful candidate to offer the Project Manager role would follow.

39/18TO RECEIVE CORRESPONDENCE OF NOTE

Peel Pavilion, Chalton Lane – the property has been assessed for non domestic rates with a Rateable Value (RV) of £2,600. A formal letter and invoice is awaited from EHDC.
Community Facilities enquiries re: opening etc...
Proposal for a post office – South Lane (Nisa)
Invitation to Nisa store launch – Cllr Foster to attend on behalf of CPC
Letter from police and Crime panel
EHDC – CIL Neighbourhood Proportion payments - Southern Parishes – any comments?
- Community Resilience; Three parishes Summer fayre 21st July
- Clean up day 14 April community event at Windmill View and St James Place organised by the Residents’ Associations; CTCG Minutes
HCC - Rural Communities Fund - Countryside Access
- Pre-Planning Consultation on the Enlargement of Petersgate Infant School
- Surface Treatments Minor Roads 18 / 19 - Parish / Ward Council Notification
- Concerns raised due to lack of communication with regards to the recent South Lane/North Lane road closure – forwarded to Cllr Moccatta and HCC
HALC - Consultation: Crime and poor performance in the waste sector
- Training events; Message from Age Concern Hampshire - Update on the Hampshire Village Agents service; March eupdate; Hampshire ALC Annual Conference 2018 - "Fit for the Future" – 21/3/18
EHAP&TC - Wednesday, 14th March - 7.30 p.m
South East Water - Draft Water Resources Management Plan Consultation
Action Hampshire Invite to launch of Warm Hubs scheme in Hampshire
Looking for funding? Grant funding training (8th March)
Home Library Service available from Hampshire Libraries

40/18TO CONSIDER THE WAY FORWARD WITH REGARDS TO THE EHDC LOCAL PLAN REVIEW

Following the planning committee meeting held on 27th February it was agreed that a member of EHDC’ planning team would be invited to a Council meeting to discuss the matter further.

41/18FINANCE

To receive financial statement
The March financial statement had been circulated showing a closing balance as at 28th February, 2018 of £354,453.90. It was RESOLVED that the statement be duly accepted

To receive and agree Orders for Payment
Payments totalling £6,011.82 had been issued since the last meeting. Payments presented at the meeting: £8,650.16 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members

To consider the application for a grant from the EH CAB
An application for grant funding had been received from the East Hampshire CAB and duly circulated the grant request was to undertake a feasibility study with regards to providing an outreach service – it was reported at an EHAPTC meeting that CAB funding was to be from EHDC – members considered the application and RESOLVED not to offer any financial support at this time

42/18TO AGREE THE GRASS CUTTING CONTRACT FOR 2018/19

Members had been given costings from three contractors and after consideration it was duly RESOLVED to accept the quotation for £11,645.00 + VAT for a one year contract this did not include the Down Farm Park areas although these were costed for by this contractor for an extra £7,500 – no action could be taken with regards to the grass cutting of this area until transfer of the land. The successful contractor would be asked if he had the means to water the newly planted shrubs and trees on the sites. There was concern regarding trees which had been planted by the developer and whose responsibility it would be to replace them should some of them not survive. At the end of this forthcoming season the contract would be reviewed again, possibly for a term of three years. It would need to embrace the Landscape Maintenance Plan which is currently being prepared by Councillor D’Este Hoare and his team for Down Farm Park. In the light of the more complex requirements in the future to comply with planning conditions and obligations concerning the new areas of land which are currently being acquired, Councillor Bannell felt that the term “Grass Cutting Contract” would no longer be appropriate and that it should be changed to “Grounds Maintenance Contract” or similar.

43/18TO DISCUSS THE NEW DATA PROTECTION REQUIREMENTS – including new email addresses for members and staff

As part of the new General Data Protection Regulations it is required that members should have CPC email addresses for Council business – Cllr Williams has set up new internal email addresses for members and submitted guidance on how to set them up. Also the Council require a Data Protection Officer – this cannot be the Clerk (at present) due to possible conflict of interest. There are a lot of rules and regulations which will need to be followed – the Clerk and Assistant Clerk had attended a webinar on this and further details will be forthcoming before the May deadline

44/18TO CONSIDER THE LOCAL GOVERNMENT ETHICAL STANDARDS - CALL FOR EVIDENCE

No comments to be made on this document

45/18TO CONSIDER THE IDEA OF REMEMBRANCE DAY POPPIES PLACED ON LAMPOSTS ETC

Cllr Thomas asked members if they would support the idea of placing large poppies on lampposts prior to Remembrance Sunday this year – it has been done by other Parishes. Members supported the idea and Cllr Thomas and the Clerk would look into requirements etc. – it was considered that both shopping areas could be
Included which would cover about 16 lampposts. The poppies did not cost but the PC could give a donation

46/18TO DISCUSS ISSUES REGARDING PEEL PARK:

Play Equipment
The Clerk and Assistant Clerk had met with Mr. Andrews to discuss the outstanding issues on the play equipment inspection reports – he would address these issues as soon as possible

Pavilion
Several of the outside lights were not working – bulbs duly changed

47/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD Nothing to report

SUNDERTON MEADOW Nothing to report

SOUTH LANE MEADOW The minutes from the Trustees meeting held on 20th February were duly circulated. Cllr D’este Hoare reported that the proposals for a BBQ facility in the Meadow would not be
progressed. A report had been received regarding theft from a vehicle in the car park – this would be raised at the next CTCG meeting

POND Nothing to report

48/18TO 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. There was an application pending regarding the installation of a trough light on The Red Lion sign in Chalton – this was on Council owned land. No permission had been sought from the Parish Council nor had the Parish Council received an Article 14 notice from the applicant. Members of the Planning committee were asked to submit their comments directly to the Clerk

Any other reports – Co-op Defibrillator
Cllr Williams reported that Cllr Wren had offered some of his District Council fund (2018/19) to support a defibrillator being sited at the Co-operative store in Drift Road – he had received support from the manager and hoped for match funding from the Co-op he hoped to progress the purchase (£1995.00 + VAT) and installation. It was considered that he approach Cllr Guy Shepherd for support if there was a shortfall of funding

49/18 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 9.00 p.m.

The next meeting is scheduled for Tuesday 3rd April 2018 and will commence immediately following the Annual Parish Meeting

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

All meeting minutes

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