Meeting minutes

Meeting details
  • Date: 3rd April 2018
  • Duration: 19:10 - 20:52
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

51/18TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from the Chairman Cllr T. Collins.

52/18TO RECEIVE DECLARATIONS OF INTEREST

Cllr Clarke and Cllr D’este Hoare declared an interest in item 14 on the agenda as they are South Lane Meadow Trustees; Cllr White is Chairman of the Patient Participation Group

53/18TO AGREE THE MINUTES OF THE LAST MEETING including the Confidential session

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 held after the March meeting had been circulated and it was RESOLVED that they be duly signed as a correct record

54/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Open session commenced at 7.11 p.m.
Questions raised:
Can a best estimate be given for the handover date for the bowls facilities at St James Place to the Bowls Club? Dependent upon completion of the transfer in the next 3 weeks and the PC’s contractors being able to start work straight away on the overflow car park/doors/equipment store, best estimate – 4 – 6 weeks; the Council won’t take the transfer until the drainage issues have been addressed.
In response to another question about the village accessibility project, it was mentioned that HCC officers are meeting next week and then a meeting with EHDC and PC representatives will follow – it is hoped that Sunderton Lane issues can be added to the list also the proposed pathway through South Lane Meadow;
Meeting reconvened at 7.20 p.m.

55/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

No monthly reports were received from the District Councillors as they had submitted their annual report at the Annual Parish Meeting and had nothing further to add.

County Councillor Mocatta reported on a consultation from West Sussex County Council on the bus services which may affect residents of Clanfield – the consultation link to be added to the PC website.

56/18TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS:

Windmill View Land and Premises (Green Lane Facilities); Cllr Bannell reported that, as the Parish Council had requested, there will now be two transfers: Transfer 1 - The top field with the allotments, the bottom field, the MUGA and the LEAP. Transfer 2 - The Community Centre and the tennis courts. He reported that there is very little left to agree on the transfer documentation - the outstanding points await clarification of the situation concerning restrictive use covenants and the construction warranties on the Community Centre.

Down Farm Park Land and Premises (St James Place Facilities); Cllr Bannell reported that this transfer is not so far advanced. The latest draft of the transfer document had been reviewed and quite a few points had been identified as requiring renegotiation. The Council’s solicitors have not yet received a response to their revisions from the developer’s solicitors. Also, the Report on Title and the result of the Searches had not yet been received from the Council’s solicitors. BDW Trading Limited will have short term licensed use of their two sales car parks within the Phase 1 area. The draft Licence document for that had been reviewed and was more or less agreed. However, even if all the legal documentation had been agreed, the transfer of the Phase 1 area would now be held up for at least 2 weeks whilst the developers undertake surface water drainage works. This information had only just been received. As previously reported, it is now proposed that the Phase 2 area -comprising all the parkland at the top (eastern) end of the site, the sports pitches, the play area and the allotments - will be transferred to the Parish Council in December.

Down Farm Barn (“Crimea Barn”); Cllr Bannell had reviewed the latest draft of the transfer document - as with St James Place, there have been legal delays on the developer’s side although there are relatively few points to be agreed - mostly relating to permitted and excluded uses. Also, as with St James Place, the Report on Title and the result of searches are awaited.

57/18TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Tennis Courts – completion The 3 year warranty (from 30 November 2017) has now been transferred, by the contractor from East Hampshire District Council to Clanfield Parish Council who are now the warranty holders. The green colour spraying of the surface of the courts has been delayed by the weather. This is now expected to be done during the latter half of April.

Allotments - Review of post transfer / pre-occupation works and costings including provision for additional allotment sheds The Council contractors are lined up to undertake the pre-occupation works - i.e. forming the allotment paths and providing terra matted vehicular access and additional parking - when the transfer has been completed. The Council also have to purchase and construct 12 sheds for the allotment plot holders who will not be allocated a store in the communal building. The current estimates for the sheds, obtained in December 2016, are out dated and require review. Fresh estimates will now be obtained and full and up-to-date costings, for decision, will be reported to the May meeting. This will include a more flexible type of base rather than concrete – either breeze blocks or slabs

Open Space – progress of outstanding landscaping works The outstanding landscaping works on the edge of the bottom field have now been completed by the developers. Gaps between the planted hedging/trees have been left for access by the grass cutters and the bund construction which will be about a metre away from trees; the vandalized tree on the Whiteland Way frontage and within the strip of land to be adopted by HCC with the highway would be replaced. Clarification was sought as to whether the developer is responsible for replacing any trees that do not survive. This would be reported back to the next meeting.

Windmill View Community and Sports Centre grant application Cllr Foster reported that he approached three companies for a quotation for the CCTV – 2 were received – he submitted the costings and it was RESOLVED that the quotation for £5,568 + VAT be accepted with a maintenance contract costing of £144.00 per year – this was the same company who had installed the intruder alarm and a possible discount of 5 – 10 % could be negotiated if the site was to be a recommended site. No cameras would be above roof height. The work would commence as soon as possible after transfer. A grant application had been submitted to Radian and if accepted a contribution towards the above costs may be received.

58/18TO RECEIVE UPDATE ON THE DOWN FARM PARK COMMUNITY FACILITIES:

Phase 1 Area

Bowling Green and Sports Pavilion The sports pavilion has been completed apart from a few snagging items. It is understood that the PC will have a 10 year NHBC Guarantee on this building. Some further work still needs to be done to clean up the surface of the bowling green. The specialist sub-contractors appointed by the developers have this in hand. Some drainage and landscaping works still have to be completed - minor remedial works to the surface of the car park, a French drain at the foot of the embankment between the car park and the bowling green and turfing of a small part of the embankment.

Preparation of Lease to Bowls Club (including Football Club Licence); The draft Lease has been agreed with the Trustees of the Bowls Club. The draft Football Club Licence has also been agreed with the Trustees and with the Football Club. An Agreement for Lease is required as the Bowls Club does not wish the Lease term to commence until the overflow car park is built, until the external shed and its base has been provided and until the double entrance doors to the sports pavilion have been renewed so that they open outwards. The estimated cost of additional legal fees, to be incurred by the Parish Council, is between £1,000 and £1,200 plus VAT. It has been agreed that this additional cost will be met by a pro-rata reduction in the sum that the Parish Council will spend on the Inventory.

Preparations for Parish Council post transfer works The price of purchasing the storage shed has increased – it would now cost another £123.00 – the concrete base had been omitted from the previous proposals this would cost £1,068.00 + VAT – it was RESOLVED that these additional costs would be met. Cllr Foster reported that a barrier would be required for the car park entrance – the Bowls club would organize the opening and closing of the gate/ barrier – and estimated cost for this would be around £2,500 but quotations for this would be submitted at the May meeting. Signage would be placed on the gate regarding opening times etc. and it was suggested that the padlocks should be protected.

Phase 2 Area

Sports pitches, open spaces, allotments, play area etc. Nothing further to report at this time

59/18TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN – Recommendation for Project Manager - Appointment to progress the restoration project

The Down Farm Barn Project working group had conducted interviews with representatives from 5 companies for the role of Project Manager who would oversee the restoration project. Stage 1 would be to achieve full planning permission for the restoration and change of use of the barn; Stage 2 would be the construction work. The working group recommendations were presented to the Council – Company D on the listing were recommended for the appointment. The Company’s documents would be made available to all members. After consideration it was duly RESOLVED that Company D be appointed to project manage the barn restoration to Stage 1, once the legal transfers had been completed, at a fee cost of approximately £16,400 + VAT.

60/18TO RECEIVE CORRESPONDENCE OF NOTE

Consultation - Draft Statement of Community Involvement – members who wish to comment please do so to the planning committee before 17th April
Sunderton Lane traffic and speeds various emails from residents and copied etc to District and County Councillors
Reclining Chairs – email from Cllr Wren – and response from HALC – May agenda??
Clanfield Online information / request to plant under village nameplates etc./reports on fly tipping
Resident queries regarding the outstanding issues on the SJP development
Clanfield Voluntary Care Group AGM 11th April
GDPR documents and guidance
Notification of annual RoSPA play inspections – to take place during May, 2018
Letter from EHDC stating that have not yet heard from the Valuation Office regarding business rates payable for the pavilion
Memorial Service for Honorary Alderman Ken Thornber 26 April
HALC - Outcome of NALC Policy Committee in relation to on site Parking
Message from HCC regarding the revised date for Town and Parish Councils’ Event - 16th May 2018 - 18.00-20.00 Terry and Brian to attend; URGENT - Emergency First Aid at Work - HSE Approved - 25th April 2018 – Eastleigh; Easter Message from Hampshire ALC Chief Executive, Steven Lugg
Winchester Call for Sites; SDNP updates / news; CPRE Campaigns and AGM
Advance notification of cycling event 2nd June

61/18FINANCE

To receive the year end financial statement The March financial statement had been circulated showing a financial year end balance as at 31st March, 2018 of £353,286.86. It was RESOLVED that the statement be duly accepted. The clerk would now prepare the accounts ready for the internal audit at the end of April.

To receive and agree Orders for Payment Payments totalling £310.00 had been issued since the last meeting. Payments presented at the meeting: £14,437.57 this included the sum of £10,654.00 to BDW for the allotment extension and the extra taps - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes for members

62/18TO RECEIVE UPDATE ON THE NEW DATA PROTECTION REQUIREMENTS

The new internal email system is up and running members agreed that a training workshop was needed and this to be scheduled asap. Cllr Williams would demonstrate the new system to members. Members will need to cease using their personal email addresses for Council business and any personal data has to be stored under strict control and deleted as soon as possible unless permission has been given to hold the data
A training session is to be held regarding the GDPR at Penns Place for East Hants Councils – clerks and members – date to be confirmed. A Data Controller would need to be appointed. Compliance with the GDPR has to be in place by 25th May.

63/18TO DISCUSS ISSUES REGARDING PEEL PARK:

Play Equipment Unfortunately whilst carrying out the play inspections the OCS representative tripped on the skate ramp and has broken his leg – a further report on the incident is awaited from OCS – they have informed the HSE– the inspections are being carried out by another representative. The Annual ROSPA Inspections will take place during May.
Pavilion Nothing to report

64/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD Nothing to report
SUNDERTON MEADOW Nothing to report
SOUTH LANE MEADOW The Fun Fair, due to be in the Meadow w/o 19th March postponed due to snow they hope to go in next week but the ground remains very wet. Costings were awaited for stock fencing to the entrance gate areas and also measures to allow the gates to close automatically
POND The ducks have reappeared at the pond

65/18TO 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. Local Plan - EHDC planning officers have been meeting with those Parish Councils which have (or are progressing towards) Neighbourhood Plans as they face the prospect of having to review the work that they have already done in order to comply with proposed changes to National Planning Policy and the new Local Plan. EHDC are considering the proposed changes to the National Planning Policy Framework which is out to public consultation (Closing Date - 10 May 2018) they expect to be arranging combined meetings later in the year – i.e. a Southern Parishes Meeting. The settlement boundary and the current Local Plan policies will need to be considered but it was considered that there is no immediate urgency as there was already a SHLAA up to 2028

Any other reports /updates Cllr Thomas is progressing the poppies – contact made with Liphook PC who did not obtain permission to put large poppies on lampposts so long as they were of sufficient height not to cause a hazard.
Cllr Williams reported that Cllr Wren has supported the project for a defibrillator to be installed at the Co-operative store with a grant of £1000 – confirmation was awaited from the Co-operative as to funding support and positioning of the defibrillator
Clanfeld Online had approached the Council with regards to planting underneath the village nameplates and would submit proposed flower/bulb types for consideration

66/18 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 (none in attendance) be excluded for the confidential business to be discussed

The meeting closed at 8.52 p.m.

The next meeting is the Annual General meeting and is scheduled for Monday 1st May, 2018

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 

ORDERS FOR PAYMENT 3rd APRIL, 2018

PAYMENTS MADE SINCE LAST MEETING :

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

5437

BLENDWORTH CENTRE

343.20

57.20

286.00

Litter picking

DD

SALVUS TRUST

24.00

4.00

20.00

Pension administration Employer Fee


PRESENTED FOR PAYMENT:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS MARCH SALARY

BACS

MRS DIANE DUFFY

81.25

 

81.25

CLERKS MARCH EXPENSES

BACS

MRS EMMA BARRITT

xxxxx

 

xxxxx

ASSISTANT CLERKS SALARY

BACS

HMRC

452.46

 

452.46

PAYE AND NI

5438

SERENITY DIGITAL

180.00

50.00

150.00

WEBSITE HOSTING FEES/RETAINER

5439

CLANFIELD PARISH INSTITUTE

36.00

 

36.00

MEMORIAL HALL HIRE

BACS

BARRATT HOMES

10,654.00

 

10,654.00

ALLOTMENT EXTENSION AND WATER SUPPLIES AND STAND PIPES AS AGREED

5440

HALC

967.00

 

967.00

HALC AFFILIATION FEES / NALC LEVY 2018-19

5441

M. STANNING

180.00

 

80.00

PAVILION CLEANING

The payment to Barratt Homes is covered by Developers Contributions – have applied for release of these funds

£10,000.00 transferred today from B. Res. to Current Acc.

Payments agreed at the April meeting

All meeting minutes

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