Meeting minutes

Meeting details
  • Date: 1st May 2018
  • Duration: 18:45 - 21:00
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

68/18 TO ELECT CHAIRMAN AND VICE CHAIRMAN FOR THE COMING YEAR – signing of declaration.

Nominations were requested for the position of Chairman – Cllr Terry Collins was proposed and seconded, it was duly RESOLVED that Cllr Collins be re-elected as Chairman for the coming year. The Declaration was duly signed by the Chairman. The Chairman called for nominations for Vice Chairman – Cllr Foster was proposed and seconded and it was duly RESOLVED that he be re-elected as Vice Chairman for the coming year.

69/18 TO RECEIVE APOLOGIES FOR ABSENCE AND ACCEPT RESIGNATION OF RHIAN BEAZLEY

No Parish Council apologies had been received. Since the last meeting Rhian Beazley had submitted her resignation to the Chairman – the vacancy procedures had been followed and if notification is received from EHDC stating that a by election had not been called then the Council would be able to co-opt

70/18 TO RECEIVE DECLARATIONS OF INTEREST

The Chairman, Cllr Clarke and Cllr D’este Hoare declared an interest in item 22 as they are South Lane Meadow Trustees; Cllr White declared an interest as Chairman of the Patient Participation Group; Cllr Bannell on Windmill View; Cllr Thomas concerning Clanfield Online. These were all non-pecuniary interests.

71/18 TO MAKE ANY CHANGES AS NECESSARY TO THE COMMITTEES /WORKING GROUPS

The list of working groups and committees had been duly circulated – it was suggested that, once the new properties and facilities were under the Council’s ownership, a new committee should be formed which would be able to make decisions rather than bring everything back to full Council – members would give the matter some thought and revisit once the transfers have all been completed. Cllr Bannell stated that he was happy to be included in the setting up of the allotments – the Chairman also agreed to be involved in this. Revised list of committee and working group membership to be circulated – hopefully any vacancies would be filled when the Councillor vacancies are filled.
Cllr White was elected as Chairman of the Parish Council’s Planning Committee for a further year.

72/18 TO SET MEETING DATES FOR THE COMING YEAR

Members agreed the full Council meeting dates for the coming year:

2018

  • June 5th
  • July 17th
  • September 4th
  • October 2nd
  • November 6th
  • December 4th

2019

  • February 5th
  • March 5th
  • April 2nd
  • May 7th – the date of this meeting is open to change as it is election year

73/18 TO AGREE THE MINUTES OF THE LAST MEETING including the Confidential session

The minutes of the meeting held on 3rd April 2018 had been circulated it was RESOLVED that they be duly signed as a correct record.
The minutes of the confidential session held after the April meeting had been circulated and it was RESOLVED that they be duly signed as a correct record

74/18 TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Open session commenced at 7.00 p.m.
Questions raised: All the questions concerned the community facilities at, or in the near vicinity of, the Bowls Club at the St James Place development: - concern regarding the position of the fence at the rear of the Sports Pavilion and whether the proposed storage shed would fit into its allocated site – Cllr Bannell and Cllr Foster would check this; - is the storage shed going to have power? – this needs to be considered; also power points would be required round the bowling green to enable maintenance equipment to be used – these matters would be looked into; - would the small section of hedging which would need to be moved for access from the existing car park to the proposed overflow car park near the Sports Pavilion be re-used? Cllr Bannell confirmed that it would as hedging also has to be provided around the overflow car park.
Meeting reconvened 7.05 p.m.

75/18 TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies were received from Cllr Moon.
County Councillor Robert Mocatta reported that: the proposed extra classrooms at Petersgate School, if approved, would be constructed during the 2019 school year - an enquiry had been received as to whether the new community building car park at Windmill View could be used for Park and Stride to Petersgate – the proposed operators of the facility would be asked for their views on this; with regard to the proposed accessibility study, there would be a meeting within the next few weeks to update on the priorities; residents of Sunderton Lane had raised traffic issues and it was considered that some form of traffic calming along this lane should be implemented. The consideration of 20mph limit was suggested but this measure really only applies to areas around schools – Councils could lobby for this to be changed.

76/18 TO AUTHORISE THE SIGNING OF ALL OF THE LEGAL TRANSFER DOCUMENTS, AGREEMENTS FOR LEASE, LEASES AND LICENCES BY TWO COUNCILLORS AS WITNESSES TO THE CLERK APPLYING THE PARISH COUNCIL SEAL

The arrangements for the signature of all the legal documentation relating to the transfer and, as applicable, the occupation of the new community facilities at both Windmill View and St James Place were considered by the Council. It was duly RESOLVED that any 2 Councillors may be signatories as witnesses to the Clerk stamping the documents with the Council seal. This would usually be the Chairman and Vice Chairman but, to allow for absence or if any declaration of interest should arise, any two Council members could carry out this task.

Following this Resolution being passed, it was reported that the legal document for the Phase 1 transfer at Windmill View (comprising the top field with the allotments, the bottom field and the MUGA and LEAP area) had been received and it was duly signed by the Chairman and Vice-Chairman and sealed by the Clerk with the Council’s official seal. This would be returned to the Council’s lawyers immediately in readiness for completion of the transfer of ownership to the Parish Council when both the developers - Bovis Homes and BDW Trading Limited - have also signed.

77/18 TO RECEIVE UPDATE ON THE PROGRESS OF THE PROPOSED LEGAL TRANSFERS:

Windmill View Land and Premises (Green Lane Facilities)
The transfer documents for Phase 1 had been received as per 76/18. Cllr Bannell reported that, unfortunately, there had been some damage within the LEAP and MUGA area and this would be addressed by the developer. The Heras fencing would be removed from the LEAP and MUGA area as soon as an up-to-date safety inspection of the LEAP, which the developer was organising, had been made. The Heras fencing around the Phase 2 area (the community centre tennis courts and car park area) would remain in place at the request of the proposed operator until nearer the time that this facility will open.
The fence on the Green Lane frontage of the MUGA / LEAP area and the adjacent Storrington Road land which is already owned by the Council is in a poor condition and needs to be repaired or replaced.
The Council’s contractors will be asked to commence grass cutting at the new open spaces areas at Windmill View and the appointed contractors for the bunds to protect the top and bottom fields from unauthorised vehicular access and to lay terra matting for access / parking relating to the allotments would be asked to schedule these works.

Cllr Bannell thought that the transfer of the Phase 2 area into the ownership of the Council could possibly follow about 2 weeks after completion of the Phase 1 transfer. Very few points now remained to be agreed on the draft documentation.

Cllr Bannell was thanked for all the time he has devoted to these matters.

Down Farm Park Land and Premises (St James Place Facilities)
Cllr Bannell reported that except on peripheral matters the legal work had not progressed at all since the last Parish Council meeting despite numerous requests from the Council and the Council’s solicitors. This had left the Council with no option but to request an urgent meeting with the developer to establish the reason for the delay. The meeting would be attended by Cllrs Bannell and Foster

Down Farm Barn (“Crimea Barn”)
As with St James Place, the legal work had not progressed at all since the last Parish Council meeting. This would be raised by Cllrs Bannell and Foster at the proposed meeting with the developers.

78/18 TO RECEIVE UPDATE ON THE GREEN LANE COMMUNITY FACILITIES:

Community and Sports Centre – snagging works and CCTV grant application
It was understood that the developers still needed to complete some work to the sports hall floor; the landscaping is not being maintained by the developers and it is not in a good state. It was suggested that once the transfer has been completed a tidy up session be arranged with volunteers; the CCTV will be installed as soon as possible after transfer – the grant application made to Radian was due to be considered later this month.

Tennis Courts – completion
The surface had been painted and the line marking completed – there should be no access for at least 3 days to enable the surface to dry.

Allotments - Decision on management arrangements. Review of post transfer / pre-occupation works and costings including provision for additional allotment garden sheds
The contractors are standing by to carry out the post transfer works – the grass paths would be formed and seeded and if necessary would be re-seeded in the autumn – a meeting with the allotment holders would be arranged. The Tenancy Agreements had been drafted on the basis that the plots would be let and managed by an Allotment Association but, as this had yet to be formed and in order to get the land into use as quickly as possible in view of the growing season, it was recommended that the Parish Council should directly let and manage the allotments for the time being – at least for 1 -2 years.
It was RESOLVED that the Parish Council will let and manage the allotments initially and that the draft Tenancy Agreement should be revised accordingly.
It was also noted that a GDPR-compliant privacy notice would need to be issued to the allotment holders.
It was RESOLVED that each allotment holder would be required to pay a rent of only £10 for the remainder of the Letting Year, until 31st October, as they would be taking up occupation part way through the growing season and with weed clearance work to do before they could make full use of their plots. This would mean that each allotment holder would pay £40 (£30 deposit and £10 rent) on taking up occupation and a full year’s rent of £50 would be due on 1st November 2018, the beginning of the next Letting Year.
With regards to the provision of the12 additional sheds – 3 quotes had been received and it was agreed that the Council should accept the lowest (£5616.00 inc VAT) but clarity would be sought as to the installation requirements and their costings.

Open Spaces – arrangements for post transfer bund works
The contractors will proceed with these works as soon as possible following completion of the Phase 1 transfer.

79/18 TO RECEIVE UPDATE ON THE DOWN FARM PARK (ST JAMES PLACE) COMMUNITY FACILITIES:

Phase 1
Bowling Green and Sports Pavilion – outstanding works
There are still outstanding remedial works to be completed by the developers.

Agreement for Lease / Lease to Bowls Club – progress report
The draft lease has been agreed with the Trustees of the Bowls Club. The Agreement for Lease is being prepared by the Parish Council’s solicitors.

Bowls Club proposed Public Use Policy – review and decision
The Bowls Club’s proposed Public Use Policy had been duly circulated and there were no issues raised – duly agreed. A copy of the agreed policy is appended to these Minutes.

Preparations for Parish Council post transfer works
The proposed works to the overflow car park, the storage shed and alterations to the pavilion’s main entrance doors were put on hold until transfer – no date available – it was stated that an outside tap would be required. Three quotations had been received for the purchase of a car park barrier which comprised of a height barrier and lower gate for supply only it was RESOLVED to accept the quotation of £2279.20 – delivery would be 3 weeks – the company who are carrying out the car park ground works have been approached with regards to installation of the barrier and they state they would do this free of charge whilst on site.

Open Space Areas – outstanding works
There was no further information available to report to this meeting.

Phase 2
Sports pitches, open spaces, allotments, play area etc..
Nothing to report on these matters.

80/18 TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN PROJECT – Working group update

Cllr Clarke reported that the surveyors who the Council wish to instruct as Project Managers had accepted the appointment from when ownership of the property is transferred to the Parish Council. She also reported that there are just under 150 Facebook followers for this project

81/18 TO RECEIVE UPDATE ON THE INSURANCE ARRANGEMENTS FOR THE NEW FACILITIES

The Council are currently working with their insurers to include all the new facilities on the Council’s policy as and when the transfers occur.

82/18 TO RECEIVE CORRESPONDENCE LIST

Enquires regarding new facilities
Request for use of Peel Park pavilion for a pop up tea room
Email and petition from Sunderton Lane residents regarding traffic calming (Cllr Mocatta has copy)
Hampshire police – community Priorities; Beat Surgery – 10th May Memorial Hall (6 p.m. to 7 p.m.)
EHDC – Local Plan Review Workshop 16th May – to be attended by Cllr White and Cllr Bannell
- CIL neighbourhood payments CPC allocation requested
- Land availability assessment – call for sites
- Community Forum – 4th July (rescheduled)
Rural community Energy Fund
Rural Communities Fund - Countryside Access
HALC - Consultation: unauthorised developments and encampments
EHAPTC – next meeting 14th June

83/18 FINANCE

To receive the May financial statement
The May financial statement was duly circulated showing a balance to date of £399121.45 this included the first precept instalment it was RESOLVED that the statement be duly accepted

To receive and agree Orders for Payment
Payments totalling £6285.90 had been issued since the last meeting. Payments presented at the meeting: £3460.92 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the Minutes for members. The orders for payment will now be attached to the Minutes with the personal payment details of the Clerk and Assistant Clerk deleted

To agree and sign off the accounts for 2017/18 following the internal audit
The accounts had been produced in the computerised format and have been duly inspected by the Internal Auditor – no issues to raise – it was duly RESOLVED that the Chairman and Clerk would sign the accounts accordingly

To consider funding support for reclining chairs (medical) - Cllr Wren
This item was deferred to the June meeting pending further information and completion of grant form

84/18 TO RECEIVE THE ANNUAL AUDIT STATEMENT

To agree the Annual Governance Statement
The Annual Statement of Assurance had been received and the appropriate section had been copied to members – it was RESOLVED that all sections would be completed with a “yes” and the Chair and Clerk would sign accordingly. The audit would be advertised on the noticeboards accordingly. It was considered that these future statements should be reviewed by the FWG

To agree the Accounting Statement
The accounting statement was submitted to members and it was RESOLVED that it be duly accepted.

85/18 TO AGREE THE HAMPSHIRE ASSOCIATION OF LOCAL COUNCIL MEMBERSHIP DOCUMENT FOR THE COMING YEAR

A membership document had been produced and submitted by HALC – it was RESOLVED that this be duly signed and returned

86/18 TO RECEIVE UPDATE ON THE NEW DATA PROTECTION REQUIREMENTS (GDPR) AND CONSIDER THE SETTING UP OF A WORKING GROUP and UPDATE OF COUNCIL POLICY DOCUMENTS

The deadline was fast approaching - Councillors would undergo a further training session on the new email system after the next Planning Committee Meeting as all members should be using the same email system by 25th May; members should review their filing and any documents with personally identifiable data should be shredded – a local company could shred all gathered documents and issue a certificate; the ICO has information on what documents should be retained; a privacy statement will need to be issued and consent secured from residents to retain information. A small working group was set up: the Chairman, Cllr Williams and the Clerk – it was stated that the PC should plan by 25th May and fully action by September. All Council policies would need to be reviewed and new ones actioned accordingly.

87/18 TO CONSIDER A PARISH COUNCIL PLANNING POLICY

It had been suggested that the Council should consider the preparation of a Planning Policy against which to monitor the emergence of EHDC’s Local Plan Review. Following discussion on this, it was decided that the best approach would be for the Council to continue keeping a close eye on the progress of the Local Plan Review – it was anticipated that there would be a Southern Parishes meeting held later in the year.

88/18 TO DISCUSS ISSUES REGARDING PEEL PARK

Play Equipment
There are still outstanding matters to be addressed from the monthly inspection sheets – Emma is compiling a full list for Guy Andrews; the Annual RoSPA inspection will take place during May / early June

Pavilion - Rateable Value /accounts
The rating bills have been received – backdated to 1st April 2015 up to 31st March 2019 the Council owe EHDC £4966.00 – Cllr Wren looked into this matter of backdated rates on the Councils behalf – a form to be completed. It was agreed that the Council would object to these charges and it was suggested by Cllr Mocatta that the Council write to EHDC accordingly stating that this was unexpected, unacceptable as it had not been budgeted for since 2015

89/18 TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

STORRINGTON ROAD
As reported previously in the meeting, the front fence adjacent to Green Lane is dilapidated and will require attention.

SUNDERTON MEADOW
A quotation has been received to fit springs to the gates in South Lane Meadow car park, fit stock wire onto post and rail fencing at gate, replace rotten post, fit stock netting to the Sunderton Lane gate – this has been received as one quote for the sum of £395.00 + VAT – it was duly RESOLVED that this quotation be accepted and that the Parish Council would pay under property maintenance

SOUTH LANE MEADOW
As above. The SLMT meet on 22nd May (AGM)

POND
Nothing to report

90/18 TO 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. The next meeting was scheduled for Tuesday 15th May

Any other reports /updates
No further reports

To update on poppies on lampposts for Remembrance Sunday
Cllr Thomas showed members an example of the poppies for the lampposts – a pack of 50 to be obtained (40 required) – the CPI would be approached and asked to support – a donation would, as always be given to the Royal British Legion for the poppies.
At this point Cllr D’este Hoare raised the issue of the removal, due to disease, of the ash tree in the farm yard in Chalton Lane and asked if there were plans to replace it – he and Cllr Clarke would make enquiries of the landowner and report back to Council

91/18 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

Orders for payment 1st May, 2018

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

5442

BLENDWORTH CENTRE

343.2

57.2

286

STREET CLEANING

5443

OCS

259.68

43.28

216.4

PLAY EQ. INSPECTIONS

5444

IDVERDE

861.7

143.62

718.08

BIN EMPTYING

5445

VWV

2209.8

368.3

1841.5

LEGAL FEES - CRIMEA BARN

5446

VWV

1061.4

176.9

884.5

LEGAL FEES - BOWLS LEASE / FOOTBALL CLUB LICENSE

TRANS

CLANFIELD BOWLS CLUB

1500

 

1500

TRANSFER OF HCC GRANT HELD BY CPC

DD

SALVUS TRUST

24

4

20

PENSION ADMINISTRATION

DD

SALVUS TRUST

26.12

 

26.12

PENSION CONTRIBUTIONS

Presented for payment:

PAYMENT METHODPAYEEGROSSVATNETTSERVICES

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

MRS D. DUFFY

xxxxxxx

 

xxxxxxx

CLERKS APRIL SALARY

BACS

MRS D. DUFFY

85.98

 

85.98

CLERKS APRIL EXPENSES

BACS

MRS E. BARRITT

xxxxx

 

xxxxx

ASSISTANT CLERKS APRIL SALARY

BACS

HMRC

435.78

 

435.78

PAYE AND NI

BACS

ENROL MY STAFF

42

7

35

MONTHLY PAYROLL FEE - MARCH 2018

5447

CIA LTD

120

20

100

PROGRAMME NEW TAGS AND NEW MASTER CODE - COMM. FACILITY

5448

COMMUNITY FIRST

180

 

180

TRAINING COURSE - GRANT FUNDING (RC & SDH)

5449

PAUL REYNOLDS (FAIR ACCOUNT)

225

 

225

INTERNAL AUDIT FEES YEAR END

5450

VIKING

167.67

18.28

149.39

STATIONARY INC 100 x 2ND CLASS STAMPS

5451

SERENITY DIGITAL

180

30

150

WEBSITE RETAINER/HOSTING

5452

PAVILION CLEANER

225

 

225

PAVILION CLEANING CONTRACTOR

£10,000 transferred from Business Reserve to Current Account

Payments agreed at the May meeting

All meeting minutes

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