Extraordinary meeting minutes

Meeting details
  • Date: 15th May 2018
  • Duration: 19:30 - 1:00
  • Location: Clanfield Pavilion - Hospitality Area


Meeting minutes:

93/18 TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr R. Clarke

94/18 TO RECEIVE ANY DECLARATIONS OF INTEREST ON THE MATTERS TO BE DISCUSSED

The Chairman and Cllr Bannell declared non-pecuniary interests as Parish Council nominated Directors / Trustees of the proposed Operator of the Windmill View community building and Cllr Thomas declared a prospective non-pecuniary interest in the same matter.

95/18 ST JAMES PLACE COMMUNITY FACILITIES AND THE “CRIMEA BARN”

To receive an update on the proposed transfers and to consider the extent of the Open Space which the Parish Council wishes to be included.

Cllrs Bannell and Foster had met with a Director of the developers, BDW Trading Limited, on 4th May. During the course of the meeting, they were asked if, before the end of May, the Parish Council could confirm the areas of open space which it wishes to acquire at St James Place.

Cllr Bannell had circulated a plan on which various parts of the St James Place site were shown coloured light blue, green, beige and red and other parts were uncoloured. A copy of this plan is appended to these Minutes. The smaller of the two areas coloured light blue includes the Crimea Barn.

Following discussion, it was unanimously RESOLVED that BDW Trading Limited be informed that the Parish Council wishes to take ownership of all the areas coloured light blue, green, beige and red but not the areas uncoloured on the plan.

This would mean that the Parish Council would not be taking ownership of the area to the south of the Green Lane / Down View Way junction containing the principal SUDs pond nor the narrow strip of land adjacent to the Windmill View boundary. As Cllr Bannell explained, this was logical as the narrow strip of land on the other side of the boundary is looked after by the Windmill View Estate’s Management Company and not by the Parish Council.

Notwithstanding the fact that the Parish Council will not be taking ownership of the principal SUDs pond, Members maintained their concern that the developers should provide a fence around it for the safety of residents (especially children) and the public. This concern had been mentioned to BDW previously and it had also been mentioned at the meeting which Cllrs Bannell and Foster had attended.

It was noted that there will be smaller SUDs ponds higher up the site within an area which the Council would be taking on and that Health and Safety issues would need to be addressed when ownership was transferred,. It was hoped that the developers would provide fencing around these ponds.

Members asked if there had been any further information on the size and specification of the junior football pitches that are being provided at St James Place? As there had not been, it was suggested that a letter be sent to EHDC requesting an update.

With regard to the delay in progressing the transfers at St James Place, Cllrs Bannell and Foster reported that the developers had said that they have a number of issues to resolve which they were dealing with as quickly as possible but they had indicated that they were instructing their solicitors to proceed with the transfer of the Crimea Barn without further delay.

96/18 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 duly RESOLVED that the public and press (none present) be excluded for discussion regarding an update on the running of the community building as set out above.

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