Meeting minutes

Meeting details
  • Date: 5th June 2018
  • Duration: 19:00 - 21:20
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

97/18TO RECEIVE APOLOGIES FOR ABSENCE AND UPDATE ON VACANCIES

Apologies were received from the Chairman (Cllr T. Collins) and Cllr D’este Hoare
At this point Cllr Foster, chairing the meeting, offered his condolences to Cllr Collins on his recent family bereavement. With regard to the vacancies the Council had received one letter of interest – the gentleman was unable to attend this meeting but hopes to be able to come to the July meeting.

98/18TO RECEIVE DECLARATIONS OF INTEREST

Cllr Clarke declared an interest in item 15 as she is a South Lane Meadow Trustee; Cllr White declared an interest as Chairman of the Patient Participation Group; Cllr Bannell on item 8 as a Director/Trustee of Clanfield Sports and Community Foundation; Cllr Thomas concerning Clanfield Online. These were all non-pecuniary interests.

99/18TO AGREE THE MINUTES OF THE LAST MEETINGS including the Confidential Sessions and the Extraordinary Meeting held on 15th May, 2018

The Minutes of the meeting held on 1st May 2018 (AGM) had been circulated and it was RESOLVED that they be duly signed as a correct record. The Minutes of the confidential session held after the 1st May meeting had been circulated and it was RESOLVED that they be duly signed as a correct record. The Minutes of the Extraordinary Meeting held on 15th May had been circulated and it was RESOLVED that they be duly signed as a correct record. The Minutes of the confidential session held on 15th May had been circulated and it was RESOLVED that they be duly signed as a correct record.

Cllr Foster (acting Chairman) then proposed that Item 7 on the agenda should be brought forward and discussed at this point. This was agreed.

100/18TO RECEIVE A REPORT ON THE WINDMILL VIEW TRANSFERS (Green Lane Facilities)

Phase 1 - Top Field (with allotments), Bottom Field and MUGA/LEAP area.
The Transfer of the ownership of these areas to the Parish Council was completed on 16th May, 2018. The Parish Council’s grass cutting contractors had done a good job in getting on top of the maintenance and the general condition of these areas was already much improved. The new hedging on the bottom field would need watering – to be arranged. People were asked to be vigilant as there had already been some vandalism in the MUGA / LEAP area.

Phase 2 – Community and Sports Centre and Tennis Courts
Cllr Bannell reported that “at 3 p.m. this afternoon” the Transfer of the ownership of the Community and Sports Centre and the tennis courts to the Parish Council had also been completed and, immediately afterwards, the Parish Council had entered into an Agreement for Lease with the operators – Clanfield Sports and Community Foundation. A Press Release had been issued by the Parish Council and the Foundation would be issuing its own statement in a few days’ time. CCTV would be installed on this site during the week beginning 11 June. These transfer completions concluded the acquisition of the Windmill View (Green Lane) community facilities by the Parish Council.
Heartfelt thanks were given to Cllr Bannell as it was felt that the Council would not be in this position if it wasn’t for all of his hard work and determination.

101/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Open session commenced at 7.15 p.m.

Issues raised: A Trustee of Clanfield Bowls & Sports Club read from a letter that had been sent to Councillors prior to the meeting. The Club had cancelled the arrangements which it had scheduled for its opening at the end of June as there had been no progress on the part of the developers in transferring this facility at St James Place to the Parish Council. The Trustees had also decided to postpone their preparations indefinitely as the continuing delays and uncertainty, which had extended for well over a year now, had taken its toll. They would reconsider their position when the transfer of this facility to the Parish Council has taken place. It was stated that their decision was no reflection on the Parish Council but was levelled at EHDC, which had not used its enforcement powers, and the developer. The Chairman said he was disappointed that the Trustees had felt that they had to make this statement but the Parish Council is powerless in this matter. As it was not a contracting party to the Section 106 Agreement, all the Parish Council could do is to continue to press the developers and their solicitors for progress which it had been doing consistently. The Bowls Club’s letter had been sent to EHDC.

Members of the Bowls Club also mentioned that they had equipment stored in their garages as there was no-where else to put it – the Council could not install storage or anything else on the site as they did not own it, but all of the plans were in place to move forward as soon as the transfer has been completed – a question was asked as to whether the equipment could be stored at the new community building – this was not considered to be feasible as all the storage space there was needed for that facility.

A question was asked about the allotments at Windmill View – security would be an issue and cameras or/and security lights of some sort may be required; storage for compost bins was raised - the communal storage building at the allotments could be used as a temporary solution.

A question was raised regarding whether the Clanfield Doctor’s Surgery had received the allocated funding following the Windmill View development – Cllr White was due to meet with the Assistant Practice Manager in due course and would enquire.

Meeting re-convened 7.30 p.m.

102/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

County Cllr Mocatta had submitted his apologies.

District Cllr Wren congratulated the Parish Council on taking ownership of the new community facilities at Windmill View. He reported that District and Parish Councillors had been attending Local Plan meetings – it was hoped that another would be arranged for the southern Parishes; A new District Council Chairman had been elected Cllr Anthony Williams; District Cllr Wren reminded attendees to report any fly tipping to the police; any suggestions for the Community Forum meetings would be considered by the Chairman; the 3 Parishes Summer Fayre was scheduled for 21st July at a site in Five heads Road; An entrance had been made from the rear of a residents garden onto Redbrick Lane and was considered to not be a problem. Cllr Wren had assisted the Parish Council in gaining 100% rent relief on the Peel Park pavilion for which he was duly thanked. An issue was raised regarding s 106 documents – in which the Parish Councils have no input and why they are not adhered to. A question was raised regarding the triangular section of land in Green Lane, opposite Endal Way, and why it was in such a poor unkempt and weed infested condition – a letter would be written to the developer and HCC as to who now owns this area and when it will be properly maintained.

103/18TO CONSIDER A REQUEST FOR A POP UP TEA ROOM FOR PEEL PARK PAVILION – supporting papers submitted

Supporting paperwork had been circulated to members following an application from a resident to use Peel Park pavilion for a pop up tea room. Members discussed the request and considered that further information would be required on a number of points - any possible rating implication on the pavilion, whether planning permission would be required, whether there are any related restrictive use covenants on the Title to the property which would need to be taken into account and how this proposed use would sit alongside other users of the pavilion. Members would like to support the initiative but need a little time to carry out these
investigations. It was considered that Peel Park would be a suitable setting but Cllr Bannell was asked to enquire whether this would be a possibility for the new community building.

104/18TO RECEIVE UPDATE ON THE COMMUNITY AND SPORTS CENTRE AND TENNIS COURTS

Cllr Bannell reported that the inner Heras fencing at the community centre would be removed but perimeter fencing would remain for security reasons. Weeds in the landscaped areas needed to be removed. It was stated that a gate would be required across the entrance – a ball park estimate had been received in the region of £1,000.00 but this would need to be confirmed and looked into as to exactly what is required.

With regard to routine grounds maintenance of the Community and Sports Centre and tennis court areas, interim arrangements had been agreed with the Council’s contractors at a cost of £125 per visit for mowing and strimming and £160 per day for maintaining the shrub beds – there would be no strimming around the base of the newly planted trees. Grounds maintenance at the Centre would become the responsibility of the Tenant, Clanfield Sports and Community Foundation, from when the Lease term commences which will be shortly before the facility opens. A valuation of all of the transferred property was required for the Land Registry and Chandler Hawkins, Chartered Surveyors of Portsmouth, had been appointed to carry out this work at the cost of £600 per transfer.

The Chairman stated that the Parish Council had taken a lot of criticism over Windmill View and now the Council owned the facilities things can move ahead progressively.

105/18WINDMILL VIEW ALLOTMENTS (To be known as the Down Farm Park Allotments Plots 1-26)

Post transfer works and costings including provision for additional allotment sheds
The work to form the individual allotment plots had been carried out; the installation of a terra matting base for the access to the allotment site and for an additional car park area (to satisfy planning conditions) would commence on the 6th June; a question was raised with regards to the provision of a toilet facility – this would be considered in due course. A meeting was held with allotment holders and people went away appearing more positive. The Allotment Association still has to be formally set up by the plot holders. Costings had been received for sheds including bases and it was RESOLVED that the quotation for £6,216.00 inclusive of VAT be accepted which included a wooden base for each shed and which also included installation although a query would be raised with the contractor with regards to a wooden base being acceptable – the order did need to be placed as there was a six week waiting list.

To agree to the appointment of a Council representative
A Council representative was required as the Parish Council will be managing the allotments directly to begin with – it was suggested that Cllr D’este Hoare be approached to see if he would be willing to take on the role with the support of Cllr Bannell – if he should not be able to do so then Cllr White offered to assist.

To agree to Emma Barritt as the Duly Authorised Officer
It was RESOLVED that Emma Barritt be appointed the Parish Council’s duly authorised officer for the allotments

To approve the Allotment Tenancy Agreement
Legal advice had indicated that the draft Agreement that had been prepared in 2017 required revision in a number of respects. Pending a revised draft being available, it was RESOLVED that the 26 plot holders would be permitted on to the land as volunteers of the Parish Council so that they can get underway with their plots. The terra matting works would need to be completed before anyone was allowed on the site. Compost bins would be provided for each plot holder.

106/18 TO RECEIVE UPDATE ON THE ST JAMES PLACE (DOWN FARM PARK) COMMUNITY FACILITIES:

Confirmation of Land and Premises to be transferred to the Parish Council
At the Extraordinary Meeting on 15th May the Council had resolved to accept the transfer of revised land areas which would exclude the area south of the Green Lane / Down View Road junction and most of the land adjacent to the Windmill View boundary. Therefore the Council will not be responsible for the maintenance of the SUDs ponds close to the Green Lane frontage. Nevertheless, the Council will maintain pressure on the developers to fence the ponds for safety reasons.

“Bowls Club Area” - Bowling Green and Sports Pavilion – and outstanding works etc.
Previous references to the boundaries of the transfer phases at St James Place no longer apply – the developers have said that they are prioritizing the “Bowls Club Area” and the Crimea Barn for transfer to the Parish Council
but no firm completion dates had been provided. It was reported that the developer has to submit a new planning application for the football pitches. Concerns were raised about the earthworks that had been ongoing for several months on that part of the site – the embankment now encroaches on to the land required for the overflow car park but this can be cut away and stabilized by the Council’s contractor to allow the car park construction to proceed but at an additional cost to the Council of £675.00 + VAT. The Council’s contractor would also provide electricity points to the side of the green and electricity to the storage shed for £1111 + VAT. It was considered that it was more cost effective to use the appointed contractor for all of the ancillary works on the site.

The developer has been informed that the Council is not satisfied with the drainage levels in the main car park. A snagging list for the sports pavilion has been prepared by Cllrs Bannell and Foster which included many items which still needed to be addressed. This had been submitted to the developer. There was concern that the bowling green surface had been damaged but it was stated that the developer has to provide a satisfactory green.

Preparations for Parish Council post transfer works
All contractors were on hold pending completion of the transfers.

107/18TO RECEIVE UPDATE ON THE DOWN FARM (CRIMEA) BARN PROJECT

The Council were just waiting for the transfer to enable the project to progress.

108/18TO RECEIVE CORRESPONDENCE LIST

General correspondence regarding the community facilities enquiries on opening etc.
Clanfield Co-operative store – defib – if PC purchase they will arrange for and cover the costs of installation
A letter of interest in the vacancy – the gentleman is unable to attend this evening but hopefully will attend the July meeting
Police Beat Surgery – 7th June Clanfield Memorial Hall - 6 – 7 p.m.
East Hampshire Passenger Transport Forum – 19th June
HALC – call for photos; Eupdate; GDPR updates
SDNP Parish workshops – Cllrs White and Clarke to attend on 12th June – Cllr Clarke had decided not to attend and considered that a SDNP representative should be invited to attend a PC meeting in the future
SDNP pre submission of their Local Plan
Action Hampshire– join our events on running a community building the Chairman is registered to attend

109/18FINANCE

To receive the June financial statement
The June financial statement was duly circulated showing a balance to date of £414,520.09 this included the 2017/18 VAT refund of £ 21,739.64 it was RESOLVED that the statement be duly accepted

To agree the Staff salary increase as per National Joint Council agreement
The salary increase for both the Clerk and Assistant Clerk as submitted by the National joint Council were duly RESOLVED

To receive and agree Orders for Payment
Payments totalling £6,289.36 had been issued since the last meeting. Payments presented at the meeting: £6,840.16 - it was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the Minutes for members.

To consider funding support for reclining chairs (medical) - Cllr Wren
Members considered the request to support medical chairs – grant application duly received – after discussion it was RESOLVED that the Council would support this to the sum of £500 .00 - £300 from the Grants budget and £200 from contingency

110/18TO UPDATE ON THE NEW DATA PROTECTION REQUIREMENTS (GDPR)

All members were now using the new email system – the required Policy documents were on the website – the Council have between now and September when the Data Protection register is due for renewal to clean up their systems.

111/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
Play Equipment – the annual RoSPA inspection had now taken place and the report received and submitted to members these would be sent to Mr Andrews who would be asked to address the points raised and inform the Council if was unable to do so and then a contractor would have to be engaged to address the outstanding issues

Pavilion – Business rates - the proposed business rates for the pavilion were now nil so nothing was due to be paid at the present time

Review Football Club Licence It was stated that the text of the licence needs a full review and the agreement needs to be policed. It was considered that the full review should be done in tandem with the preparation of a Licence for the Football Club to use the junior pitches at St James Place. However, the charges should be reviewed for the forthcoming season and the FWG would meet to discuss this.

Sunderton Meadow - stock netting had been placed on the pedestrian gateway

South Lane Meadow – minutes of last Trustees meeting duly circulated/gate and fence works completed

Pond – to consider required works to overhanging trees – it was reported that the work had been done by the resident. The gates and fence at the pond needed to be replaced – it was though that this was included in the accessibility proposals

Chalton Green nothing to report

Storrington Road – with LEAP and MUGA – signage was required and would be duly ordered – samples circulated previously to members. The dog issues in the area would be re-visited in due course – it had been suggested that dogs be banned from the Storrington Road open space area as they could get though the fence into the new play area

Windmill View Bottom Field – Bund Works, Residents Association Community Event The bund works would be done after the top field – the Residents Association had applied to hold a community event – agreed providing they have their own insurance cover.

Windmill View – Top Field – Bund Works Bund works commenced

The issue of providing noticeboards was raised – to be on the July agenda

112/18TO 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.
Any other reports /updates Cllrs White and Bannell had attended the local plan workshop and Cllr Foster had attended a workshop and reported there is a ranger who deals with byways etc who may be of some assistance to the Council in the future.

The meeting closed at 9.20 p.m.

The next meeting is scheduled for Tuesday 17th July, 2018

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

ORDERS FOR PAYMENT 5TH JUNE 2018

PAYMENTS MADE SINCE LAST MEETING :

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

5453

BLENDWORTH CENTRE

382.80

63.80

319.00

STREET CLEANING

5454

OCS GROUP UK

264.96

44.16

20.80

PLAY EQ. INSPS

5455

VWV

1053.92

235.57

818.35

LEGAL FEES – CRIMEA BARN inc disbursements

5456

VWV

2175.00

  362.50

1812.50

LEGAL FEES – Community Centre Lease

BACS

ENROL MY STAFF

42.00

7.00

35.00

MONTHLY PAYROLL FEE - APRIL

BACS

STACKHOUSE POLAND

301.34

 

301.34

INSURANCE COVER FOR MUGA / LEAP/ ALLOTMENTS

DD

SALVUS TRUST

24.00

4.00

20.00

PENSION ADMINISTRATION

DD

SALVUS TRUST

64.65

 

64.65

PENSION CONTRIBUTIONs

DD

BRITISH GAS

148.40

7.06

141.34

PAVILION ELECTRIC

DD

BRITISH GAS

1832.29

305.38

1526.91

NEW COMMUNITY BUILDING GAS BILL

 

PRESENTED FOR PAYMENT:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

MRS D. DUFFY

XXXXXX

 

XXXXXX

CLERKS MAY SALARY inc BACK PAY AND SALARY INCREASE

BACS

MRS D. DUFFY

106.08

 

106.08

CLERKS MAY EXPENSES inc POSTAGES

BACS

MRS E. BARRITT

XXXX

 

XXXX

ASSISTANT CLERKS MAY SALARY inc BACK PAY AND SALARY INCREASE

BACS

MRS E. BARRITT

20.00

 

20.00

MOBILE TOP UP X 2

BACS

HMRC

466.40

 

466.40

PAYE AND NI

BACS

ENROL MY STAFF

42.00

7.00

35.00

MONTHLY PAYROLL FEE – MARCH 2018

5457

VWV

948.00

158.00

790.00

CRIMEA BARN LAND TRANSFER FEES

5458

M. STANNING

180.00

 

180.00

PAVILION CLEANING CONTRACTOR

5459

A1 SECURITY SERVICES

277.20

46.20

231.00

PADLOCKS AND KEYS FOR ALLOTMENT HOLDERS

5460

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE RETAINER/HOSTING

DD

BRITISH GAS

430.83

20.51

410.32

PAVILION GAS BILL

DD

BRITISH GAS

65.37

3.11

62.26

PAVILION ELECTRIC BILL (CHANGE OF RATES)

BACS

MR B. FOSTER

72.79

 

72.79

EXPENSES – DEC 17 – MAY 18

Online

PORTSMOUTH WATER

79.04

 

79.04

PAVILION WATER SUPPLY BILL

5461

PLAYSAFETY LIMITED

285.60

47.60

238.00

ANNUAL PLAY INSPECTIONS

5462

LEYDENE FENCING

474.00

79.00

395.00

FENCING / GATE WORK SOUTH LANE AND SUNDERTON MEADOW

5463

VWV

1183.20

197.20

986.00

LEGAL SERVICES – LEASE OF W.V. COMMUNITY CENTRE

DD

SALVUS TRUST

68.02

 

68.02

PENSION CONTRIBUTIONS

 

Payments agreed at the June meeting

Is was agreed that any regular payments due at the beginning of July could be duly made

All meeting minutes

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