Meeting minutes

Meeting details
  • Date: 17th July 2018
  • Duration: 18:45 - 21:04
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

Before the meeting commenced a minutes silence was held in memory of Brian Ahern who passed away on 10th June and Cllr Foster said a few words regarding the invaluable work that Brian had done during his time on the Council from 2005 – 2016 (Chairman from 2007 – 2014) including his work on the Pond restoration, Clanfield Memorial Hall and the new community facilities – he will be sadly missed.

113/18TO RECEIVE A REPORT ON PREPARATIONS FOR THE OPENING OF THE COMMUNITY AND SPORTS CENTRE FROM THE CHAIRMAN OF CLANFIELD SPORTS AND COMMUNITY FOUNDATION

The Chairman introduced Richard Goodman, Chairman of the Clanfield Sports and Community Foundation and invited him to address the meeting. Mr Goodman reported that the Public Open Day is to be held on 18th July from 4 – 8 p.m. when residents could see the building and the plans which the Foundation has for the building would be unveiled. He explained how the building would be set up and used including proposals for the cafeteria with coffee and promotional material able to be purchased. There are two Trustee positions available to the public with particular emphasis on marketing and fund raising. A recruitment process is underway for a Centre Manager and other employment opportunities will follow. Mr Goodman was thanked for his attendance and briefing.

114/18TO RECEIVE APOLOGIES FOR ABSENCE AND UPDATE ON VACANCIES

Apologies were received from Cllr Thomas. There were three prospective candidates for the two vacancies – two were in attendance at the meeting. Co-option would be the first item on the September agenda.

115/18TO RECEIVE DECLARATIONS OF INTEREST

Cllr Clarke and Cllr D’est Hoare declared an interest in item 12 as they are South Lane Meadow Trustees; Cllr White declared an interest as Chairman of the Patient Participation Group; The Chairman and Cllr Bannell on item 1 and 7 as Directors/Trustees of Clanfield Sports and Community Foundation. These were all non-pecuniary interests.

116/18TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 5th June, 2018 had been circulated. It was RESOLVED that they be duly signed as a correct record.

117/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 7.06 p.m.

Mrs Crookshank thanked Councillor Foster for his tribute to the late Brian Ahern at the beginning of the meeting. Brian had been a committed villager and Councillor.

Mrs Crookshank also stated that the Clanfield Allotment Association had now set up a bank account for membership subscriptions – it was suggested that the Council should ask the “volunteers” (i.e. the prospective plot tenants) if their names could be provided to the Association so that a record could be held as to who has paid and for the purpose of Public Liability insurance which was being obtained by the Association for its members; further keys would need to be purchased as “volunteers” with sheds currently had no access to the communal building for electricity etc.; it was noted that the gates are not always being secured – CPC would purchase signs accordingly and a requirement to lock the gates would be included in the Tenancy Agreements; any co-workers would need to apply to be registered as such with the Council so there is a record of who is on site and to comply with the public liability insurance.
Mr Lake spoke on matters relating to St James Place – the gates to the bowls green had been left open on several occasions – the developer had been informed, but declined to lock them; there was concern that the closure of the path alongside the Crimea Barn had caused a potential safety issue – HCC had asked for it to be closed as part of the s.278 audit – the Council did not own the land – residents could be asked to go through the estate rather than access onto Chalton Lane; concerns were raised regarding the management of the swale within the site.

An issue was reported with regards to an overgrown hedge by the church wall - Cllr Foster offered to cut this back; a question was raised regarding a tree policy with reference to the control of ash die back – HCC have a policy but not the Parish Council; Cllr Foster reported that there is a tree on HCC land in Green Lane to the frontage of the Community and Sports Centre which requires attention and also the strip of grass from Clanfield – Lovedean which remained very long; the triangular patch of unkempt land at the Green Lane/Endal Way junction remained the responsibility of the developer – the swales in this area had recently been cut; access was still being gained through the hedge opposite Hazel Grove into the MUGA / LEAP area

The meeting re-convened 7.31 p.m.

118/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

District Cllr Moon reported that the 3 Parishes Summer Fayre is due to be held this coming weekend – the event was a huge success last year; he reported there is to be a landmark display by way of a mural for the Gales building in Horndean; summer holiday events RAPP are to be held during the summer holidays for youngsters GetActive8; he asked for any topics which could be covered by the Community Forum meetings – the last meeting focused on Help for Older People; he stated that if these meetings were not supported they would stop, feedback was required; a small business promotion event is to be held on 1st December.

District Cllr Wren reported that there has been a grant review workshop – with a change proposed to stop the same organisations consistently obtaining funding; a joint waste meeting has been held and residents were urged to report if their dustbins were not emptied - a new contract was being looked into by EHDC.

County Cllr Mocatta reported that a new traffic study was required regarding speeding on Sunderton Lane as a follow up on the request for calming measures received from residents. A meeting should be held between HCC, EHDC and PC representatives as soon as possible to progress the accessibility study carried out for Clanfield to include a plan for traffic management for all of Clanfield.

119/18TO RECEIVE A REPORT ON BUILDING AND FIT-OUT WORKS AT THE COMMUNITY AND SPORTS CENTRE AND TENNIS COURTS

A report on the new centre had been given at the beginning of the meeting. Cllr Bannell reported that the developers had said that they would be removing the heras fencing at the end of this month. This would leave the property unprotected from unauthorised vehicular access. The contractor who usually carries out the Council’s fencing work had been contacted and quoted £2310.00 + VAT to install gates and fencing on the Endal Way frontage. It was considered that as an urgent security matter the order should be placed with the contractor – duly RESOLVED. Cllr Foster reported that the CCTV cameras had been installed, but one had been omitted on the outside of the building – it would cost £262.00 for the contractor to revisit and install the camera – this expenditure was within the previously budgeted amount – duly RESOLVED.

120/18WINDMILL VIEW ALLOTMENTS (To be known as the Down Farm Park Allotments 1-26)

Report on the completion of pre-occupation works The terra matting was completed last month before occupation of the allotments as required to comply with the planning permission.

Update on the water supply situation It was thought that the developers had traced the cause of the serious water leakage to insecure pipe couplings. These had been repaired. The system now works and there is water available – unfortunately there will be a large bill for the water which was lost due to the leak. The developers had agreed, verbally, that, when received, the Council could request reimbursement provided that the Council had taken steps to endeavour to mitigate the cost with the water suppliers.

Update on the provision of additional allotment sheds The 12 sheds were due to be delivered on 30th July and would be installed over the course of three days. The ground on each site did need to be level and this would be carried out accordingly by the Council’s contractor

To reconsider the charges to the allotment holders for the current period A request had been received from the Chairperson of the Allotment Association asking the Council to reconsider its proposed charge of £10 to cover
the period until the end of the current “allotment year” as there had been difficulties in establishing the site and providing water etc. It was RESOLVED that there would not be any charge for the current “allotment year” but a full year’s rental of £50 would be payable for the “allotment year” which would commence on 1st October and the deposits of £30 per plot would still need to be paid.

To consider, and if thought fit to approve, an Allotment Tenancy Agreement The Allotment Tenancy Agreement was being finalized following the legal advice received – Cllr Bannell was currently working on this and, once complete, would send a draft to members for comment.

121/18TO RECEIVE A REPORT ON THE SITUATION CONCERNING THE ACQUISITION OF THE CRIMEA BARN (DOWN FARM BARN) AND LAND AND COMMUNITY FACILITIES AT ST JAMES PLACE (DOWN FARM PARK):

Crimea Barn (Down Farm Barn) - Proposed Transfer Arrangements reported below
St James Place (Down Farm Park) - Proposed Transfer Arrangements reported below

Cllr Bannell reported that a lot had happened since the last meeting but the end result is that the Council is not as far forward on the transfer of either the first phase of St James Place or the Crimea Barn as had been thought 4 months ago, in March.

Shortly after the Council Meeting in June, the Council’s solicitors had received entirely new and totally unacceptable transfer documentation from the developer’s solicitors. This was not a progression of the previous documentation which was broadly in line with that which had been completed for Windmill View and which had relatively few points left to negotiate. The new documentation was based on an entirely different structure which required the Parish Council to be a member of the Estate’s Management Company. As a result of the Council’s immediate objection, the requirement to be a member of the Management Company had been withdrawn but the provisions for the Parish Council to adhere to the rules and regulations of the Management Company, to pay a rent charge and to pay fees on any disposition - the sale or lease of any part of the Council’s future ownership - remained. An urgent meeting was called with a Director of the developers and the Chairman and Cllr Bannell had attended that meeting on 10th July.

Cllr Bannell explained that the relevant background is the Section 106 Agreement dated 3 March 2015 and the Deed of Variation dated 16 December 2016. That Agreement requires the community facilities at St James Place to be transferred to Clanfield Parish Council “free from encumbrances”. Exactly the same ownership structures apply on the Windmill View Estate and, there, the Council is not subject to control by the Estate’s Management Company - it had never been mentioned.

Cllr Bannell reported that the matter is now back on track insofar as it has been agreed that the Management Company provisions will be withdrawn except in one minor respect - paying towards the upkeep of any private road that the Council need to use to access its properties. This is particularly relevant for vehicular access to the Crimea Barn. The new draft documentation also imposed rights for other parties over Council owned properties and restrictive covenants upon the Council which were not in the previous documentation and which were unacceptable. They would have meant that the Council could not have proceeded with the letting to the Bowls Club on the terms negotiated with them, nor could any of the planned post transfer works have been carried out, such as the provision of the equipment store. It was thought that most of these problems had been resolved at the meeting - with regard to those that had not yet been conceded by the developers, the good reasons why they cannot be accepted had been explained to them.

It is now for the two solicitors to deal with all the changes which are required to the transfer documentation. The developer’s solicitors have not agreed to go back to the original format and, therefore, this is going to take more time. They have said that they will give the St James Place Phase 1 transfer top priority to be followed closely by the Crimea Barn but no update was available as to when those transfers will be completed.
Cllr Bannell also reported that the boundaries of the phases for transfer at St James Place have changed. He explained the changes and presented a copy of the new plan.

One of the amendments which the Council had requested on the detailed provisions relating to the transfer of the Crimea Barn is that, as a long stop situation only, the Council would like to have the ability to convert the part which is not required for the Parish Office / Museum to residential accommodation. This is not the intention at all but it was felt that conversion to residential accommodation should not be in the list of “Excluded Uses” which it is in the draft documentation that the developer’s solicitors had prepared. In principle, that now seems to be agreed but subject to the negotiation of overage provisions whereby, if conversion to residential accommodation should ever be proposed and implemented, the developers would be entitled to receive a payment amounting to a proportion (to be agreed) of the value which planning permission for conversion to residential use would release.

St James Place (Down Farm Park) - Other Matters The developers, BDW Trading Limited. had submitted an application to East Hampshire District Council to vary the planning permission for the Sports Pitches to provide for two 9v9 sized football pitches. The Parish Council’s Planning Committee will be considering the application at their meeting on 31st July – the Football Club have been informed of the proposed variation and a link to the application would be placed on the Council’s website.

Cllrs Bannell and Foster would be meeting with the developer on site to review the snagging list on the Sports Pavilion and note any matters which were still outstanding.

Letter from Residents Association The Parish Council had received a letter from the St James Place Residents Association asking the Council to reconsider its decision, on 15th May, not to take the transfer of the land, including the surface water swales, along the Green Lane frontage to the south of the junction with Down View Way and, also, not to take the transfer of other areas of land on the south side of the St James Place development, abutting onto Windmill View. In the letter, the Residents Association had stated that this was contrary to a plan which purchasers of the residential properties at St James Place had received from the developers. It was explained that the Council’s decision on 15th May had been made in response to a specific request from the developers, at a meeting on 4th May, to confirm which parts of the open space land at St James Place it wished to be included in the transfer and that the developers had accepted the Council’s decision. It was also explained that the Council is not privy to any communication between the developers and their occupiers/purchasers. A question was raised as to whether a fence was required around the large SWALE/pond? According to the developer’s safety audit a fence is not required but the Council considered this to be a Health and Safety issue and would continue to request the developers to respond accordingly.

Letter from Bowls Club Following the receipt of a letter from the Bowl Club a meeting had been held with their representatives who had expressed concerns about the affect which the continuing delay of the land transfer was having on their initial financial viability and they are asking for the Council’s support. Members were sympathetic to this approach, in principle, and were informed that the Bowls Club would be receptive to any agreement to provide financial assistance being coupled with an invitation for a Parish Council member to sit on the Trustee Board of the Bowls Club. Cllr Foster volunteered – duly agreed. The Bowls Club had been asked to present firm costings and a viable Business Plan to enable the Council to ascertain the Club’s finances and forecasts for expenditure and income – a further meeting would be held once these facts were known, but the Council would offer as much support to the Club as it can.

122/18TO RECEIVE CORRESPONDENCE LIST

Application to use the Peel Park pavilion for a School Club. This would be every day during term time
CFC Summer Fun Day 2nd September at Peel Park
Community Involvement Day 2nd September at Windmill View (bottom field) organised by the Windmill View and St James Place Residents Associations
Sustainability Centre – invitation to view plans w/o 16th July
Home Start Butser 20th Anniversary - 25th July Churchers College from 10.30 a.m.
Confirmation of order for defibrillator for the Co-op; Community and Sports Centre Open Evening 18th July
HCC – Consultation on proposals to change street lighting, supported passenger transport services and concessionary travel scheme in Hampshire
Issues raised with Kassia Wine Bar. Clerk has passed on to Police and responded directly to complainant
Transport Forum meeting presentation

123/18FINANCE

To receive the July financial statement The July financial statement was duly circulated showing the ¼ mark of the precept the balance to date of £419,021.85 which included Developers contributions payments and CIL payments from EHDC - it was RESOLVED that the statement be duly accepted
To receive and agree Orders for Payment Payments totalling £211,52.15 (June) £24,943.03 (excluding a payment for £1,200.00 – work needed to be checked (July) had been issued. No payments were presented at the meeting. It was RESOLVED that all payments would be duly paid /accepted. The list of payments attached to the minutes. The payment for the allotment sheds needed to be released to allow for delivery on 30th July - £6,336.00 inc VAT - duly RESOLVED. It was also RESOLVED that payments due in August could be made.

124/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
Play Equipment - regular inspections continue issues raised reported
Pavilion – Pop Up Tea-room update - the applicant is looking into insurance and other matters – if she does proceed then she is looking at August. There is also an application for the use of the pavilion for an after school club – this may well have an impact on the Rates, further information to be requested if acceptable then a trial period may be allowed.
Review Football Club Licence the application had been received from the Football Club after the agenda had been released – it was RESOLVED that the Football Club be granted permission for the 2018/19 season – the
current licence would remain the same, apart from an increase in fees for the Senior teams - £22.00 to £25.00
and also the hospitality area hire to increase from £5.00 per hour to £7.50 per hour. A fixture / match list to be requested along with the payments. The Licence document would be fully reviewed during the next 12 months alongside the preparation of a Licence for the use of the sports pitches at St James Place (Down Farm Park).

Sunderton Meadow Nothing to report

South Lane Meadow - next Trustee meeting Tuesday 21st August – the next Trustee meeting will be held on 21st August – the picnic tables (one in particular) are in need of replacement whether that is for the Trustees or the PC to pay for – there is a quote on file for £814.00 plus VAT for 2 picnic tables which includes fixing into the ground –referred to the Trustees.

Pond Nothing to report

Chalton Green One section had been missed by the contractors – to be resolved.

Storrington Road – with LEAP and MUGA – new bin ; noticeboards It was suggested that the developer be ask for an up to date RoSPA report on the MUGA /LEAP; there had been some nuisance behaviour in this area; Signs had been installed; A new bin had been ordered as it was considered that the one supplied was inadequate; Regarding noticeboards this would be discussed in the future for the Community and Sports Centre site.

Windmill View Top Field – Bund Works The banks had been formed but they would not be top-soiled and seeded until it rained.

Windmill View Bottom Field – Bund Works it was anticipated that this work would be completed by mid August; it was reported that a lot of the hedging planted by the developer had not survived the prolonged period with no rain – the Parish Council will be responsible for replacements – this would be looked at in September

125/18TO 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. The next planning committee meeting was scheduled for Tuesday 31st July
Any other reports /updates Cllr White had attended the SDNP workshop and Cllr Foster had attended the Community Forum meeting and submitted a report to members

The meeting closed at 9.04 p.m.

There is no full Council meeting scheduled for August therefore the next meeting will be held on Tuesday 4th September, 2018

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 

ORDERS FOR PAYMENT 17th JULY, 2018

PAYMENTS MADE in JUNE  :

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

5464

OCS GROUP UK

264.96

44.16

220.80

PLAY EQ. INSPS

5465

LARCOMES LLP

630.00

105.00

525.00

PROFESSIONAL FEES

5466

QLS

82.80

13.80

69.00

GROUNDS MAINT. March

5467

QLS

2334.00

389.00

1945.00

GROUNDS MAINT. May

5468

QLS

1230.00

205.00

1025.00 

GROUNDS MAINT. April

5469

QLS

10062.89

1677.15

8385.74

ALLOTMENT TERRA MATTING

5470

BLENDWORTH CENTRE

349.80

58.30

291.50

LITTER PICKING

BACS

NHS TRUST FUND

500.00

 

500.00

DONATION REF: CLLR WREN as agreed June meeting

DD

SALVUS TRUST

24.00

4.00

20.00

PENSION ADMINISTRATION

BACS

STACKHOUSE POLAND

1274.42

 

1274.42

EXTRA INSURANCE - NEW COMMUNITY FACILITIES

BACS

COMMUNITY HEARTBEAT TRUST

2424.00

404.00

2020.00

DEFIB FOR CO-OP covered by donations

BACS

SURREY HILLS SOLICITORS

496.80

82.80

414.00

INDEPENDENT ADVICE RE:  ALLOTMENT AGREEMENTS

BACS

EHDC

1478.48

 

1478.48

RATES - NEW COMMUNITY BUILDING – 1ST INSTALLMENT

 

PAYMENTS MADE UP TO AND INCLUDING 17th JULY / AND PAYMENTS DUE:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

MRS D. DUFFY

xxxxxx

 

xxxxxx

CLERKS JUNE SALARY

BACS

MRS D. DUFFY

75.40

 

75.40

CLERKS JUNE EXPENSES

BACS

MRS E. BARRITT

xxxxx

 

xxxxx

ASSISTANT CLERKS JUNE SALARY

BACS

MRS E. BARRITT

44.00

 

44.00

ASSISTANT CLERK -  PHONE TOP UP AND PRINTER INK

BACS

HMRC

451.88

 

451.88

PAYE AND NI

BACS

ENROL MY STAFF

42.00

7.00

35.00

MONTHLY PAYROLL FEE – APRIL 2018

BACS

R BIRCHMORE

2487.00

 

2487.00

COMMUNITY BUILDING – FLOOR RESEAL & SPORTS LINES

5471

SOUTHERN FIRE PROTECTION

715.20

119.20

596.00

COMMUNITY BUILDING FIRE EXTINGUISHERS/SIGNAGE

5472

PORTSMOUTH CITY COUNCIL

333.73

55.63

278.10

SIGNS FOR MUGA AND LEAP AREAS

5473

VIKING DIRECT

7.51

1.25

6.26

OVERSHOES FOR USERS - NEW COMMUNITY BUILDING

5474

NALC

17.00

 

17.00

LCR SUBSCRIPTION

5475

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE RETAINER/HOSTING

5476

VWV

600.00

100.00

500.00

LEGAL ADVICE – FUNDING AGREEMENT  CLANFIELD SCC

5477

CIA LTD

141.12

23.52

117.60

CCTV SERVICE AGREEMENT NEW C.F.

5478

CIA LTD

4952.28

825.38

4126.90

CCTV INSTALLATION NEW C.F.

5479

CIA LTD

667.92

111.32

556.60

NEW CYLINDERS FOR C.F. LOCKS/DOORS

5480

MRS M. WHITE

41.78

 

41.78

EXPENSES INC. PRINTER INK

5481

M. STANNING

180.00

 

180.00

PAVILION CLEANING CONTRACTOR

5482

QLS

3675.60

612.60

3063.00

GROUNDS MAINT inc WATERING / WEEDING

DD

SALVUS TRUST

66.40

 

66.40

PENSION

BACS

CASTLE WATER

48.66

 

48.66

PEEL PARK PAVILION SUPPLY BILL

5483

WEST MEON PARISH COUNCIL

60.00

 

60.00

COUNCILLORS COURSE X 2 (2017)

5484

IDVERDE

859.25

143.21

716.04

BIN EMPTYING (1/4)

5485

OCS

367.20

61.20

306.00

PLAY EQ. INSPS INC MUGA / LEAP AREA

5486

BLENDWORTH CENTRE

343.20

57.20

286.00

LITTER PICKING

5487

SSE

305.83

14.56

291.27

ELECTRICITY – COMMUNITY BUILDING

 DD

SALVUS TRUST

24.00

4.00

20.00

PENSION ADMINISTRATION

BACS

SKINNERS SHEDS

6336.00

1056.00

5280.00

12 SHEDS TO BE PAID FOR IN ADVANCE OF 30TH JULY DELIVERY

BACS

SPC SPORTSMARKING

1200.00

200.00

1000.00

MARK OUT AND PAINT 2 NETBALL COURTS – IF AGREED

 

All of the above payments were agreed?

As there is no August meeting it was agreed that payments due can be made??

All meeting minutes

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