Meeting minutes

Meeting details
  • Date: 4th September 2018
  • Duration: 18:45 - 21:35
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

126/18TO FILL THE TWO VACANCIES BY CO-OPTION – signing of declarations

Members had received information from the prospective candidates and the Chairman asked if there were any further questions to ask the candidates. It was duly RESOLVED that both Mr David Harris and Mr Peter Hurst were co-opted on to the Council. They signed their declarations and took their seats.

127/18TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr T Collins (Chairman of the Parish Council); Cllr R. Clarke and Cllr S. Williams

128/18TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare declared an interest in item 14 as he 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. These were all non-pecuniary interests.

129/18TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 17th July, 2018 had been circulated. It was RESOLVED that they be duly
signed as a correct record.

130/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 6.50 p.m.

A question was raised regarding the proposed pathway in South lane Meadow – the accessibility update meeting was scheduled for 19th September after which it was hoped that more information would be made available; A query with regards to Periwinkle Lane – BOAT to restricted access – this matter had been discussed several years ago with no updated response. Issues in the LEAP / MUGA area at Windmill View were raised - there had been a safety concern with regards to exposed ducting with attached lengths of rope which had now been addressed. A question arose regarding who would be responsible for replacing dead trees/shrubs at Windmill View – as this was now under Parish Council ownership it is the Parish Council’s responsibility. A question arose with regards to the developers contributions to the surgery – no information was available

Meeting reconvened 6.56 p.m.

131/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies were received from District Cllr Moon.
District Cllr Wren reported that the household registration forms were being delivered for completion – 98.8% of Council Taxes due have been collected; He reported that the Havant Reservoir would be going ahead behind Havant Thicket forming part of a 10 year build plan;
County Cllr Mocatta reported that HCC had completed the installation of the automated number plate recognition (ANPR) service at the QECP and are looking for feedback from regular users; the planning permission for the new building at the QECP had gone through hopefully to be completed next year; the ANPR will be installed on Butser in due course – this course of action at both Parks was necessary as some people were not paying to use the facilities or swapping tickets which is illegal; previously reported – an overhanging tree in Green Lane – HCC land; Cllr Wren reported on the issue of concern following the roadworks in South Lane/Chalton Lane area – issues had been duly reported regarding the signage; lack of communication and unnecessary road closure etc. The road will be closed again on 19th/20th September, but the proposed works are due to be carried out during the night; A question was raised regarding motorcycles and the ANPR - County Cllr Mocatta would enquire into this.

132/18TO REPORT ON THE 2018 CAROL SERVICE PREPARATIONS

Cllr Foster had asked Rhian Beazley to assist with the arrangements for this year’s Carol Service (9th December) and she was invited to report to the Parish Council. It was proposed that this year’s event should be held at the new Community and Sports Centre as it was becoming impractical and dangerous to continue to be held at the Pond; the Salvation Army have confirmed their attendance; the Scouts would assist with crowd control; the St James Church choir will participate and the schools had been contacted; the Community and Sports Centre should have first aiders and be able to offer refreshments – it was considered that the event should be a joint effort between the Parish Council and the operators of the Centre, Clanfield Sports and Community Foundation; it was hoped that a few more modern songs could be included along with the traditional ones; it could be held in the car park area although a question arose as to where cars would then park; it was agreed that the Carol event would be held at the Centre for 1 year to see how things went. Further update nearer the time.

133/18TO RECEIVE UPDATE ON PROGRESS TOWARDS OPENING THE COMMUNITY AND SPORTS CENTRE

Cllr Bannell reported that the Centre Manager had now been appointed and would commence work on the 17th September – there would be an official announcement by the Foundation in due course; the sports fit-out had been held up due to the contractor’s school holiday work commitments but, hopefully, the work would be carried out in the next two weeks; it was also hoped that the main contractor for the fit-out of the café, the Dance Studio, Meeting Room and various alterations within the cloakrooms and the kitchen areas would be on site in a week or so. The site security measures had almost been completed – five further dragons teeth were required, three between the MUGA / LEAP area and the Centre car park and two adjacent to the footpath at the western end of the bottom field and at the back of the building; the gates and fencing had been installed on the Endal Way frontage. Cllr Bannell reported that there would be a lot of activity in the next few weeks prior to the announcement on when the facility would be officially open.

134/18WINDMILL VIEW ALLOTMENTS (Now known as the Down Farm Park Allotments 1-26)

Update on the installation of allotment sheds - The 12 sheds had now been installed at the agreed cost plus an additional sum of £300-£400 for levelling the ground prior to their construction. It was suggested that, if the Parish Council provided the Cuprinol (or similar), perhaps the allotment holders might be willing to apply it to their sheds and the communal building? This would be discussed with them through the Allotment Association. The sheds, although treated, would benefit from weatherproofing.

To consider and approve the proposed Tenancy Agreement and Rules and Regulations The draft documents had been circulated to members for consideration. One point raised was with regard to the operating time and also concerns with regards to livestock. It was considered that dawn to dusk was an appropriate restriction for access and work at the allotments and it was believed that it would be unlawful to prohibit hens and rabbits from an allotment, so long as they do not cause a nuisance. Members RESOLVED to adopt both the Tenancy Agreement and the Rules and Regulations for the Allotments as drafted and they would now be issued to the allotment holders. All of the allotments are allocated, but there are two or three which have not yet been cultivated – the Tenancy Agreement and the Rules and Regulations provide that, if a plot remains in an uncultivated condition three months after the formal commencement of the tenancies (which would be three months after 1st October 2018 - i.e. 31st December 2018), steps could be taken to terminate the tenancy and to relet the plot. The situation would be monitored.

135/18TO 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 – Cllr Bannell reported that the developers, BDW, had agreed that the transfer of this property to the Parish Council would follow completion of the transfer of Phase 1 at St James Place but that stage had not yet been reached. Consequently, nothing further had been heard from the developer’s solicitors but Cllr Bannell thought that the Crimea Barn transfer could happen quite quickly after the completion of Phase 1.

St James Place (Down Farm Park) – Phase 1- Proposed Transfer Arrangements The latest version of the transfer document had been received from the solicitors on 3rd September and had been duly circulated to Members. Cllr Bannell highlighted seven points and Members agreed that all required attention before it would be possible to proceed. In particular, Members were unanimous in their view that a newly introduced provision whereby the developers required an Option to re-acquire the property for £1 in the event of certain specified circumstances was completely unacceptable and contrary to the requirement in the Section 106 Agreement that the developers should transfer the property to the Parish Council “free from encumbrances”. Negotiations with the developers and their solicitors would continue and the Parish Council would undertake its own landscaping audit of the Phase 1 area to identify the extent of the remedial works which the developers would need to carry out.

St James Place (Down Farm Park) - Phase 2 – Proposal for early handover of Children’s Play Facilities The developers had asked if the Parish Council would be willing to take occupation of the children’s play area in advance of the transfer of the Phase 2 land (expected December 2018) so that they can be available for use by the public rather than to remain unused behind Heras fencing. It was agreed that, in principle, the Parish Council would be willing to do so, subject to three conditions:

  1. the developers obtaining a satisfactory safety report.
  2. the developers granting a Licence to Occupy to the Parish Council.
  3. the developers meeting the Parish Council’s legal costs relating to the Licence.

St James Place (Down Farm Park) – Affect of enlarged Sports Pitches on the proposed Overflow Car Park This item was covered in Cllr Bannell’s report concerning the proposed transfer arrangements for Phase 1 at St James Place. As a result of the developer’s application to EHDC to vary the planning permission in order to enlarge the sports pitches to provide two 9v9 sized junior football pitches, the embankment for the sports pitches now encroaches onto the area of the proposed overflow car park. It will be necessary for a retaining wall to be built to accommodate the construction of the overflow car park and for a French drain to be relocated. The cost had been estimated in the region of at least £7,000 which it was expected that the Parish Council would have to bear in order to proceed with the overflow car park. The provision of the overflow car park is a pre-requisite to the completion of the proposed Lease of the bowling green and the sports pavilion to the Bowls Club.

St James Place (Down Farm Park) – Other matters nothing further to add.

Bowls Club update When the transfer of the Phase 1 area to the Parish Council is completed, it is now proposed that the Bowls Club will enter into an Agreement for Lease following which the Parish Council will proceed with Landlord’s Works comprising the construction of the overflow car park, the provision of an equipment storage shed and replacement of inward opening doors to the sports pavilion with outward opening doors to increase the capacity of the building for fire purposes to comply with the Bowls Club’s requirements. It was noted that an external tap and a power point on the side of the bowling green for cleaning equipment need to be installed.

The Agreement for Lease would include a Licence for the Bowls Club to occupy the property from 1st December 2018 or when the Landlord’s Works are completed, whichever should be the later date. The Lease itself would not now commence until 1st April 2019. It was noted that the barrier at the entrance to the existing car park had now been installed by the Parish Council with the agreement of the developers.

A letter had been received from the Bowls Club regarding funding – they would hope to become self supporting but would need to allocate funds annually to replace the Bowling Green surface which, at current prices, would cost them in the region of £35,000, possibly in around 8 – 10 years time. Two options were considered - that the Parish Council set aside funds each year to cover the cost of replacing the surface of the green or the Parish Council should provide a loan facility for the Bowls Club up to the sum of £7,000 for start up costs and expenses. It was duly RESOLVED to proceed on the basis of the latter option - a loan facility.

136/18TO RECEIVE CORRESPONDENCE LIST

Email traffic regarding Travellers
Increase bus service request to bus companies not positively received
Defibrillator – Co-op – it was thought that this is awaiting installation
Enquiry email regarding the hedge between the LEAP / MUGA area and the Community and Sports Centre at Windmill View.
UK Cycling Events application to use the Peel Park pavilion as a stop off point – duly authorised and arranged for 14th October
Clanfield Accessibility Improvements – meeting scheduled for 19th September – Chairman and Clerk to attend.
Correspondence on issues with regards to roadworks in South Lane / Chalton Lane emails duly forwarded
Proposed road closure 19th September for 2 nights from 7.00 p.m. – 6.00 a.m. for final works
Issue raised regarding a BOAT causing concern – Huckswood Lane – Old Idsworth – Clerk passed on to HCC
Proposals for further road closure
EHAPTC meeting scheduled for 19th September
EHDC proposals for Down Farm Park contact list
- WW1 Centenary events
- Copy email sent to EHDC regarding an issue with paths formed at SJP
Local Government – 2019/2020 Council Tax Referendum principles
Query on the condition of the St James Place trees - who is responsible - the developers.
National highways and Transport satisfaction survey
HALC Various Correspondence Events Etc Duly Forwarded
The Big 50 event 11th October – Cllr Foster would like to attend - £19.99

137/18FINANCE

To receive the August and September financial statements
The August and September financial statements were duly circulated – the September statement showing a balance to date of £429,897.79 - it was RESOLVED that the statements be duly accepted.

To receive and agree Orders for Payment
Payments totalling £12,792.48 had been issued since the last meeting and payments totalling £28,637.72 were presented for payment. It was RESOLVED that all payments would be duly paid /accepted. The clerk had set up a Direct Debit for the ICO annual payment which reduced the sum payable from £40.00 to £35.00.

To consider an application from HTC for the Older Persons Xmas luncheon
An application had been received for a donation towards the Horndean Technology College Christmas Luncheon Club for older people – the number of attendees was approximately 18 from Clanfield, Members considered the application and after discussion it was RESOLVED to support the event to the requested sum of £200.00.

138/18TO CONSIDER AND AGREE TO THE 2018/19 INSURANCE RENEWAL

The insurance renewal is due on September 12th – it was RESOLVED that the Council continue with Aviva as they are currently tied in to a discounted contract. The various new assets had been added to the policy - the renewal cost for 2018/19 was for the sum of £8,148.82 - duly RESOLVED. It was noted that the insurance costs would increase as further land and property is transferred to the Parish Council from the developers.

139/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
(i) Play Equipment – the zip wire has been removed as a precaution as the wires required attention; various spares are required for other items – quotations currently being sought
(ii) Pavilion – Pop Up Tea-room not progressed – nothing further had been heard from the applicant with regards to this proposal.
(iii) After School club update – the paperwork had been received and the key provided – a deposit of £50 had been received and the club would commence use of the pavilion from 12th September
(iv) Football Club License – update – the Licence for the coming season had been issued and the signed copy from the FC was awaited.
(iv) To address the gaps in the hedges along the boundary line and the skate ramp area – the clerk had sought 3 quotations for the required works to block the gaps in the hedge on the western boundary, however only two had been received – after consideration it was agreed that the gaps should be closed with chain link fencing – also to be included is the wide open area at the skate ramp where access was currently being gained to the park – temporarily filled with a large tree trunk. It was duly RESOLVED that the quotation for £2,282.26 + VAT be accepted. This included materials and labour. The contractors would be asked if they would be able to follow up with some planting.

Sunderton Meadow – the Meadow should receive its annual cut during September

South Lane Meadow - the Minutes of the Trustees’ Meeting held on 21st August had been circulated

Pond - there had been a report of bread in the pond and broken glass also the fence has been repaired on two occasions – this entire fence should be replaced as part of the Accessibility study proposals; Mrs Crookshank was to be asked if she would still be involved with the annual clean up of the pond and Mrs Baldanza would be asked if she was still happy to provide the electric for the Christmas lights

Chalton Green All sections of grass were now being cut satisfactorily

Storrington Road – with LEAP and MUGA – new bin installed; Possible installation of a swing in the LEAP area - the new bin had now been installed and had been added to the emptying rota; with regards to a swing being installed it was considered that funding would need to be identified and also a suitable siting within the area – to be addressed at a later date and included in funding projects when setting next year’s precept.

Windmill View Top Field – Bund Works; Recent occupation by travellers; Additional security measures – following the recent occupation by travellers – removed in three days – the ditch at the top has been deepened and dragons teeth had been installed around the Radian car park area. A 5-bar gate had been installed at the bottom access point to the allotments. However, it was considered that that this land is still vulnerable. An officer from Havant BC was going to visit the Parish’s open space sites to review security measures. The contractors still had to topsoil and seed the bund.

Windmill View Bottom Field – Bund Works; Additional security measures. The bund work had been completed and collapsible posts had been installed at the access points – two more dragons teeth were required behind the Community and Sports Centre as previously reported. The original height of the proposed bunds had been objected to by the Landscape Officer and reduced from proposed 76cm to 45 cm There is a problem of weeds (mainly dock) growing amongst the hedge plants around the bottom field and detracting from the appearance of the location. It was considered that a volunteer gardening group might be set up to help and Cllr Bannell agreed to take up the suggestion with the Windmill View Residents’ Association.

140/18TO REPORT ON THE REMEMBRANCE SUNDAY PREPARATIONS – CHURCH LED

The Parish Council has been approached by the Memorial Hall Trustees regarding the memorial service which has been led by the Church with support from the Parish Council – the Trustees have offered the use of the hall but the event will be arranged by the Church. The poppy project will be added to the October agenda

141/18TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive planning committee minutes - the Minutes from the last Planning Committee Meeting had been circulated and were duly agreed. The next meeting was scheduled for Tuesday 12th September

Any other reports /updates none received

The meeting closed at 9.35 p.m.

The next meeting is scheduled for Tuesday 2nd October 2018

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 

ORDERS FOR PAYMENT

PAYMENTS MADE IN AUG (since last meeting):

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

MRS DIANE DUFFY

xxxxxxx

 

xxxxxxx

CLERKS JULY SALARY

BACS

MRS DIANE DUFFY

88.00

 

88.00

CLERKS JULY EXPENSES

BACS

MRS EMMA BARRITT

xxxxxx

 

xxxxxxx

ASSISTANT CLERKS SALARY

BACS

MRS EMMA BARRITT

104.48

 

104.48

PURCHASES MADE ON BEHALF OF CPC AND PHONE TOP UPS

BACS

HMRC

451.88

 

451.88

PAYE AND NI

BACS

S. ROGERS

1,392.00

232.00

13,92.00

OPEN SPACE PROTECTION – C. CENTRE AREA

5488

VWV

1,374.00

229.00

1,145.00

LEGAL SERVICES LEASE OF COMMUNITY CENTRE 28/5 to 20/6

5489

CHANDLER HAWKINS

1,440.00

240.00

1,200.00

PROFESSIONAL LAND VALUATION SERVICES as agreed

5490

PHS GROUP

67.39

11.23

56.16

CLEANING SUNDRIES FOR THE PAVILION

5491

CIA LTD

56.92

9.48

47.44

CYLINDER TO EXTERNAL SPORTS STORE DOOR C. CENTRE

5492

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE HOSTING FEES

5493

PORTSMOUTH CITY COUNCIL

74.57

12.43

62.14

FIXINGS FOR PLAY AREA (LEAP) SIGNAGE

5494

M. STANNING

225.00

 

225.00

PAVILION CLEANING

5495

BLENDWORTH CENTRE

389.40

64.90

324.50

LITTER PICKING FOR JULY

DD

SALVUS TRUST

66.40

 

66.40

PENSION PAYMENT

BACS

EHDC

1,474.00

 

1,474.00

COMMUNITY FACILITY RATES – AUGUST PAYMENT

5496

DENNISON DOORS

610.80

101.80

509.00

COMMUNITY FACILITY – DOOR  WORKS

5497

OCS GROUP

336.96

56.16

280.80

PLAY EQUIPMENT INSPECTIONS

5498

PORTSMOUTH CITY COUNCIL

113.63

18.94

94.69

SIGNS FOR ALLOTMENTS

5499

VWV

959.10

159.85

799.25

LEGAL FEES FOR MEETING WITH CPC AND BDW REGARDING  SJP

5500

CLANFIELD PARISH INSTITUTE

90.00

 

90.00

HALL BOOKINGS MAY,JUNE,JULY

5501

BRITISH GAS

17.39

.82

16.57

ELECTRICITY BILL FOR ALLOTMENTS

5502

EQUITY CLEANING SERVICES

150.00

25.00

125.00

COMMUNITY CENTRE CLEANING

5503

SSE

291.59

13.88

277.71

COMMUNITY CENTRE ELECTRIC

D. CARD

PORTSMOUTH CITY COUNCIL

74.57

12.43

62.14

FIXINGS FOR SIGNS CHQ. 5493 WAS ISSUED - NOT RECEIVED

DD

SALVUS TRUST

24.00

4.00

20.00

PENSION SCHEME ADMINISTRATION FEE

DD

BRITISH GAS

98.04

4.69

93.95

PAVILION GAS BILL

DD

BRITISH GAS

451.93

21.52

430.41

COMMUNITY CENTRE GAS BILL

D.CARD

SAFE.CO.UK

99.95

16.66

83.29

COMMUITY CENTRE EXTERIOR LETTER BOX

DD

BRITISH GAS

170.41

8.11

162.30

PAVILION ELECTRIC BILL

 

SEPTEMBER PAYMENTS PRESENTED :

PAYMENT METHOD

PAYEE

 GROSS

  VAT

  NETT

SERVICES

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS AUGUST SALARY

BACS

MRS DIANE DUFFY

84.40

 

84.40

CLERKS AUGUST EXPENSES

BACS

MRS EMMA BARRITT

xxxxxx

 

xxxxxx

ASSISTANT CLERKS SALARY

BACS

MRS EMMA BARRITT

43.25

 

43.25

PURCHASES MADE AND MOBILE TOP UP

BACS

HMRC

451.88

 

451.88

PAYE AND NI MONTHLY PAYMENT

5504

VIKING DIRECT

139.39

23.23

113.90

STATIONARY AND OFFICE SUPPLIES

5505

BROXAP LTD

359.94

59.99

299.95

NEW BIN FOR W.VIEW PLAY AREA

5506

EHDC

227.28

37.88

189.40

PERMANENT BASE AND BIN INSTALLATION

5507

EHDC

2,125.00

 

2,125.00

PROFESSIONAL FEES  FOR DEALING WITH THE RECENT TRAVELLERS

5508

LEYDENE FENCING

2,772.00

462.00

2,310.00

FENCING AND GATE WORK – COMMUNITY CENTRE ENTRANCE

5509

CIA LTD

315.12

52.52

262.60

RELOCATION OF CCTV – COMMUNITY CENTRE

5510

CIA LTD

176.40

29.40

147.00

PAVILION SERVICE AGREEMENT /EQUIPMENT FAILURE WARRANTY

5511

MR S. WILLIAMS

43.19

7.20

35.99

RE-IMB.  FOR CATALYST INVOICE - WEBSITE

5512

MR J. BANNELL

192.82

 

192.82

EXPENSES CLAIM inc mobile bill/printing/printer ink etc..

5513

QUALITY LAND SERVICES LTD

6,723.60

1,120.60

5,603.00

GROUNDS MAINT inc watering/shed bases/works to new areas

5514

BRADY CORP (SAFETY SHOP)

63.53

10.59

52.94

CIGARETTE BIN – NEW COMMUNITY CENTRE

5515

1st CLASS ACCOUNTANTS LTD

126.00

21.00

105.00

MONTHLY PAYROLL FEE X 3

5516

CASTLE WATER

114.89

19.15

95.74

COMMUNITY CENTRE

5517

OCS GROUP UK

300.96

50.16

250.80

PLAY EQUIPMENT INSPECTIONS - AUGUST

5518

M. STANNING

180.00

 

180.00

PAVILION CLEANING

5519

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE HOSTING

5520

SPC SPORTSMARKING

1,200.00

200.00

1,000.00

MARK OUT & PAINT 2 X NETBALL COURTS –NOW COMPLETED

5521

BRITISH GAS

19.18

.92

18.26

ELECTRICITY BILL - ALLOTMENTS

5522

CAME AND COMPANY

8,148.82

 

8,148.82

ANNUAL INSURANCE PAYMENT

5523

CASTLE  BUSINESS FINANCE LTD

2,730.00

455.00

2,275.00

TRAVELLERS EVICTION – BAILIFFS FEES

I HAVE SET UP A DIRECT DEBIT FOR THE INFORMATION COMMISSIONERS OFFICE FOR £35.00 for the registration – if DD then there is a reduction of £5.00 (otherwise £40))

TRANSFERS HAVE BEEN MADE DURING THE PAST TWO MONTHS OF £50,000 FROM THE BUSINESS ACCOUNT TO THE CURRENT ACCOUNT

ARE ALL OF THE ABOVE PAYMENTS AGREED??

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