Meeting minutes

Meeting details

  • Date: 6th November 2018
  • Duration: 18:45 - 21:45
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

158/18TO RECEIVE A PRESENTATION FROM HELEN COLLIS-AYOUBI – DEMENTIA FRIENDLY COMMUNITIES PROJECT

The Chairman welcomed Helen Collis-Ayoubi to the meeting. Helen is a dementia friend champion who is working with the 3 South of Butser Parishes, she runs her own business in marketing solutions, and works in the dementia friendly community – she wants to make a difference to people with dementia in our area, statistics show 1 in 14 experience dementia, 1 in 3 doesn’t go out, 40% are lonely and 44% don’t feel part of the community. Out of the 5455 estimated residents in Clanfield - 1212- 22% over 65s who are known to live in Clanfield with Dementia – and have so many reasons not to go out i.e. Transport, confusion, facilities, general awareness - impact on the carer so find it easier to stay in. Support is out there, networks, work with trained people who provide sessions out in the community – she is working with organisations to make their services more dementia friendly. With an understanding from parliament, councils and local Councillors the Dementia Friendly community can make a massive difference by becoming dementia aware and attending sessions on how one can help, there is a national helpline, dementia advisory service/drop in. Memory cafe, activities, carers can meet and share experiences, places of interest locally for potential dementia friendly groups such as gardening/walking club. Longer term, to review Council owned properties/land and advise on plans with developments. Talk to police/fire service transport to try to make a difference. Funding to create new opportunities – flyer/banner promotion materials and through Community First.

She will work with care homes, GP surgeries, pharmacy, shops, pubs, restaurants, places of worship, community centres, parks. People can join the National Dementia Alliance. A dementia friend session lasts about an hour – there are currently no support or focus groups in Clanfield, their organisations would be invited to attend sessions i.e. residents associations, bowls clubs etc. Contact would be made with the Patients Participation Group via Cllr White. Website: www.dementiaaction.org.uk

The Chairman thanked Ms Collis-Ayoubi for attending the meeting.

159/18TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr Peter Hurst

160/18TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare and Cllr Clarke declared an interest in item 15 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 9 as Directors/Trustees of Clanfield Sports and Community Foundation. Cllr Clarke declared an interest in the Memorial Hall as a newly appointed Trustee. Cllr Foster declared an interest in the bowls club These were all non-pecuniary interests.

161/18TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 3RD October2018 had been circulated. It was RESOLVED that they be duly signed as a correct record.

162/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed 7.18 p.m.
A question was asked as to whether there was a proposed bus route through the St James Place estate - this has been identified as being needed along Green Lane, but not the new estate – two bus companies
approached – one responded with a no.
Congratulations were relayed to all of those involved in the new community building.
The pond clear up was carried out at the weekend and there had been plenty of volunteers.
Following the Accessibility survey – New Road dropped kerbs had been installed on junctions – it had been previously reported to Cllr Mocatta that the dropped kerb at the end of Hazel Grove was not satisfactory –a massive puddle formed when it rains - this should get picked up during the works. A question had arisen regarding a possible crossing across Green Lane outside the community centre as it was considered that there was no safe place to cross Cllr Mocatta had been informed.
Meeting Reconvened 7.30 p.m.

163/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies had been received from County Councillor Mocatta.

Cllr Wren reported that fly tipping is a big problem in the District and reminded people they need to get registered paperwork from the company collecting their waste. EHDC are looking for nominations of sporting heroes. He reported that the Community Forums have been cancelled due to lack of interest.

The new Local Plan is now open for comments. He also reported that 29 affordable houses on border of Clanfield - land north of 102 Downhouse Road – had been approved by EHDC as they considered that the development met the criteria despite objections from Horndean Councillors . A concern had been raised with regards to Chalton car park – has the Parish Council spoken with the South Downs National Park – this had been done previously with a negative response – could the car park be self funding the problem is the landowner has to put up with fly tipping.

164/18TO UPDATE ON THE 2018 CAROL SERVICE PREPARATIONS

Cllr Foster reported that preparations were going well. Rhian Beazley was organizing the event, scheduled for 7th December, with assistance from the Foundation as the Community and Sports Centre will be the venue. Publicity for the event will start soon. Policing not necessary due to the venue not being on the road – it was stated that the Pond area had become too dangerous.

165/18TO UPDATE ON THE VILLAGE ACCESSIBILITY STUDY - Peel Park and South Lane Meadow pathways

The Chairman had written to the Borough Engineer regarding the suggestion of installing the pathway around the perimeter of Sunderton Meadow – re-routing the path would increase the costs considerably and the proposed width was designed for all future traffic, therefore it was considered that minimum of 2.5 metres is required. Cllr Clarke has been advised by HBIC that the diagonal path would be the least / worst in respect of the environment. It was considered that HBIC should be consulted to make sure all is adhered to. It was duly RESOLVED to accept the proposals as per the current engineers report – 5 in favour 4 against . With regards to the surface material which is porous and made of old rubber tyres and considered environmentally friendly members unanimously opted for the Stone Age Solo colour option.

166/18TO UPDATE ON THE OPENING OF THE NEW SPORTS AND COMMUNITY CENTRE

Cllr Bannell reported that the Lease to Clanfield Sports and Community Foundation Limited had been completed on the 29th October, 2018 and the Foundation, as the Tenant, is now in full occupational control of the property. The Parish Council’s position is as Landlord. The Funding Agreement between the Parish Council and the Foundation was also completed on 29th October 2018.

The “soft launch” of the Centre had commenced on 30th October, 2018 with limited opening times. The fit out is more or less complete although some furniture had still to arrive. The staff are nearly all in place and are all friendly and approachable. There is just one more full time employee to come.

The Grand Opening is scheduled for Saturday 17th November, 2018 at 10 a.m. The opening ceremony would be performed by Emma McCormick who is a Clanfield resident and a double gold medal winner at the very recent 2018 Invictus Games held in Sydney, Australia. The Centre will then be open 7 days a week. A question was asked as to what strategy would be applied for hiring by local community groups such as
Residents’ Associations. It was explained that such groups would need to contact the Centre management for information.

167/18TO UPDATE ON THE WINDMILL VIEW ALLOTMENTS (Down Farm Park Allotments 1-26)

Are keys for co-workers to be provided by CPC?
It was agreed that co-workers should not be issued with a key – there must be some control over key holders – there have been 26 keys issued and this should be the maximum amount - any co-workers should use the tenant’s key– the insurance only covers plot holders. To be monitored

Site managers report - some damage to fence
It is the Councils responsibility to carry out any repairs so this, and other issues raised on the report, would be duly actioned

One tenant has not paid for allotment plot
- letters have been sent - cut off date is 12th November therefore if no response then the allotment would be offered to the next person on the list.

168/18TO 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):

St James Place (Down Farm Park) – Phase 1: Cllr Bannell reported that, following further detailed
negotiations, the Transfer document had now been agreed and was being engrossed for signature. Therefore,
completion of the transfer should be very soon. Cllr Bannell was thanked by members.

Landscape Audit: The Parish Council’s landscape audit of the Phase 1 area had established that a considerable number of trees and shrubs had not yet been planted by the developers and others had died. The Transfer terms required the developers to rectify this situation by 31st December, 2018 or such other date as may be agreed between the parties. Cllr Bannell would remind them of this.

Post Transfer Works – Update it was hoped that the contractors would commence work on the construction of the overflow car park during the second week of December and the work would take around 6 weeks to complete. However, it might be necessary for the Parish Council to instruct Structural and Civil Engineers to check the contractors proposals for a retaining wall which is necessary to support the embankment of the adjacent football pitches and to advise on the relocation of a French drain. A fence may also have to be constructed at the top of the embankment to satisfy health and safety requirements. Other works - the provision of a concrete base for the equipment store, a power point on the side of the bowls green, fitting new doors to the sports pavilion so that they open outwards - will be carried out by the same contractor.

Bowls Club Arrangements The Trustees of the Bowls Club were reviewing the terms of the transfer documentation as BDW (the developers) will require any Tenant of the Parish Council to observe covenants which the Parish Council itself will have to observe. When the transfer is completed, the Trustees will enter into an Agreement for Lease which will incorporate a Licence to Occupy, the latter from the completion of the Post Transfer Works which the Parish Council will be undertaking. The Trustees do not wish the Lease itself to commence until 1st April, 2019 when the 2019 playing season starts. It was understood that there has been some loss of prospective members owing to the delays but it was felt that this would rectify when it is known that the developers have transferred ownership of the facility to the Parish Council.

Bowls Club request for Grant for Curtains and Blinds Three quotes had been received for curtains on the large windows to try to make the pavilion more welcoming for potential members and also to add insulation Cllr Foster reported that the cost would be within the budget as he has surveyed the finances up until the end of April and identified a small underspend – it was RESOLVED that the Council accept the quotation of £3371.15 submitted by a local company.

St James Place (Down Farm Park) - Phase 2 – Proposal for early handover of Children’s Play Facilities The Phase 2 area was due to be transferred to the Parish Council in December but this won’t be happening as it is not finished. It is more likely to be the early part of next year. BDW wish to hand over the children’s play facilities early. The Parish Council has indicated that it is willing to accept that situation subject to evidence of a satisfactory safety inspection being provided, subject to a Licence to Occupy being granted to the Parish Council and subject to the Parish Council’s legal fees relating to the Licence being met by BDW. Members added that the Parish Council would need to provide signage and BDW would need to grass the area between the road and the play area.

Crimea Barn (Down Farm Barn) - Proposed Transfer Arrangements Cllr Bannell reported that there were three major issues outstanding - clarification of the Title boundary at the junction between Green Lane and Chalton Lane, the removal of an Option Clause which the developers had inserted into the transfer
documentation and agreement of the terms of an Overage Deed. The Parish Council had previously advised BDW, in relation to Phase 1 at St James Place, that the inclusion of an Option Clause enabling BDW to buy back the property for £1 if certain circumstances arise was completely unacceptable. The Overage Deed was required by BDW as the Parish Council had asked for the Permitted Uses for the restoration of the building to include conversion to residential use - purely as a long stop situation, in the event that there should be a lack of funding availability or market demand for the non-residential uses that the Parish Council has always had in mind for the property.

169/18TO CONSIDER THE FORMATION OF DOWN FARM PARK GARDENING CLUB

Cllr Bannell had met with the Chairs of both the Windmill View and St James Place Residents Associations who had enthusiastically supported this proposal. After consideration it was unanimously RESOLVED that the Parish Council forms a Down Farm Park Gardening Club in Association with the Residents Associations and that a steering group be formed to bring forward plans to start in early 2019. There may be possible grants available for funding. Both Residents’ Associations would need to prepare and submit grant applications to the relevant bodies.

170/18TO RECEIVE CORRESPONDENCE LIST

Email from local resident regarding a possible safe crossing point across Green Lane to new Community Centre - forwarded to Cllr Mocatta; QA chairs visit arranged for 7th November 1 p.m.
Parking concern at Kassia – no action as EHDC state it is private land – nothing can be done as far as the Parish Council are concerned; SJP surface water drainage cc email
Chalton Car Park correspondence from landowner – car park is to remain closed cc’d Cllr Wren
EHDC – budgets for 2019 elections; Local Plan what’s happening when; Passenger Transport Forum 6th November; Volunteer awards ceremony 8th November – members invited ; Parish and Town Councils Newsletter; Sports Awards; HCC funding opportunity
HALC October newsletter ; Legal updates; Chief Executives bulletin; NALC Update Funding Opportunities; AGM; NALC Spring Conference; Sustainability centre news; SDNP workshops; Local List Review; Various general correspondence: CPRE; Rural Bulletins etc
Cllr Foster asked that members reply to emails requiring a response sent by the Clerk

171/18FINANCE

To receive the October financial statement
The November financial statement was duly circulated - the balance to date stood at £381,469.97 - it was RESOLVED that the statement be duly accepted.

To receive and agree Orders for Payment
Payments totalling £60,356.07 had been issued since the last meeting and payments totalling £14,047.34 were presented for payment. It was RESOLVED that all payments would be duly paid /accepted. Appendix attached to the minutes for members and Orders for Payment to the published minutes

Application for release of precepted funds for St Michael and All Angels, Chalton – churchyard upkeep
A letter had been received from the Treasurer at St Michael and All Angels, Chalton applying for a grant towards the churchyard upkeep – the precepted amount for this year was £350.00 – it was duly RESOLVED that the sum be released.

172/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
Play Equipment Various items for repairing some of the play equipment have been ordered and will cost in the region of £800

Fencing The fence by the skate park had been completely removed / vandalised on the day the contractors completed. CCTV evidence has been given to the police. There now remains a large hole in this area – to install 6ft high green palisade fencing (security fencing) the total cost will £476.44 plus VAT . Discussion
followed regarding the best solution in this area – there was an old metal gate which could be re-opened as it would seem that the youngsters were determined to gain access to the park from the Petersfield Road – it was
agreed that members would visit the area and consider the best course of action - this matter would be discussed again at the December meeting. A section of the fence from the main gate (Chalton Lane) is leaning badly a quote had been received to supply and fit 12 concrete spur posts for £520.00 + VAT – the order had been placed as a matter of priority.

Sunderton Meadow The Meadow has received its annual grass cut

South Lane Meadow The Trustees are scheduled to meet on Tuesday 20th November. It was hoped that the installation of the new pathway would go ahead asap. The fence as you enter the Meadow required attention – this may be able to be carried out during the accessibility works as there was a new pedestrian entrance proposed for this area.

Pond The cleanup had been carried out on 4th November – the skip was filled and would be removed asap. The fence and gates would be replaced by HCC as part of the Accessibility Scheme

Chalton Green Nothing reported

Storrington Road – with LEAP and MUGA – At some point the perimeter fence needed to be replaced – one quote had been received: Picket style fencing: £5,375.52 + VAT for 100M + 42M at top of site : £2,626.83 + VAT or post and rail with stock netting : £4,375.52 + VAT + £2,201.83. Further quotes to be obtained. A resident had raised an issue regarding balls being kicked against her fence from the open space area – she had been told to report the matter on 101 – it was considered that to put up a sign would not be appropriate.

Windmill View Top Field Security would be discussed at the next meeting

Windmill View Bottom Field Cllr D’este Hoare had surveyed the hedge plants and tagged the ones which needed to be replaced – there were 664 dead plants to be replaced. It was suggested that Blendworth Centre be contacted to see if they could plant new trees if the developer was not willing to do.

To consider Byelaws for the new open spaces Members had the guidance and existing byelaws – it was consider that all open spaces should be reviewed to include consideration of the draft dog policy – it was stated that EHDC are reviewing the Protection Orders which would shortly be out for consultation and could impact on the byelaws.
It was RESOLVED hat a working group to be formed to review the byelaws: the Chairman, Cllr White, Cllr Harris and Mrs Crookshank volunteered – it was suggested that a representative from the SJP residents Association be invited to join the group

173/18TO UPDATE WITH REGARDS TO REMEMBRANCE SUNDAY POPPIES ON LAMPOSTS / SILHOUETTES

The poppies are on various lampposts – it had already been agreed to give an extra donation of £50– CPC pay for their wreath and make up the payment to RBL to £50.00 so the payment this year will be £100.00 The silhouettes have been delivered they cost £169.40 inc VAT and also included three nameplates to go with the silhouettes.

Cllr Clarke showed members one of the silhouettes which would be placed on the chairs at Sundays Remembrance Service.

174/18TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive Planning Committee minutes
The minutes from the last meeting have been circulated and were duly agreed. The next planning meeting was scheduled for Monday 19th November

Any other reports /updates
The Memorial Hall Trustees AGM was due to be held on 30th November at 7.30 p.m. The Chairman and Cllr White had attended a meeting at EHDC regarding future housing allocations

The meeting closed at 9.45 p.m.

The next meeting is scheduled for Tuesday 4th December, 2018

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 

ORDERS FOR PAYMENT

Payments made since last meeting 6th November,2018

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

5546

OCS – PLAY EQ. INSPS

376.20

62.70

313.50

PLAY EQUIPMENT INSPS SEPT.

5547

BLENDWORTH CENTRE

343.20

57.20

286.00

LITTER PICKING

5548

SSE

428.47

71.41

357.06

C. CENTRE ELECTRIC BILL

5549

1ST CLASS ACCTS

42.00

7.00

35.00

PAYROLL MANAGEMENT - OCT

BACS

AIRCARE

17850.00

2975.00

14875.00

C. CENTRE  - PC 2175.00/ FOUNDATION 12700.00

BACS

N D NICOLAOU

4000.00

 

4000.00

SCF – BESPOKE BENCHES / DESK ETC  (DEPOSIT)  

BACS

CONCORDE GLASS (MADE2MEASURE)

524.00

87.35

436.65

SCF – MIRRORS

BACS

LARCOMES

283.00

40.00

243.00

LEGAL FEES

BACS

AREA REFRIGERATION

528.00

88.00

440.00

SCF UNDERCOUNTER FRIDGE

BACS

OFFICE REALITY

1900.67

316.78

1583.89

SCF TABLES

D.CARD

J. PRESS

10.00

 

10.00

NEWS ADVERT (BINS)

D. CARD

IKEA

905.95

150.99

754.96

SCF CHAIRS

D.CARD

EPOSNOW

1186.17

197.70

988.47

 SCF TERMINAL/RECEIPT PRINTER

D.CARD

RICHER SOUNDS

789.70

131.62

658.08

SCF – SOUND SYSTEMS

BACS

N D NICOLAOU

4700.00

 

4700.00

SCF - BALANCE WOODEN BENCHES ETC

BACS

MARLA BLINDS

615.45

102.58

512.87

SCF DEPOSIT – ROLLER BLINDS

D.CARD             

DELL

133.00

22.17

110.83

SCF COMPUTER PERIPHERALS

D.CARD

DELL

458.00

76.33

381.67

SCF COMPUTER

BACS

AIRCARE

420.00

70.00

350.00

 PC – WATER TEST/CHLORINATION

BACS

AIRCARE

1800.00

300.00

1500.00

SCF – SHELVING/HAIR DRYERS

BACS

AIRCARE

1500.00

250.00

1250.00

SCF – WORK PREP AREA

BACS

AIRCARE

216.00

36.00

180.00

 SCF – REMOVE WC / PLUG             

BACS

AIRCARE

294.00

49.00

245.00

PC PUMP TO HOT WATER RETURN

BACS

STACKHOUSE POLAND 

89.47

 

89.47

ADDITIONAL INSURANCE COVER

BACS

THE KITCHEN BOX

532.01

88.66

443.35

KITCHEN EQUIPMENT

BACS

THE KITCHEN BOX

2041.80

340.32

1701.48

KITCHEN EQUIPMENT

BACS

THE KITCHEN BOX

2718.05

453.02

2265.03

KITCHEN EQUIPMENT

BACS

THE KITCHEN BOX

2493.60

415.60

2078.00

CHILLER / PANNINI GRILL

BACS

CSC FOUNDATION

10000.00

 

10000.00

TRANSFER OF FUNDS

BACS

 OFFICE REALITY

1724.90

287.48

1437.42

SCF CHAIRS

D.CARD

MY FAKTORY   

573.54

 

573.54

SCF - CAFE CHAIRS (payment higher than invoice as was taken in euros)

D.CARD

BRANDITRIGHT

552.21

92.04

460.17

SCF – BRANDED CLOTHING

BACS

IDEAL MATS

202.80

33.80

169.00

SCF MERCHANDISE

D.CARD

ICON WALL STICKERS

123.88

20.65

103.23

 SCF  WALL STICKERS

November Payments presented:

BACS

AJL BOUNCY CASTLES

4695.98

771.16

3924.82

BOUNCY CASTLES / ASSOCIATED EXTRAS

BACS

STACKHOUSE POLAND

57.93

 

57.93

EXTRA INSURANCE (C. CENTRE EQ)

BACS

MRS  DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS OCTOBER SALARY

BACS

MRS DIANE DUFFY

252.00

 

252.00

EXPENSES /PURCHASE SILHOUETTES C. CARD £169.40

BACS

MRS EMMA BARRITT

xxxxx

 

xxxxxx

ASSISTANT CLERKS OCTOBER SALARY

BACS

MRS EMMA BARRITT

10.00

 

10.00

PHONE TOP UP X2

5550

P. REYNOLDS

465.00

 

465.00

INTERNAL AUDIT – HALF YEAR

5551

EHDC

2738.71

456.45

2282.26

PEEL PARK FENCING

5552

BEAVER TOOL HIRE

174.60

29.10

145.50

CHERRY PICKER HIRE FOR PEEL PARK PAVILION CCTV

5553

G. ANDREWS

135.00

 

135.00

VARIOUS JOBS AT NEW COMMUNITY CENTRE

5554

OCS GROUP

300.96

50.16

250.80

PLAY EQUIPMENT INSPECTIONS - OCT

5555

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE HOSTING

5556

M. STANNING

180.00

 

180.00

PAVILION CLEANING

5557

QUALITY LAND SERVICES

2268.00

378.00

1890.00

GROUNDS MAINTENANCE

5558

ROYAL BRITISH LEGION

100.00

 

100.00

WREATH/DONATION + EXTRA AS AGREED FOR LAMPPOST POPPIES

5559

ST MICHAEL AND ALL ANGELS

350.00

 

350.00

AS PRECEPTED – CHURCHYARD MAINT.

BACS

B. FOSTER

207.00

 

207.00

TRAVEL EXPENSES AND PADLOCK PURCHASE

DD

SALVUS TRUST

24.00

4.00

20.00

PENSION ADMINISTRATION

There is an outstanding invoice not yet paid for the Foundation : sports equipment – £10,182.70 – being queried by centre manager – will release payment once agreed

Invoice for defibrillator (C. Centre) is due – just being queried by Cllr Williams

Transfers have been made during the month of £90,000 from Business Reserve Account to Current Account

Transfer of £10,000 made on 5th November to cover payments above and due – it may be necessary to make a further transfer during the month

All meeting minutes