Meeting minutes

Meeting details
  • Date: 4th December 2018
  • Duration: 19:00 - 20:57
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

175/18TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr D’este Hoare

176/18TO RECEIVE DECLARATIONS OF INTEREST

Cllr Clarke and Cllr Hurst declared an interest as South Lane Meadow Trustees; Cllr White declared an interest as Chairman of the Patient Participation Group; the Chairman and Cllr Bannell 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 as a Trustee of the Bowls Club. These were all non-pecuniary interests.

177/18TO AGREE THE MINUTES OF THE LAST MEETING AND ADJUST AND RE-SIGN THE OCTOBER MINUTES

The minutes of the meeting held on 6th November 2018 had been circulated. It was RESOLVED that they be duly signed as a correct record. The Clerk had noticed an error on the minutes of the meeting held on 2nd October in that the agreement of the minutes of the previous meeting had not been recorded. The correction having been made, it was RESOLVED that they be re-signed at this meeting

178/18TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 7.03 p.m.

The Chairman stated that attendees should raise issues during this session and not during the rest of the meeting – if there were issues to raise later, they were asked to email the Clerk
Matters raised:-
When will the physical works be commenced at St James Place (Phase 1) prior to occupation by the Bowls Club? The Council may employ civil and structural engineers to advise in relation to a retaining wall and land drainage (to be discussed during the meeting) but, all being well, the best estimate that could be given was mid January for the commencement of the work. Proposals for the retaining wall do not require pre-construction approval from the developers but proposals for relocation of a French drain do require such pre-construction approval. The questioner observed that any further slippage in dates for the works would affect the Bowls Club (membership).
A point was raised with regards to a reference from the orders for payment.
A request regarding the possibility of installing a seat/bench in Sunderton Meadow in memory of Ian Rook – to be raised under the Sunderton Meadow agenda item.

Meeting re-convened at 7.08 p.m.

179/18TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies were received from Cllr Wren. Cllr Moon apologised for lack of attendance for previous meetings - he relayed his report which is attached to the minutes – items covered included: Enforcement Patrols help keep lid on litter; Transforming empty shops into centres of support; Children take charge at EHDC; Innovative Chief Executive to take on new role; East Hants volunteers recognised at Awards ceremony; pest control for residents and major emergency advice. He reported that both he and Cllr Wren had been successful in the selection process for the May elections to represent Clanfield.
Apologies were received from Cllr Mocatta who hoped to attend this meeting after his attendance at an EHDC meeting

180/18TO UPDATE ON THE 2018 CAROL SERVICE PREPARATIONS

Cllr Foster reported that the arrangements were well in hand and Rhian Beazley is working closely with Clanfield Sports and Community Foundation. A risk assessment would be produced for the Foundation’s insurers. At this point it was noted that it was nice to see the Christmas lights on at the pond.

181/18TO UPDATE ON THE VILLAGE ACCESSIBILITY STUDY - Peel Park and South Lane Meadow pathways

Information as agreed at the last meeting has been relayed to the engineer – a couple of things were raised at the Trustee meeting regarding the South Lane Meadow car park but there are no proposals to improve this area. The proposed pathway through Sunderton Meadow has been pegged out by the engineers and subsequently agreed.

182/18TO UPDATE ON THE WINDMILL VIEW ALLOTMENTS (Now known as Down Farm Park Allotments 1-26)

Cllr Harris reported that issues raised in the Risk Assessment had been addressed and all the 26 allotment plots are let to Tenants.

183/18TO 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:
Confirmation of Transfer Cllr Bannell reported that, on 16th November 2018, the Parish Council had taken ownership of the Phase 1 area which comprises open space fronting both Chalton Lane and Green Lane (north of Down View Way) and includes the bowling green, the sports pavilion and car park.
Post Transfer Works Cllr Bannell reported that the post transfer works now needed to be carried out i.e. replacement of the main entrance doors to the pavilion (to open outwards instead of inwards); the provision of an outside water tap, the provision of an electric point on one side of the green, the construction of the external equipment store and the construction of the overflow car park with its associated retaining wall and drainage works. Although the Parish Council has a contractor engaged to carry out the works, it was considered that the Council should seek advice from an independent structural and civil engineer. Cllr Bannell had contacted a number of potential advisers to ascertain their availability and a fee quotation had been received from a company that, if instructed, could respond quickly - prior to Christmas. The fee cost would be £2100 + VAT. It was duly RESOLVED that this company should be instructed. The contractor had confirmed that, provided there is no delay on the provision of the engineering advice, he can commence the proposed work in January 2019 – there is no necessity for planning permission or building regulation approval to enable these works to proceed and the developer’s approval is required only in relation to relocation of a French drain. There is an indication that the retaining wall design will propose a higher specification than the contractor’s original suggestion which will impact on costings.
Cllr Foster reported that an intruder alarm system and CCTV had been installed at the sports pavilion. There is a problem with the plumbing which hopefully will be resolved as soon as possible.
The Council are doing everything possible to alleviate the land drainage issue in this part of the site and this subject would form part of the brief to the engineers.
Bowls Club Arrangements – Update The terms of the draft Agreement for Lease and the draft Lease had been fully agreed with the Bowls Club Trustees and the lawyers would now prepare engrossments for signature. The Agreement for Lease will incorporate a Licence to Occupy from when the post transfer works are completed and the Lease term would commence from 1st April 2019 at the request of the Bowls Club.
Crimea Barn (Down Farm Barn) - Proposed Transfer Arrangements Cllr Bannell had reviewed the latest draft transfer document and, with regard to the three main points which he had highlighted to the previous Parish Council meeting - it was now understood that the nib of land at the Green Lane / Chalton Lane junction would be included in the transfer; the Option Clause which would have given the developer the right to claim the property back under certain circumstances had now been deleted and a response had not yet been received from the developer’s solicitors on amendments which the Parish Council had proposed to the Overage Deed. There is no time scale now being set by the developer for renovation of the barns. Cllr Bannell said it was possible that the keys to the barn could be handed over by Christmas but that would depend upon all the outstanding points being agreed without delay.
St James Place (Down Farm Park) - Phase 2
There was nothing further to report - no further information had been received from the developers about the possible advance release of the children’s play area to the Parish Council on Licence nor as to the likely timing of the Phase 2 ownership transfer.

184/18TO RECEIVE CORRESPONDENCE LIST

Thank you letter on behalf of the Royal British Legion – Poppy Appeal - grand total was £4,593.61 up by 38% from last year – “....the poppies on the lampposts looked splendid so a big thank you to the Council for organising them”
Enquiry regarding relocating Carol service from the pond
email regarding possible road safety measures to gain access across Green Lane – forwarded to Cllr Mocatta
Brexit meeting held Saturday 1st December
Further enquiries regarding Chalton Car Park - forwarded to District Councillors
EHDC – Local Plan Training event – Chairman, Cllrs White and Bannell attending
Licensing Review for the KASSIA (Public Nuisance)– 28 day consultation period – comments must be sent by 25th December – Comments to be submitted to the Clerk
Volunteer Recruitment event January 8th– Cllr Bannell has offered to attend –possible to recruit volunteers to paint the pavilion; Notification of unauthorised encampment in East Hants
EHAPTC meeting 5th December Penns Place 7.30 p.m. – Agenda duly circulated
HCC – Rights of Way Priority list – please let Clerk know if any public footpaths require attention
Neighbourhood Plan course information does Council wish to follow this up – courses cost £60 per delegate – not to be pursued
HALC – communications; briefings; NALC Legal Briefings; Newsletters
Communications from CPRE; Community First – Financial Resilience – Chairman and Cllr Foster attending; SDNP; Active Places; Action Hampshire etc..

185/18FINANCE

To receive the December financial statement The December financial statement was duly circulated - the balance to date stood at £352,516.81 - it was RESOLVED that the statement be duly accepted
At this point it was reported that the location of the defibrillator at the new Community and Sports Centre needed to be agreed with Clanfield Sports and Community Foundation – the order for which had been placed and the grant of £1,000 received from Cllr Moon. A defibrillator has also now been installed at the Co-operative store.
To receive and agree Orders for Payment Payments totalling £14,891.21 had been issued since the last meeting and payments totalling £8,152.59 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
To receive the Audit report for the completed 2017/18 accounts – Notices posted The final audit report had been received and there were no matters to raise – the notices had been placed on website and noticeboards.
Application for release of precepted funds for St James Church churchyard upkeep A letter had been received from the Treasurer at St James Church 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.
To consider a grant application from Victim Support An application for a grant had been received from Victim Support - after consideration it was RESOLVED that a grant of £200.00 be duly made

186/18TO CONSIDER AND AGREE THE DRAFT PRECEPT FOR 2019/20

Following the last meeting an email had been sent to members asking for them to consider projects for the next financial year so that the Finance Working Group could meet and consider the draft precept. This had been done and the first draft precept duly circulated. Although EHDC only wished to receive the draft now, they would require this to be confirmed before the next Parish Council meeting on 5th February. Members considered that they could make the decision at this meeting therefore it was duly RESOLVED that the precept for 2019/20 would be £135,080.00 – an increase of 1.9%. The sum included provision for more security measures, prevention of unauthorised encampments and costs should removal be required in the future

187/18TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
Play Equipment items now received to enable the repairs to the equipment with the exception of the zip wire which will require a visit from a playground company to ascertain the way forward
Fencing – it was considered that there should be no official opening onto the Petersfield Road therefore it was RESOLVED that the quotation for £476.44 for green palisade fencing be accepted – it was also suggested that some form of planting should be carried out in front of the fence once installed.
Following the vandalism (fireworks being set off in the green wheelie bin) a new one has been ordered – but it would seem that someone has placed a new bin in Peel Park – no-one seems to know who was responsible
Sunderton Meadow A request has been received to put a wooden seat in Sunderton Meadow – in memory of Ian Rook – who passed away 8 years ago, but did, when he was on the Parish Council, negotiate the purchase of Sunderton Meadow – no objections were raised to this request
South Lane Meadow The minutes of the November meeting had been duly circulated; a new wheelie bin has been purchased as one had been removed
Pond nothing to report other than the issue of silting has been raised with HCC
Chalton Green - there are a couple of dragons teeth which needed to be replaced – property maintenance
Storrington Road – with LEAP and MUGA fencing quotes will be submitted for the February
meeting for post and rail with stock netting unless members would prefer another type of fencing. It was considered that the Council should install a no dog sign alongside the footpath from the Community Centre car park to the LEAP / MUGA area.
Windmill View - Open Spaces / hedging the replacement of the dead plants may be carried out by the developers who had visited the site recently; if not then the PC would have to do the work. With regards to St James Place the developers had contracted to undertake the outstanding planting by 31st December unless otherwise agreed.
It was considered that the noticeboards needed to be replaced and possible additional ones provided
To update on the progress for the Byelaws for the Parish’s open spaces Cllr Harris was chair of the working group which had been set up to review the byelaws – a meeting had been held and he reported that the scope needs to be agreed and the byelaws made more specific. The open spaces need to be walked and the geographical scope assessed and the existing byelaws simplified, but could include the traffic light system regarding dogs. The review of the PSPO (Public Space Protection Order) by EHDC was due to commence early next year.

188/18TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive Planning committee minutes; minutes of the last meeting have been circulated – there are two applications pending – the Planning Committee were asked to submit their comments to the Clerk on this occasion

Any other reports /updates; Cllr Foster had attended a Financial Resilience Workshop today and reported that it was very worthwhile – the Chairman will be attending the one scheduled for January, 2019; Community First run a workshop for Trustees. Cllr Foster suggested that the Foundation, Bowls Club etc may benefit from this and he was tasked with asking if they would run a course in the village; Cllr White hoped that a PPG meeting could be scheduled early in the new year; Cllr Foster was attending the EHAPTC the following evening; Cllr Clarke reported that the new Memorial Hall Trustees had been appointed and a Chairman elected – their next meeting was scheduled for January, 2019

At this point Cllr Mocatta arrived and reported that he has funds from his County Council grants to assist with projects in Clanfield; he reported that recycling centres will now have registration plate recognition systems – non District residents will be charged for using the centres; he reported that HCC have to save £140 million so all services are up for review;

The meeting closed at 8.57 p.m.

The next meeting is scheduled for Tuesday 5th February 2019

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 

ORDERS FOR PAYMENT

Payments made since last meeting 4th December 2018

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

HMRC

  459.68

 

  459.68

PAYE AND NI (OCTOBER)

BACS

MARLA BLINDS

 615.43

   102.57

  512.86

C. CENTRE ROLLER BLINDS - BALANCE

BACS

CLANFIELD PARISH INSTITUTE

   36.00

 

    36.00

HALL HIRE

5560

BLENDWORTH CENTRE

 389.40

     64.90

  324.50

LITTER PICKING

5561

SSE

 595.70

     99.28

  496.42

C. CENTRE FINAL ELECTRIC BILL

BACS

BROADWALK PROPERTY MANAGEMENT

3600.00

   600.00

3000.00

CSF MANAGEMENT

BACS

STACKHOUSE POLAND

1580.67

 

1580.67

ADDITIONAL INSURANCE

BACS

COMMUNITY HEARTBEAT TRUST

2304.00

   384.00

1920.00

DEFIBRILLATOR FOR COMMUNITY CENTRE

DD

SALVUS TRUST

    66.40

 

    66.40

PENSION CONTRIBUTIONS

BACS

SC  FOUNDATION

5700.00

 

5700.00

TRANSFER OF FUNDS

DD

BRITISH GAS

  527.02

     25.09

  501.93

C. CENTRE GAS BILL

D. CARD

CASTLE WATER

    25.37

 

    25.37

PAVILION WATER

DD

BRITISH GAS

 225.09

     10.71

  214.38

PAVILION ELECTRIC BILL

D.CARD

BIFFA

   53.00

 

    53.00

2 X GREEN WHEELIE BINS

 

 December payments presented:

BACS

MRS DIANE DUFFY

  xxxxxx

 

  xxxxxx

CLERKS NOVEMBER SALARY

BACS

MRS DIANE DUFFY

   114.64

 

   114.64

CLERKS NOVEMBER EXPENSES INC PURCHASES

BACS

MRS EMMA BARRITT

   xxxxxx

 

   xxxxxx

ASSISTANT CLERKS NOVEMBER SALARY

BACS

MRS EMMA BARRITT

     10.00

 

     10.00

ASSISTANT CLERKS NOVEMBER EXPENSES

BACS

HMRC

  248.48

 

   248.48

PAYE AND NI

5562

A1 SECURITY SYSTEMS

 2664.00

   444.00

 2220.00

INTRUDER ALARAM SYSTEM INSTALLATION DOWN FARM PAVILION

5563

A1 SECURITY SYSTEMS

  474.00

     79.00

   395.00

ALTERATIONS TO THE ABOVE

5564

LEYDENE FENCING

  624.00

   104.00

   520.00

PEEL PARK FENCE REPAIRS

5565

CIA

  381.60

     63.60

   318.00

ANNUAL CCTV MAINTENCE CONTRACT RENEWAL

5566

NALC

  504.00

     84.00

   420.00

NALC SPRING CONFERENCE ATT: CHAIRMAN AND CLLR BANNELL

5567

VIKING DIRECT

  360.60

     50.43

   310.17

STATIONARY/POSTAGE/OFFICE EQUIPMENT inc CHAIR FOR CLERK

5568

SUTCLIFFE PLAY

  976.43

   162.75

   813.68

PLAY EQUIPMENT REPLACEMENT PARTS

5569

1ST CLASS ACCTS

    42.00

       7.00

     35.00

PAYROLL ADMINISTRATION

5570

RIALTAS

  142.80

     23.80

   119.00

ANNUAL SOFTWARE SUPPORT

5571

JOHN BANNELL

    34.60

 

     34.60

REIMBURSEMENT FOR PURCHASES MADE

5572

BRITISH GAS TRADING

    38.06

      1.81

     36.35

 ALLOTMENT ELECTRIC BILL

BACS

SERENITY DIGITAL

  180.00

    30.00

   150.00

WEBSITE HOSTING

BACS

KTEK

    76.80

    12.80

     64.00

ELECTRIC WORKS FOR DOWN FARM PAVILION

BACS

SLCC

  196.00

 

   196.00

CLERKS ANNUAL RENEWAL TO SOCIETY OF LOCAL  COUNCIL CLERKS

BACS

M. STANNING

  180.00

 

   180.00

PAVILION CLEANING

Transfers have been made during the month of £30,000 from Business Reserve Account to Current Account

All meeting minutes

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