Meeting minutes

Meeting details

  • Date: 5th February 2019
  • Duration: 18:45 - 21:20
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

1/19PRESENTATION - MICHAEL TRIPPICK – CLANFIELD BOWLS CLUB – “REACH FOR THE SKIES”

The Chairman welcomed Mr Trippick to the meeting and invited him to commence his presentation. Mr Trippick stated that he had initially produced the film as a vehicle to promote and launch the Bowls Club, the short film was shown to the meeting attendees. The filming was carried out by the use of 2 drones and showed the extent of the Bowls green and surrounding area. Mr Trippick reported that the website for the Bowls Club had been launched the previous day which included the film and, in due course, would include the interior of the pavilion.
The Chairman thanked Mr Trippick for attending the meeting and showing the film.

2/19DISTRICT COUNCILLORS REQUEST FOR SUPPORT FOR THE THREE PARISHES FAIR

District Cllrs Schillemore and Shepherd were in attendance at the meeting and following on from a report previously circulated to the Parish Council members, gave some further background with regards to the proposed Three Parishes Fair. Rowlands Castle had stated that they would not be involved this year as they were holding events of their own. EHDC had funded the Fair for the past two years and it was possible that next year it would be run by an events management firm and would become a self sustaining event. However for this year the organisers were requesting support from both Horndean and Clanfield Parish Councils to keep the event running, possible date for which was 14th September. There was a question raised with regards to how many people from this Parish attend the event. The sum of £1500.00 was being requested as Clanfields contribution – the Chairman suggested that the decision should be deferred to the March meeting, however a decision was requested this evening so the organisers could proceed – it was RESOLVED that communication would be via email and the decision would be relayed by Friday of this week – the decision would be ratified at the March meeting for the records.

3/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr White; Cllr Clarke; Cllr Foster and Cllr Hurst

4/19TO RECEIVE DECLARATIONS OF INTEREST

The Chairman and Cllr Bannell declared an interest as Directors/Trustees of Clanfield Sports and Community Foundation; Cllr Bannell declared an interest in item 15g on the agenda – these were all non pecuniary interests

5/19TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 4th December 2018 had been circulated. It was RESOLVED that they be duly signed as a correct record.

6/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

There were no members of the public in attendance therefore the meeting continued

7/19TO AGREE THE DATES FOR THE 2019 MEETINGS

A list of dates had been compiled by the Clerk for the scheduled meetings for 2019 – the list would be placed on the website and is attached to these minutes. The May meeting would be held later due to the elections. At this point the Chairman announced that he would not be standing for Chairman this year

8/19TO UPDATE ON THE EHDC LOCAL PLAN REVIEW – consultation process begun

The advertising for the public events had been duly displayed on noticeboards and website – there were two drop-in sessions at Barton Hall in Horndean – Wednesday 13th February and Saturday 23rd February.
The Parish Council had received communication from a concerned resident asking why there was no session in Clanfield – Cllr Moon stated that he had raised the issue and stated that an attempt had been made to fix a date in Clanfield, at the Community Centre, but there was nothing available. The consultation runs from 5th February until 19th March

9/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Moons full report is attached to the minutes, the subjects covered included Infrastructure; property portfolio; Good Causes; Social Media interim Chief Executive. One point raised is that EHDC could be more forthcoming with regards to its financial situation and investments
Cllr Mocatta reported on the HCC finances – the budget was set to increase by 3.5 % and they were looking to save £140 million; the HCC land adjacent to South Lane Meadow may be put forward for development fairly quickly; HCC had received positive feedback on the Traffic Calming measures in Clanfield; the new QECP building was scheduled for completion in July, but this may slip a little; there had been virtually no complaints regarding the Registration Recognition scheme.

10/19TO RECEIVE AND DISCUSS THE DOWN FARM PARK AND WINDMILL VIEW OPEN SPACES REPORT

Cllr D’este Hoare had submitted his Working Group’s report which outlined the situation. The report set out the following five principles which, it was felt, should govern the Parish Council’s approach to the management of these open spaces:
(a) Seek to enhance the biodiversity value of the open space.
(b) Enhance its ecological richness in terms of the flora and fauna.
(c) enhance the area’s aesthetic / visual qualities, given its location adjacent to the South Downs National Park (SDNP).
(d) Provide passive and active recreation for residents and the village generally.
(e) Maintain the areas appropriately, in order to maximise the public’s enjoyment.
The main issue was to consider whether it was feasible to implement the Landscape Management and Maintenance Plan which had been prepared for the open spaces at St James Place by the developer’s consultants or whether the Parish Council would need to make an application to the Local Planning Authority (EHDC) for variation of some of its provisions. Whilst it was noted that there were significant practical difficulties, resulting from the complexity of the Plan and deficiencies in the manner in which the initial landscaping work had been undertaken by the developer, it was felt that it would be possible to achieve the majority of the Plan’s objectives. Therefore, it was decided that the Parish Council would not seek a variation to the existing, approved Landscape Management and Maintenance Plan.
During discussion of this item, Councillors expressed their disappointment that the Parish Council is facing the cost of replacing a large number of hedge plants around the bottom field at Windmill View. It was explained that the developer did not consider that it had an obligation to undertake the work. Nevertheless, Councillors requested that the possibility of a claim for compensation from the developer should be explored.
Cllr Bannell reported that the Down Farm Park Gardening Club had now been set up by the Parish Council and the Windmill View and St James Place Residents’ Associations in furtherance of Parish Council Minute 169/18. The Club would cover three main areas of interest - landscape enhancement, landscape maintenance and ecology - which would relate well with the principles which the Parish Council had agreed for the management of the open spaces. The Club’s Steering Group currently consisted of 2 residents from St James Place, 2 from Windmill View and Cllrs Bannell and D’este Hoare. An application for a grant from District Cllr Wren for the purchase of equipment was being prepared by the Residents’ Associations. County Councillor Mocatta mentioned that hi vis jackets may be obtainable from Idverde.

11/19TO RECEIVE A REPORT ON THE SITUATION CONCERNING THE ACQUISITION OF THE CRIMEA BARN (DOWN FARM BARN)

Cllr Bannell reported that both the draft Transfer document and the draft Overage Deed had finally been agreed the previous day and the documents were in the process of being engrossed for signature and completion of the Transfer of this property into the ownership of the Parish Council as soon as possible.

12/19LAND AND COMMUNITY FACILITIES AT ST JAMES PLACE (DOWN FARM PARK):

To receive a report on preparations for the Phase 1 post-transfer works including the construction of the overflow car park
Cllr Bannell reported that the Parish Council’s Civil and Structural Engineers had prepared the necessary drawings for the construction of a retaining wall to support the sports pitch embankment, for the relocation of the existing French drain at the foot of the embankment and for reinforcement of the land drainage on this part of the site. The cost of these works and of the construction of the overflow car park itself had increased significantly due to several factors. The retaining wall construction would need to be more substantial than initially thought because the Engineers had noticed that the embankment, as currently formed, was not as steep as it is shown on the developer’s approved drawings for the enlargement of the sports pitches. Furthermore, there had been a mud slide incident, on site, during heavy rainfall just prior to Christmas - a repeat of a similar incident earlier in 2018 which the developer had assured the Parish Council had been a one-off occurrence. This latest incident had led to additional adjustments to the proposed land drainage reinforcement and to the Parish Council’s contractors advising that the specification for both the base and the surface of the overflow car park should be revised to increase its porosity.
Further discussions had been held with the contractors and some significant savings had been identified. Nevertheless, the cost of these works would be approximately £31,000 more than had been estimated in January 2018 before the need to construct a retaining wall, to alter existing land drainage and to allow for additional land drainage had arisen. There had also been an increase in costs through inflation.
It was RESOLVED that the following contractor’s estimates be accepted:

(a) Retaining Wall - £19,712.54 incl. VAT.
(b) Land Drainage Works - £7,880.40 incl. VAT.
(c) Overflow Car Park - £42,481.75 incl. VAT.

It was noted that work was scheduled to start on site on Monday 18 February 2019.
It was also noted that a planning application would need to be made for minor variations to the existing consent to cater for aspects of the revised specification.
In the light of the significant increase in the cost of the overflow car park and associated works, the Chairman and Cllr Bannell had met with Bowls Club Trustees representatives and it had been agreed that the provision of the equipment store and a second ramp down to the green would be deferred until 2020. The Bowls Club would be able to store some of its equipment in the pavilion as the Football Club would not require use of the changing rooms until September 2020 owing to the delay in completing the sports pitches.
On other matters, the replacement front doors for the sports pavilion (to open outwards instead of inwards) had been ordered and would hopefully be delivered in 3-4 weeks time. The outside tap and power points had been installed today.
Cllr Bannell reported that there were issues with the construction of the pavilion, its finishes and its utility supplies which he was trying to resolve with the developer. For instance, a satisfactory NHBC Certificate had not yet been received, the level of the wash-down gullies in the changing rooms required adjustment, there were issues with some aspects of the plumbing and kitchen cupboard doors required replacement. The property had also been left in an unclean condition by the developer and no information had yet been provided, despite repeated requests, on who supplies gas, electricity and water. Councillors felt that EHDC, as the authority responsible for ensuring compliance by the developer, should be taking a pro-active role in helping to get these matters cleared up expeditiously.

To receive an update on the arrangements with Clanfield Bowls Club
Cllr Bannell reported that the Parish Council had signed its part of the Agreement for Lease in December, as had the Trustees of the Bowls Club, but the solicitors had been instructed to defer completion until the revised costings had been received, and approved, by the Parish Council, for the construction of the overflow car park and its associated works. The documentation would now be concluded. The Bowls Club lease will occupy as licensees from 1st April 2019 and lease
term will now begin on 30th June 2020 after all the “Landlord’s Works” including the provision of the equipment store have been completed.

To receive an update on the Phase 2 area including the sports pitches, the childrens play area and the allotments
Cllr Bannell reported that planning permission for the enlargement of the sports pitches had been granted, by EHDC, in January. Significant works still needed to be done by the developer on the sports pitches and on other parts of the Phase 2 area before the Phase 2 area would be in an acceptable condition for transfer of ownership to the Parish Council. The Football Club had been made aware of the delay and had been informed that, unfortunately, it is unlikely that the sports pitches will be available for use for junior football until September 2020.

13/19TO RECEIVE CORRESPONDENCE LIST

Thank you letters from: Salvation Army donation of £50 (Carol concert); St James Church Treasurer - £350 (towards maintaining churchyard); Victim Support – £200 donation
Emails from concerned resident regarding incidences at South Lane Meadow
Email from Neighbourhood Watch co-coordinator with an offer to install signage and wildlife cameras in South Lane Meadow car park – offer duly accepted
Clanfield Twinning Association invitation to the Chair to their AGM
Accessibility Standards for PC website – in hand
Two applications for consent from the C. Centre representative asking for extensions for two proposed events at the Centre – no objections raised providing due consideration is given to neighbours
OCS – Play equipment inspections - increase on last years rates- £57.40 + VAT for Peel Park and SLMeadow and £7.80 + VAT for Harehurst Walk (previously: £55.20 and £7.50 ) - Agreed to renew
PLAE Sports Coaching - request to advertise their local events ( C. Centre) via the PC – Acknowledge
Various emails via the PC website and duly responded to including issues at Columbine Way; Valley Park Drive – issue with road sweeping – this has been passed on to EHDC and District Councillors as it is an ongoing issue and not the responsibility of the PC
Communications regarding the Chalton Car park – inc. Copy letter sent to EHDC portfolio holder for
Code of Conduct Training – 25th February – Cllrs Harris and Hurst will be attending
EHDC – Local Plan consultation commences 5th February – no venue in Clanfield , issue raised with District Councillors– Barton Cross, Horndean is Saturday 23rd February 10- 4
- Playing pitch and Sports Facility Strategy – 2018-28; Sports Awards nominations
Winchester City Council Local Plan
Various newsletters and information documents from HALC, Stackhouse Poland, EHDC, EHAPTC etc..
Internal Audit Services introductory letter from IAC Audit and Consultancy

14/19FINANCE

To receive the January and February financial statements
The January financial statement had been previously circulated to members showing a balance of £325,236.36 and the February statement was submitted at the meeting showing a balance to date of £307,072.46. It was RESOLVED that the statements be duly accepted

To receive and agree Orders for Payment – including ratification of Carol Concert expenditure
Payments totalling £18,335.35 had been issued since the last meeting (Dec) £19,325.91 (Jan) and payments totalling £6,037.23 were presented for payment. It was RESOLVED that all payments would be duly paid /accepted, including the payments made on production of all receipts for the Annual Carol service. Appendix attached to the minutes for members and Orders for Payment to the published minutes

To agree the release of the precepted funds to the South Lane Meadow Trustee account
It was duly RESOLVED that the precepted payment of £500.00 be transferred to the South Lane Meadow Trustees

To consider expenditure for a Councillor to attend a Technology Development Course / or option to purchase course material
Cllr Harris had expressed an interest in attending the course, but withdrew it at the meeting

To receive the Internal Auditors ¾ report
The accounts had been duly examined by the internal auditor and there were no matters to raise

15/19TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
Play Equipment The Clerk reported that hopefully the outstanding repairs would be carried out asap – there had been an issue with the rocker – being dealt with by the assistant clerk
Fencing the palisade fencing had now been installed at the skate park area – it was hoped that some planting would be carried out in this area in due course
Sunderton Meadow The Clerk had nothing to report
South Lane Meadow - to report on security issues and measures proposed An email has been received regarding proposals from the N. Watch to install signage and a wildlife camera to try to address the theft issues within the car park area; the section of hedge along the frontage had been removed prior to the commencement of the new path. The next Trustees meeting is scheduled for Tuesday 19th February
Pond The silting issue previously raised is to be addressed by HCC
Chalton Green – to consider the replacement of broken/missing dragons teeth – a quotation had been sought from the contractors to replace the damaged / missing dragons teeth on the green -
Storrington Road – inc LEAP and MUGA – to consider the estimates for re-fencing the open space area
Three quotations had been received for the replacement of the post and wire fence on two sides of the open space, which was in a state of disrepair, the quotations were considered by the members and it was RESOLVED that the quotation for £2388.95 + VAT be accepted upon clarification that the posts installed would be treated.
Windmill View - Open Spaces – to consider estimates for further land security and replacement hedging
Three estimates had been received for dragons teeth at Whiteland Way – further security had been recommended – after consideration it was RESOLVED that the quotation for £760.00 + VAT be duly
accepted. With regards to the replacement hedging at the large open space at Windmill View it was considered that the planting should take place in the autumn to allow the plants time to become established the quotations did include the cost of removal of the dead plants and preparation of the area but it was reported that the newly formed Gardening Club would carry out this preparatory work. It was RESOLVED that the quotation for £2080.00 + VAT be duly accepted and the contractor be asked to hold the quotation until the autumn
St James Place (Down Farm Park) – Phase 1 area – to consider estimates for land security Three quotations had been received for two areas at Columbine Way – it was considered that this decision would be deferred
until the Council owned all of the land in question.
To update on the progress of the Byelaw review for all the Parish Councils open space areas Cllr Harris reported that the next meeting of the Byelaw working group was scheduled for 13th February - he had drafted possible byelaws as replacements for the existing ones using guidance templates – the proposed byelaws would include dogs possibly incorporating the suggested Traffic Light System. It was suggested that estate agents advertising boards should also be included as there were several on the Councils land at SJ Place

16/19TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive Planning Committee minutes; Two committee meetings have been held in January – Minutes duly circulated and accepted. The next planning committee meeting was scheduled for Monday 18th February
To consider additional members to join the Planning Committee There are currently only 5 members on the planning committee and it would be beneficial if one or two members could join the committee as on occasion it was only just quorate – Cllr Harris volunteered and Cllr Hurst would be asked if he could consider this – it would be appropriate for them to attend a training session on planning
Any other reports /updates; The Chairman reported that he and the Clerk had met with Memorial Hall Trustees regarding the HCC proposal to improve the car park at the hall – the Trustees had unanimously turned the proposal down as they wished to retain the grass area as a play area for children

The meeting closed at 9.20 p.m.

The next meeting is scheduled for Tuesday 5th March 2019

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

Payments made since December meeting

DECEMBER:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

5573

1st CLASS ACCTS

42.00

7.00

35.00

PAYROLL ADMINISTRATION

D. CARD

CATALYST

52.18

8.70

43.48

WEBMAIL

DD

BRITISH GAS

182.36

8.68

173.68

PAVILION GAS BILL

DD

SALVUS TRUST

24.00

4.00

20.00

PENSION ADMINISTRATION

5574

ST JAMES PCC

350.00

 

350.00

CHURCHYARD UPKEEP

5575

VICTIM SUPPORT

200.00

 

200.00

DONATION

5576

OCS GROUP

376.20

62.70

313.50

PLAY EQUIPMENT INSPS.

5577

SALVATION ARMY

50.00

 

50.00

DONATION - CAROLS

5578

R. BEAZLEY

429.48

 

429.48

EXPENSES INC. PURCHAES MADE FOR THE CAROLS

BACS

D. COOPER

1219.53

 

1219.53

C. CENTRE PURCHASES

5579

BLENDWORTH CENTRE

343.20

57.20

286.00

STREET CLEANING

BACS

CSC FOUNDATION

15000.00

 

15000.00

TRANSFER OF FUNDS

DD

SALVUS TRUST

66.40

 

66.40

PENSION CONTRIBUTION

 
JANUARY payments:

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxxx

CLERKS DECEMBER SALARY

BACS

MRS DIANE DUFFY

75.40

 

75.40

CLERKS DECEMBER EXPENSES INC PURCHASES

BACS

MRS EMMA BARRITT

xxxxxx

 

xxxxxx

ASSISTANT CLERKS DECEMBER SALARY

BACS

HMRC

296.08

 

296.08

PAYE AND NI

BACS

AIRCARE

1152.00

192.00

960.00

C. CENTRE WORK

BACS

M. STANNING

225.00

 

225.00

PAVILION CLEANING

BACS

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE

BACS

AIRCARE

3546.00

591.00

2955.00

C. CENTRE – SUPPLY AND INSTALL SHOWER SCREENS / LADIES

BACS

CASTLE WATER

8.19

 

8.19

WATER BILL

DC

CASTLE WATER

2.86

 

2.86

WATER BILL SLM

DC

AMAZON

489.97

81.66

408.31

PROJECTOR FOR BOWLS CLUB

5580

A1 SECURITY

3324.00

554.00

2770.00

SJP PAVILION CCTV SYSTEM INSTALLATION

5581

T. MACKIE

50.00

 

50.00

RETURN OF DEPOSIT

5582

LEYDENE FENCING

324.00

54.00

270.00

SLM FENCE REPAIRS

5583

IDVERDE

859.25

143.21

716.04

BIN EMPTYING

5584

OCS

225.72

37.62

188.10

PLAY EQ. INSPS

5585

PHS DIRECT

54.22

9.04

45.18

PAVILION SUPPLIES

5586

EHDC

129.00

21.50

107.50

C. CENTRE PEST CONTROL

BACS

1ST CLASS ACCTS

42.00

7.00

35.00

PAYROLL ADMINISTRATION

DD

SALVUS

24.00

4.00

20.00

PENSION ADMINISTRATION

BACS

SEW MADE FOR YOU

2696.92

 

2696.92

SJP PAVILION CURTAINS - DEPOSIT

BACS

WALKOVER SPAYERS

750.00

125.00

625.00

BOWLS CLUB EQUIPMENT

BACS

LONDON POWER TOOLS

534.95

89.16

445.79

BOWLS CLUB EQUIPMENT

BACS

PROWEAVE

1998.50

 

1998.50

BOWLS CLUB EQUIPMENT

BACS

DC MATTHEWS

233.35

 

233.35

ELECTRICIAN – DEFIB INSTALLATION C. CENTRE

DC

RIGBY TAYLOR

184.43

30.74

153.69

BOWLS CLUB SURFACE TREATMENTS

 
February payments presented:

BACS

MUNSTER JOINERY

1259.87

 

1259.87

SJP PAVILION DOORS

BACS

MRS DIANE DUFFY

xxxxxxx

 

xxxxxxx

CLERKS JANUARY SALARY

BACS

MRS DIANE DUFFY

89.35

 

89.35

CLERKS JANUARY EXPENSES

BACS

MRS E. BARRITT

xxxxxxx

 

xxxxxxx

ASS. CLERKS JANUARY SALARY

BACS

MRS E. BARRITT

9.66

 

9.66

ASS. CLERKS JANUARY EXPENSES

BACS

HMRC

295.88

 

295.88

PAYE AND NI

BACS

M. STANNING

180.00

 

180.00

PAVILION CLEANING

5587

CPRE

36.00

 

36.00

ANNUAL SUBSCRIPTION

BACS

SERENITY DIGITAL

180.00

30.00

150.00

WEBSITE

5588

VIKING

45.58

7.60

36.74

STATIONARY

5589

PORTSMOUTH CITY COUNCIL

99.44

16.57

82.87

DOG SIGN

5590

EAST HAMPSHIRE DISTRICT COUNCIL

571.73

95.29

476.44

PALISADE FENCING AT PEEL PARK

5591

SOUTHERN FIRE PROTECTION

267.60

44.60

223.00

FIRE EXT./ SIGNS ETC AT SJP PAVILION                                                                             

5592

BRITISH GAS

67.72

3.22

64.50

SJP PAVILION 1ST  ELECTRIC BILL – 17-30TH NOVEMBER 2018

5593

BRITISH GAS

204.33

6.50

130.11

SJP PAVILION ELECTRIC BILL 1-31 DECEMBER 2018

5594

P. REYNOLDS

310.00

 

310.00

INTERNAL AUDIT  SERVICES – 10/18 TO 01/19

BACS

SOUTH LANE MEADOW TRUSTEES

500.00

 

500.00

PRECEPTED FUNDS

Transfers have been made during the month of £20,000  from Business Reserve Account to Current Account

All meeting minutes