Meeting minutes

Meeting details

  • Date: 5th March 2019
  • Duration: 19:00 - 21:55
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

17/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr R. Clarke and Cllr S. Thomas

18/19TO RECEIVE DECLARATIONS OF INTEREST

The Chairman and Cllr Bannell declared an interest as Directors/Trustees of Clanfield Sports and Community Foundation; Cllr D’este Hoare and Cllr Hurst as South Lane Meadow Trustees; Cllr Foster as a Trustee of the Bowls Club; Cllr White as Chairman of the Patients Participation Group – these were all non pecuniary interests

19/19TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 5th February 2019 had been circulated. It was RESOLVED that they be duly signed as a correct record.

20/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS
QUESTIONS TO THE PARISH COUNCILLORS

A question was raised regarding the extension of the bus service to the Rising Sun – no-one was aware; a question was raised regarding the use of CIL funds – how does it breakdown – the Parish Council receive 15% if they do not have a Neighbourhood Plan 25% if they do the rest of the funds go to EHDC to fund projects in the District. The SDNP allocate smaller amounts, there is some confusion as to what these funds can actually be used for – PC to ask EHDC for clarification, it may be possible to spend some of the funds on the restoration project – Down Farm Barn; if HCC land is developed would the PC be consulted – e.g. to provide a cricket pavilion; could Clanfield and Horndean Parishes work together on developments that abut; s.106 – Parishes are not consulted/ included and they should be.

21/19TO RATIFY THE COUNCILS DECISION REGARDING THE THREE PARISHES FAIR

The Chairman reported that members had considered the presentation by District Cllrs Schillemore and Shepherd at the last meeting but had decided that the Parish Council was not in a position to offer financial support to the Three Parishes Fair due to commitments within the Parish.

22/19TO CONSIDER THE PARISH COUNCILS DRAFT COMMENTS ON THE EHDC LOCAL PLAN REVIEW

The Planning Committee had submitted comments, duly circulated, on the EHDC Local Plan and members were asked if they had any further points to add. There were concerns raised with regard to the Parish Council not being consulted on, or signatories to, s.106 agreements on developments – it was considered that this should be added to the Council’s comments also to include that what is agreed is actually delivered. Also there should be a policy with regards to the mix of housing within developments which should be commensurate to local demands. Cllr Bannell would endeavour to review the wording of the draft comments ready for submission before 19th March.

23/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Councillor Moon had submitted his apologies and Cllr Wrens apologies duly recorded Cllr Mocatta asked the members if they had any thoughts regarding the possibility of the Butser Hill kiosk being made larger and more of a cafe, HCC own the building. The QECP team are open minded and were just seeing what local Councils thought of the idea. The initial concerns were the impact on Clanfield regarding increased traffic, but members were not against the possibility in principle. They would consider the proposal fully if a consultation ensued.

24/19TO RECEIVE A REPORT ON THE ACQUISITION OF THE DOWN FARM BARN (CRIMEA BARN)

Cllr Clarke had submitted a report which was duly circulated to members. Cllr D’este Hoare reported that a working party have been on site since the Parish Council’s acquisition of the property and some very preliminary site tidying up works had been carried out but there was a lot more to be done. A meeting with the Council’s professional advisers was being arranged to take the project forward. Cllr Bannell reported that the transfer had been completed on 15th February and the building has been added to the Council’s insurance. A sign had been fixed to the entrance gates stating that the access to the property should be kept clear as it had been noted that it is often obstructed by parked cars.

25/19LAND AND COMMUNITY FACILITIES AT ST JAMES PLACE (DOWN FARM PARK):

To receive a report on the progress of the Phase 1 post-transfer works including the construction of the overflow car park
With regard to the construction of the overflow car park and its associated works, Cllr Bannell reported that the retaining wall was almost complete and the works to form the overflow car park itself were well underway – the works to reinforce the land drainage to commence w/o 11th March. In the light of the drainage issues which had arisen during heavy rainfall just prior to Christmas, the Council’s contractor had advised that the the overflow car park should be surfaced in shingle within the GroundGuard grid as opposed to topsoil and both the Council’s contractors and civil engineers had advised that the planting surround to the overflow car park should be revised so that plant roots would not damage the new French drains. These revisions could require a retrospective application to EHDC for a minor variation to the planning permission. This would be put in hand, if required by EHDC, in due course. SEE had been very co-operative in agreeing a drainage solution with the Council on two sides of their sub-station. On other matters, the replacement front doors for the sports pavilion had arrived on site and they would be fitted on Wednesday; the floor drainage outlets in the pavilion changing rooms has been rectified by the developer’s contractors who would also be carrying out works within the plant room of the pavilion to rectify defects and omissions which had been identified during an inspection of the plumbing and heating system by engineers instructed by the Council. A deep clean of the building is scheduled for Friday of this week. An electric power supply (for maintenance equipment) had been provided on the side of the bowling green and an outside water tap had been installed.

To receive an update on the arrangements with Clanfield Bowls & Sports Club
Cllr Bannell reported that the Agreement for Lease between the Council and the Club had been completed. The Club would occupy the pavilion and the bowling green on licence from 1st April 2019 until 30 June 2020 when the Lease term would commence. The reason for the deferred Lease commencement date related solely to the expected timing of Landlord works when the Agreement for Lease was completed. The Club would have full occupational rights during the licence period and the main provisions of the Lease would be operative.

Cllr Foster reported that the prospective membership of the Club is very encouraging with 185 expressions of interest. The Club will be holding open days between 11th – 14th April for interested people to come and try the facilities.

With regard to the equipment store and the additional ramp from it to the green, it had been agreed at the last meeting that these works would be deferred until the beginning of the 2020/2021 financial year (hence the Lease commencement date being deferred until 30 June 2020) but Cllr Foster felt that it would be more cost effective to have them constructed now whilst the Council’s main contractor was on site – it was duly agreed that this course of action be taken and these proposed works be re-instated back into the current works programme.

It was noted that the Club had applied for an alcohol license.  Cllr Foster also reported that the CCTV installation still needed attention in one important respect. The bowling green is in good condition following care and attention and it offers a very good surface. Cllr Bannell reported that the situation concerning the NHBC certificate on the sports pavilion and the utility suppliers (gas, water and electric) were still being clarified. The Bowls club would be responsible for the utility costs as from 1st April 2019.

To receive an update on the Phase 2 area including the sports pitches, the childrens’ play area and the allotments (Down Farm Park Allotments 27-51)
Cllr Bannell showed the members the St James Place site map and said that the developers were proposing a change to the phasing with the sports pitches becoming Phase 3 for transfer later in the year as there was still quite a lot of work to be done on them. The Council had informed the developers that it would not take the transfer of the sports pitches until the grass surface is properly established and cuttable - otherwise, the cost of completing the sports pitches could fall back onto the Council. Prior to the transfer of the Phase 2 area, the Council would wish to receive confirmation from EHDC Planning Compliance that all required works to satisfy Section 106 obligations and planning conditions had been undertaken by the developers. It was also considered that, if any planting carried out by the developers within the Phase 2 area should fail, they should be held responsible for replacement. Subject to these provisos, the allotments and associated car park could be available to the Council within two months.

26/19TO RECEIVE AN UPDATE REGARDING THE DOWN FARM PARK GARDENING CLUB

There had been three meetings of the Steering Group and another one was scheduled for this Thursday. The Club will have 3 sub-groups – Landscape Enhancement which would submit initial ideas by 30th April; Landscape Maintenance – which already had a list of work to carry out, including pruning within the grounds of the Sports and Community Centre and the removal of the plastic tubes around many of the trees and shrubs on the two estates – and Ecology – this sub-group was expected to be of interest to both adults and children. The Parish Council is holding a grant of £250 received from District Cllr Wren on behalf of the Gardening Club

27/19TO CONSIDER PROPOSALS FOR THE 2019 CAROL SERVICE

Cllr Foster reported that the Carol Service had proved successful and its move from the pond area to the Community Centre had made the event safer. He proposed that the Foundation be offered the running of the event in the future, with the £500 annual funding, in conjunction with the Parish Council. Although it was considered that the pond was an ideal place for the Carols, it was felt that the village had changed considerably and safety was a major factor – the proposal was seconded and duly RESOLVED

28/19TO RECEIVE CORRESPONDENCE LIST

Members had been given their election papers and they had to ensure that they delivered them to EHDC by the required date – all members had this information
Email received regarding road improvements in particular the proposals for Sunderton Lane – Clerk responded
Enquiry via website regarding a litter picking day – suggested they contact Clanfield Online
Letter regarding the closure of the footway alongside Chalton Lane/Crimea barn fence – duly responded
Clanfield Online report from the AGM and Website Statistics
The Sustainability Centre information
Back in Time advertising – to be placed on website
Aquind Consultation - 27th February – 29th April
Funding information
EHDC - Election information/polling Stations; Funding Event; Newsletter ; Butser CPM (Community Partnership Meeting) Wednesday 6th March
HCC – Superfast Broadband
EHAPTC meeting – 27th March – Council Chamber Penns Place 7 p.m.

Correspondence contd..

HALC – Election advertising/brochures; Making Tax Digital; HALC Conference; Relationships at Work Factsheet NALC info and Funding Bulletin; Fly Tipping Flyer; Consultation – Introducing a Deposit Return Scheme (recycling waste); General publications

29/19FINANCE

To receive the March financial statement
The March financial statement was submitted at the meeting showing a balance to date of £275,578.94. It was RESOLVED that the statement be duly accepted

To receive and agree Orders for Payment
Payments totalling £27,321.12 had been issued since the last meeting and payments totalling £7,948.00 were presented for payment. It was RESOLVED that all payments would be duly paid /accepted. There were several payments due to be made before the end of the financial year and it was RESOLVED that these be duly made. Appendix attached to the minutes for members and Orders for Payment to the published minutes. At this point it was stated that there had been no drawdown on the Bowls Club loan although they have the loan agreement and form – the membership fees would go towards some of the costs incurred by Bowls Club committee members

To consider the grant application from Home Start Butser
A grant application had been received from Home Start Butser – after consideration it was RESOLVED that the requested sum of £300 be donated.

To consider the Council’s Reserves and Financial Strategy
Cllr Foster had produced a document duly circulated to members on the Councils Financial Strategy which included an estimate of the Council year end balance of £130,000 taking into account the expenditure incurred to date and earmarked. The report recommends that the Council should maintain a reserve of at least 12 months of the precept. There were significant unknown risks with regards to the Councils assets – it was suggested that £25,000 of reserves should be ring fenced for at least 12 months should there be a need to support the Community Centre. The Council was scheduled to receive the Foundation’s first financial report in April. It was suggested that the Centre should be marketed more, although it was being well used.

To agree the costs to fulfil the Parish Council’s obligation relating to control panel and ducting works required at the Community and Sports Centre.
Cllr Bannell reported that there were issues with regard to the control panel in the Plant Room and, also, relating to ducting from the Kitchen. With regard to the control panel, one engineer (appointed by the Foundation’s Facilities Management Company) had said that its software needed to be replaced at a cost of £5,223 + VAT. Another engineer (appointed by the Parish Council) had yet to report but it was thought that their diagnosis of the problem, and the cost of remedial works, would be different. Until the problem is resolved, the Centre is bearing excessive energy costs – it has been said possibly about 50% more than they should be. The long length of Kitchen ducting had been fitted without any cleaning access which needs to be provided at a cost which, subject to confirmation, was thought to be just under £1,000 plus VAT. The Council’s Lessees, Clanfield Sports and Community Foundation, are responsible for repairs to the building but not for repairs arising from inherent defects. Both these problems are inherent defects in that respect. It was not known whether the cost could be recouped from a warranty claim. That was being investigated but, in the meantime, the Foundation was looking to the Parish Council for an urgent solution. After consideration, it was RESOLVED that the Council should pay the cost of rectifying the problems and, also, to contribute the sum of £2,000 towards the excessive energy costs which had been incurred by the Foundation.

30/19TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
Play Equipment repairs done with the spares CPC had in store – they were done before the half term week – the Assistant Clerk / Open Spaces Officer had given the Council’s contractor the latest Inspections sheet and she has contacted Playsafe Playgrounds for a quote for various items including the zip wire and also QLS to see if they could pressure wash the moss from the safety surfaces – quotes awaited. There was an issue with the wire being exposed on the climbing rope – this whole section will need to be replaced as it is showing signs of wear and tear but has been made safe. The skate park bin liner had been damaged – it was agreed that 2 new ones be purchased at the same time as the two bins are ordered on behalf of the Bowls Club, although delivery costs will applicable to both orders.
Sunderton Meadow – position for donated seat – it was considered that the seat should be placed alongside the new proposed pathway
South Lane Meadow meeting held on 19th February – it was agreed at that meeting that the Council’s Assistant Clerk / Open Spaces Officer would now be the secretary to the Trustees – the Parish Clerk will, for the time being, still be responsible for the finances
Pond - nothing to report
Chalton Green – to consider the replacement of broken/missing dragons teeth. One quote has been received, which was considered to be high – Clerk to obtain a second quote.
Storrington Road – inc LEAP and MUGA - to receive an update on the replacement fencing. The contractor would not be able to commence work until the end of March/beginning of April as he has a long term job at the present time
Windmill View - Community and Sports Centre - Disposal of scissor lift. Health and Safety Risk Assessors employed by the Foundation had strongly advised that the scissor lift is removed from the premises. This advice had been accepted by the Foundation’s Trustee Board which had now asked the Parish Council to dispose of this item of equipment. During the fit out of the Centre, it had been demonstrated that access to the roof space of the sports hall could be gained using a tower framework and the scissor lift had never been used. It was RESOLVED that the scissor lift should be sold by the Parish Council.
Windmill View - Open Spaces – to receive an update on the installation of the Dragons Teeth. There had been a slight delay in the installation – the contractor would be attending the site the following week.
St James Place (Down Farm Park) – Phase 1 area – nothing to report.
To update on the progress of the Byelaw review for all the Parish Council’s open space areas. The notes from the Working group meeting had been circulated There were a couple of issues within the notes which needed to be adjusted – Cllr Harris had produced a draft report – the next meeting would be 20th March. Cllr Harris reported that there were changes in the process of making byelaws although consultation would still be necessary. A further update would be made at the April meeting

31/19TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive Planning Committee minutes; The minutes of the last meeting had been duly circulated and accepted. Cllr Williams submitted his belated apologies. The next planning committee meeting was scheduled for Tuesday 12th March
Any other reports /updates; Cllr White to convene a PPG meeting; Cllr Foster to attend the HALC and EHAPTC meeting.
The Chairman and Cllr Bannell had attended the National Association meeting which was geared more towards Town Councils but they did pick up some useful information. One point of interest was the possible production of a digital map covering the Council’s land ownerships – this would prove useful for the website etc. Cllr Bannell would report back to a future meeting with further information and costs.

The meeting closed at 9.55 P.M. p.m.

The next meeting is scheduled for Tuesday 2ND April 2019 an will follow the Annual Parish Meeting

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

 ORDERS FOR PAYMENT 5th March, 2019

Payments made since the last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

AUT

NAT WEST

      25.00

 

      25.00

SAFE CUSTODY CHARGE

DD

SALVUS TRUST

      24.00

       4.00 

      20.00

PENSION ADMINISTRATION

DD

BRITISH GAS

    414.35

     19.73

    394.62

PEEL PARK PAVILION GAS BILL

BACS

M I BONE BUILDERS

  5913.77

   985.63

  4928.14

1ST INSTALLMENT

BACS

M I BONE BUILDERS

12744.53

 2124.09

10620.44

1ST INSTALLMENT – SJP CAR PARK WORKS

BACS

AIRCARE

    216.00

     36.00

    180.00

C. CENTRE

BACS

STACKHOUSE POLAND

     326.79

 

    326.79

ADDITIONAL INSURANCE

5595

CASTLE WATER

       16.93

 

     16.93

PAVILION WATER BILL

5596

BLENDWORTH CENTRE

     257.40

     42.90

   214.50

LITTER PICKING

5597

OCS GROUP

     376.20

    62.70

   313.50

PLAY EQUIPMENT INSPS.

5598

1ST CLASS ACCTS

       42.00

      7.00

      35.00

PAYROLL MANAGEMENT

DD

SALVUS TRUST

       66.40

 

      66.40

PENSION  CONTRIBUTION - JAN

DD

SALVUS TRUST

       66.40

 

      66.40

PENSION CONTRIBUTION - FEB

5599

M I BONE

   1213.20

  202.20

  1011.00

BOWLS GREEN TAP / ELECTRICS

D.CARD

AMAZON

       27.00

      4.50

      22.50

BOWLS CLUB PURCHASE - toaster

D. CARD

AMAZON

       32.49

      5.42

      27.07

BOWLS CLUB post box – CPC to pay

D. CARD

AMAZON

     142.50

    23.75

    118.75

BOWLS CLUB PURCHASE – 5 alluminium poster frames

D. CARD

AMAZON

       84.99

    14.17

      70.82

BOWLS CLUB PURCHASE – mini freezer

D. CARD

AMAZON

       22.99

      3.83

      19.16

BOWLS CLUB PURCHASE - stepladder

D. CARD

AMAZON

         6.50

      1.08

        5.42

BOWLS CLUB PURCHASE - tumblers

D. CARD

AMAZON

    159.99

    26.67

    133.32

BOWLS CLUB PURCHASE – under counter fridge

D. CARD

AMAZON

      49.95

      8.33

      41.62

BOWLS CLUB PURCHASE – various glasses

D. CARD

IKEA

    418.50

    69.75

    348.75

BOWLS CLUB – various equipment

D. CARD

SLOANE AND SONS

    434.00

    72.33

    361.67

  BENCH FOR BOWLS CLUB – DONATED BY P.C.

D. CARD

SCREWFIX

  1849.99

  308.33

  1541.66

  STORAGE SHED FOR SJP

D. CARD

3D LOCKERS

  2112.91

  352.15

  1760.76

  BOWLS CLUB PURCHASE - LOCKERS

D. CARD

BRITISH GAS

      63.51

      3.02

      60.49

  SJP PAVILION GAS BILL

BACS

STACKHOUSE POLAND

    212.83

 

    212.83

  ADDITIONAL INSURANCE

 

March payments presented:

BACS

MRS D. DUFFY

 xxxxxxxx

 

 xxxxxxx

CLERKS FEBRUARY SALARY

BACS

MRS D. DUFFY

     85.80

 

     85.80

CLERKS FEBRUARY EXPENSES

BACS

MRS E. BARRITT

   xxxxxxx

 

   xxxxxx

ASS. CLERKS FEBRUARY SALARY

BACS

MRS E. BARRITT

       5.00

 

       5.00

ASS. CLERKS EXPENSES

BACS

HMRC

   296.08

 

   296.08

PAYE AND NI

DD

SALVUS TRUST

     66.40

 

     66.40

PENSION CONTRIBUTION

DD

BRITISH GAS

   228.65

    10.88

   228.65

PEEL PARK PAVILION – ELECTRIC BILL

5600

VIKING PAYMENTS

     46.06

      7.68

     38.38

INK AND NOTEPAPER

5601

HORNDEAN PARISH COUNCIL

     25.00

 

     25.00

COUNCILLORS CODE OF CONDUCT COURSE – CLLR HURST

5602

GUY ANDREWS

 1366.00

 

 1366.00

VARIOUS WORKS CARRIED OUT THROUGH 2018/19

5603

PORTSMOUTH CITY COUNCIL

   107.36

    17.89

     89.47

SIGNAGE FOR CRIMEA BARN GATE

5604

CIA LTD

     48.00

      8.00

     40.00

PEEL PARK PAVILION FIRE EXT MAINT 1/3/19 TO 29/02/20

5605

CIA LTD

   330.60

    55.10

   275.50

COMMUNITY CENTRE SERVICE AGREEMENT, WARRANTIES ETC – TO BE REIMBURSED BY THE FOUNDATION

BACS

QUALITY LAND SERVICES

 2058.00

  343.00

 1715.00

GROUNDS MAINTENANCE - FEB

BACS

QUALITY LAND SERVICES

   846.00

  141.00

   705.00

GROUNDS MAINTENANCE - MARCH

BACS

SERENITY DIGITAL LTD

   180.00

    30.00

   150.00

WEBSITE HOSTING/RETAINER

BACS

M. STANNING

   180.00

 

   180.00

PAVILION CLEANING

DD

SALVUS TRUST

     24.00

       4.00

     20.00

PENSION ADMINITRATION FEE (080319)

DD

BRITISH GAS

   134.98

       6.42

   128.56

PEEL PARK PAVILION GAS BILL

Transfers of £30,000.00  have been made during the month from the Business Reserve Account to Current Account

Any payments due by the end of March will need to be paid, to clear, before finalising the year end.  PAYMENTS DUE:  Blendworth Centre; OCS; M I Bone – instalment for the SJP works; GasFix; VWV legal fees; Nisbetts – various items (Bowls Club) £5368.11 inc VAT (order to be placed the end of this week and payable on the PC Debit Card); Bowls Club further equipment bins and pusher/gatherers;  Rich Goodman expenses/purchases on behalf of the Foundation; and anything else payable by the end of the financial year

All meeting minutes