Meeting minutes

Meeting details

  • Date: 4th June 2019
  • Duration: 18:45 - 21:16
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

At this point the Chairman thanked Cllr Foster for the work he had done on the Council during his time as Vice Chairman

Item 5 on the agenda – Public Participation was deferred until after 7.00 p.m.

66/19PRESENTATION BY JASMIN MYHILL FROM SSE ON THE PRIORITY SERVICES REGISTER

Unfortunately the Clerk had received notification the previous day that Ms Mayhill was unable to attend – she would be invited to attend a future meeting i.e. September or October

67/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr Collins, Cllr Harris and Cllr Coffre

68/19TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare, Cllr Clarke and Cllr Hurst as South Lane Meadow Trustees; Cllr White as Chairman of the Patients Participation Group; Cllr Clarke declared an interest in item 8 on the agenda regarding the St James Place allotments – these were all non pecuniary interests.

69/19TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the AGM held on 14th May 2019 had been circulated. It was RESOLVED that they be duly
signed as a correct record.

70/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies were received from District Cllr Moon
District Cllr Agate reported items on 2 local planning applications – one was for the Parish Council’s TPO trees in Green Lane; Community Engagement would be in place of the Community Forums; Community Partnership meeting held last week and was attended by representatives from Neighbourhood Watch and Speedwatch; A joint Environmental Health Committee Meeting was held today to discuss rubbish – the bin collection contract is out for tender; s106 Developers Contributions – there are funds of £18,621 for Environmental improvements, £2,145.00 for Open Spaces and £10,984 for Transport – the Council was urged to apply for these funds for projects in the parish. Also there could be money from neighbouring Parishes “pots” which would give access to additional funding; a question would be asked of the EHDC officer as to timescales and any restrictions on the use of the funds – there is always the risk that if s106 monies are not spent they will need to be be returned to the developers. There are guidance notes on the EHDC website regarding how the funds can be spent. In particular for Clanfield this could include picnic tables, bins, play equipment etc. Community Groups can apply for s106 funding not just Parish Councils.

County Cllr Mocatta reported that following the Local Plan consultation the information gathered would take some time to process - EHDC are hiring more officers to assist with the task but the extra time needed could mean that developers may attempt to bring forward the timing of draft site allocations, such as for the gap land in the centre of the Parish. There will be further consultation opportunities as the preparation of the new Local Plan progresses. HCC are holding an open cabinet meeting on 17th June with regards to Climate Emergency and the impact on services - i.e. recycling facilities, air quality etc. County Cllr Mocatta also mentioned that there is a visit to a recycling plant in the pipeline – this may be available to Parish Councillors.

71/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 7.16 p.m.

Concerns were raised regarding the unofficial access point which had been made from Green Lane into the LEAP area – youngsters are crossing Green Lane at this location and this was considered very dangerous as there is restricted visibility and no pavement. After consideration members agreed that the barbed wire which was in the fence line should be removed and a temporary fence should be installed to close the gap as a matter of urgency – there was concern that the youngsters would still gain access further along the road and any works carried out would not be foolproof. The Council plan to carry out some hedge works in the area in the autumn and the possibility of constructing a new permanent fence inside the hedge following those works would be investigated – work to the TPO’s trees will be carried out by a local tree surgeon at a cost of just under £950 + VAT – this also means the Council will require a road closure at a further cost.

The issue of vandalism, especially to landscaping on the two new estates (Windmill View and St James Place), is still a concern – the Parish Council had issued a Press Release to highlight the cost of replacing the trees that had been vandalised.

A member of the public raised concerns regarding the operation of a commercial business in South Lane Meadow - should this be allowed? Members would review the Trust Deed which would be copied to them – to see what it says in regards to this and it would be considered by the Property Management Working Group. Also raised – was it worth the PC forming a working group to discuss what the Council may request by way of s106 obligations when the land next to South Lane Meadow is proposed for development? This would be considered in due course.

Meeting Reconvened 7.38 p.m.

72/19LAND AND COMMUNITY FACILITIES AT ST JAMES PLACE (DOWN FARM PARK):

To receive an update on the proposed transfer of the Phase 2 land including the childrens play area and the allotments and also the Phase 3 land, comprising the sports pitches from BDW Trading Ltd to the Parish Council
A further site meeting had been held on 28th May attended by the Chairman and Cllrs Foster and Collins for the Parish Council plus three EHDC officers and three representatives from the developers – an appreciable amount of work still remained outstanding on the Phase 2 land. The developers had revised the anticipated work completion date from the end of May (as reported to the previous Council meeting) to mid June but, even if that happens, which is unlikely, it will not include all the tree planting as, if that should be undertaken out of season, it would be unlikely to survive, especially on the higher ground. After consultation with the Chairman, EHDC had written to the developers asking if they would prefer to provide funding for the Parish Council to undertake the remaining tree planting in November. A response was awaited. Members would decide whether or not to accept a Transfer on that basis when any negotiations on the amount of the financial payment have taken place. On the legal side, the Chairman reported that draft Transfer documentation was still awaited from the developer’s solicitors.
The outstanding landscaping work on the Phase 1 land had not yet been carried out by the developers notwithstanding the clause in the Transfer requiring them to complete those works by 31st December 2018 or such later date as may be agreed. No request to agree a later date had been received.

The Council has consistently maintained that it would not accept the transfer of the Phase 3 land (the sports pitches) until the grass is established and cuttable. This would not be for another 12 months. Clanfield Football Club had been informed that the pitches will not be ready for use until September 2020.

To consider proposals and costings for implementing land security measures immediately following completion of the transfers
Cllr Foster reported that quotations had been received previously from four contractors but there was some doubt that these had been based on the same specification. Specification guidance had been obtained from HCC and the contractors would be asked to re-submit costings based on that guidance – this would be for dragons teeth to protect the land to be transferred to the Council from unauthorised vehicular access and wooden five bar gates would be provided at the entrance to the allotment car park - the work would need to be done as soon as possible after transfer. Cllr Foster asked if the Council would approve the Finance and General Purposes Working Group considering the quotations and agreeing the contractor at a cost of up to £8000 – this would then be ratified at the next full Council meeting – duly RESOLVED.

73/19ALLOTMENTS (SITE B, PLOTS 26-52) - ST JAMES PLACE (DOWN FARM PARK):

To consider tenancy arrangements including rental and storage facilities.

In Cllr Harris’s absence, the Chairman reported on this item. At the previous meeting, it had been decided that the same form of Tenancy Agreement and the Rules and Regulations that apply to Site A (Plots 1-26) could be used for Site B (Plots 26-52). Also at the previous meeting, Members had expressed the view that, as there had not been any progress towards negotiating a Lease or a Management Agreement with Clanfield Allotment Association, the Council should manage both sites (A and B) directly. This was confirmed subject to annual review of this situation by the Council. The outstanding matters related to the rentals that would be charged for the Site B plots and whether the Council should provide tool storage chests for each plot. The Chairman tabled a proposal concerning the assessment of the rents. This reflected the fact that the Site B plots are smaller than those on Site A. The proposal also assumed that tool storage chests would be provided for each plot. This would be another difference from Site A where each plot has its own shed or exclusive use of a locker room in the communal storage building. Following discussion, it was RESOLVED that the rents for the first year would be, as proposed, £30 for each of the twenty 40 sq. m plots; £27.50 for the single 36 sq. m plot and £25 for each of the four 32 sq. m plots. The deposit payable by the Tenant of each Site B allotment plot would be £25.00. In principle, Members also decided that tool storage chests should be provided for each plot but they did not consider that they had sufficient information to make a decision on the type and cost. They asked for further research to be undertaken with a view to consideration being given to this matter at the forthcoming meeting of the Council’s Property Management Working Group. This would then be reported to the July meeting of the Council. It was also felt that the possibility of an application for s106 funding to cover the cost of purchasing the storage chests should be explored.

74/19TO CONSIDER THE WAY FORWARD WITH REGARDS TO THE BYELAW REVIEW inc. dog control orders

As Cllr Harris was not able to be present, it was agreed that consideration of this item should be deferred until the July meeting.

75/19TO RECEIVE CORRESPONDENCE LIST

Email of thanks from the Clanfield SCF for the cashflow loan.
Email concerning no disabled access to the bowls green – resolved - there is a ramp.
Enquiry regarding new Post Boxes – awaiting a response from Royal Mail to initial enquiry.
Email regarding problems with rubbish and commercial vehicles on the WV estate (referred to Radian).
Email regarding concerns over play area users crossing Green Lane from Hazel Grove.
Issue raised regarding verge cutting in Sunderton Lane referred to the relevant HCC / EHDC departments.
Proposed Community event – 28th September – 10 – 4 at the Sports and Community Centre.
HCC newsletter.
EHDC – Community Groups bid for Developers Contributions – put on website.
SDNP newsletter; Parish representative elections.
Mental Health Seminar.
HALC – GTR Passenger Benefit Fund.

76/19FINANCE

To receive the June financial statement The financial statement had been duly circulated to members showing a balance to date of £254,593.76. It was RESOLVED that the statement be accepted

To receive and agree Orders for Payment Payments totalling £11,698.62 had been issued since the last meeting and payments totalling £4,966.24 were presented for payment. It was RESOLVED that all payments would be duly paid /accepted. The appendix is attached to the Minutes for Members and Orders for Payment to the published minutes.

To receive a Financial Statement from Clanfield Sports and Community Foundation Ltd The Council had still not received Trustee-approved Management Accounts from the Foundation as required by the terms of the Lease. At the previous meeting of the Council, it had been reported that the delay was due to issues with the Foundation’s accounting system. It was RESOLVED that Cllr Foster as Chairman of the Council’s Finance and General Purposes Working Group should write to the Chairman of the Foundation to request a meeting within the next two weeks so that the Council can be updated on the situation.

To review any matters outstanding in relation to the 2018/19 Accounts and Statements prior to Audit. The method of assessing the value of the Council’s Fixed Assets, as advised by the Internal Auditors, had been queried by members at the previous meeting. Further research had been undertaken and a detailed letter and schedule had been prepared showing how the Fixed Assets were being assessed, it was thought fully in accordance with all relevant guidance. The Internal Auditors now agreed but had suggested that the correspondence and schedule should be shared with the External Auditors as a check. It was RESOLVED that the letter and schedule be sent to the External Auditors and it was also RESOLVED that the Chairman and Clerk be authorised to finalise the Fixed Asset figure on the Return when the External Auditors’ response is received.

To consider the CIL funding for projects The Parish Council have had £19696.93 transferred to their account for 2 previous CIL payments there is a sum outstanding of £2,413.96 which, as agreed, can be transferred to the Council from EHDC - request for this would be duly submitted – guidance had been circulated as to what CIL can be spent on.

77/19TO RECEIVE REPORTS ON PARISH OPEN SPACES/ PROPERTY:

Peel Park:
An order has been placed for the repair of play equipment as agreed at the May meeting.
A quotation had been received for the repair of ground surfaces including part of the main football pitch as a result of mole damage. Members considered that the quoted cost of £2,015.00 + VAT was high and, after discussion, felt that a working party of Council volunteers and FC representatives could carry out the work.
A quotation had also been received to carry out remedial works to the steps into the pedestrian entrance - £2,596.00 + VAT – the area only required a temporary repair to make it safe as it was part of the HCC proposals for the accessibility improvements which should take place this year. The quote was not accepted and Guy Andrews would be asked if he could make the area safe.
The Annual Inspection report of the play equipment had been received and copied to all – matters in the report will be addressed - there appeared to be nothing of high risk.
There had been further damage to fencing close to the skate board park on both sides of the Parish Council’s land.

Sunderton Meadow nothing to report.

South Lane Meadow - Council to consider the rules for Meadow users who operate as a business
As recorded under Minute 71/19 above, the Trust Deed would be consulted to establish the situation concerning Meadow users who operate as a business (there is a dog agility class held weekly). The AGM and regular meeting of the Trustees had been held on 21st May - minutes circulated.

Pond Nothing to report.

Chalton Green Nothing to report.

Storrington Road – inc LEAP and MUGA – Six vandalised trees here and within the grounds of the adjacent Sports and Community Centre are to be removed – quotation awaited.

Windmill View – Sports and Community Centre:

To consider final proposals and costings for plant room alterations at the Centre At the May meeting, the Council had approved the proposals as per the local contractors recommendation – the Foundation’s Property Managers had submitted a recommendation/quotation and both approaches were similar and there was not a huge difference in the price. The local contractor was higher but it was considered that they could be more approachable and available should problems arise in the future. It was RESOLVED that the local contractors quotation for £12,485.00 plus VAT be accepted.

Windmill View - Open Spaces:

To consider and agree damaged and failed tree replacement policy It was considered that the Council should prioritise and phase replacement planting as this would be an un-budgeted cost. For the next planting season in the Autumn, priority will be given to trees that form part of a street “avenue” of planting.

St James Place (Down Farm Park) – Phase 1 area The estate agents boards have now been removed from the Parish Council’s land. Item discussed under 72/19.

78/19TO RECEIVE WORKING PARTY / COMMITTEE REPORTS:

To receive Planning Committee minutes The Minutes of the last meeting had been circulated and duly signed. There was no meeting pending.

Down Farm Barn project update Cllr Clarke reported that, following discussion at the last Council meeting about the possible cost of temporary roof repairs, the situation had been reviewed and quotes will be sought for a far less expensive solution. Contractors are also being asked to quote for the repair of the fence and gates on the south side of the site. The asbestos survey approved at the last meeting confirmed low-grade asbestos in the dairy building ceiling, wall panels and floor debris. Steps had been taken to prevent entry to this small outbuilding and arrangements will be made with a suitable contractor to remove the asbestos in due course – quotations awaited. The Down Farm Barn Working Group had a very useful workshop meeting with our professional advisers, The Goddard Partnership, yesterday. The Goddard Partnership had outlined four options for the layout and uses of the barn and the site.It is intended that they will give a presentation at the July Parish Council meeting. Should any members wish to visit or revisit the site, we will be happy to arrange that. The Chairman reported that the Land Registry had raised a query on the accuracy of the Transfer plan.

Any other reports /updates; Cllr Foster had attended the recent Dementia festival and Cllr Collins had attended a meeting to discuss possible community events - a 'Family Fun Day' for residents of the village is planned and an event for Community Groups in the Southern parishes. It had been agreed that both events should be held on the same day forming a joint event to take place on Saturday September 28th 2019 between 10-00am and 4-00pm. – further information would be submitted at the July meeting

79/18TO AGREE NAME BADGES – ADJUSTMENTS /ADDITIONS

The Clerk stated that an order has to be placed for a nameplate and badge for Cllr Coffre – it would make sense to include badges, adjustments for all members in the order – do members consider that it would be appropriate for ALL Councillors to have a photo badge on a lanyard at a cost of £6.50 each. After discussion it was agreed, in principle, that all members should have a photo badge – photographs would be required although the ones on the PC website may be able to be used – new members would need to submit suitable photographs

The meeting closed at 9.16 p.m.

The next meeting is scheduled for Tuesday 16th July, 2019

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

ORDERS FOR PAYMENT 4th JUNE 2019         

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

CLANFIELD SC FOUNDATION

10000.00

 

10000.00

LOAN TO COMUMUNITY CENTRE AS AGREED

BACS

ARBROOK TREE CARE

    135.00

 

    135.00

WORK AT CRIMEA BARN

D. CARD

ASPLI

  822.80

  137.13

   685.67

LITTER PICKING EQUIPMENT FOR 2 LOCAL GROUPS

BACS

GASFIX

  488.29

    81.38

   406.91

WORKS TO BOWLS PAVILION

DD

BRITISH GAS

  187.51

     8.92

   178.59

PEEL PARK PAVILION ELECTRIC BILL

DCARD

CASTLE WATER

    65.02

 

    65.02

BOWLS PAVILION FINAL WATER BILL

 

Payments Presented:

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS MAY SALARY

BACS

MRS DIANE DUFFY

    83.05

 

    83.05

CLERKS MAY EXPENSES

BACS

MRS EMMA BARRITT

xxxxxx

 

xxxxxx

ASSIST. CLERKS MAY SALARY

BACS

HMRC

  289.23

 

  289.23

PAYE AND NI

BACS

1ST CLASS ACCTS

    42.00

   7.00

    35.00

PAYROLL MANAGEMENT FEE

BACS

AIRSAFE SURVEYS

  360.00

  60.00

  300.00

CRIMEA BARN ASBESTOS SURVEY AS AGREED

DD

BRITISH GAS (10.6)

  349.93

  16.66

  333.27

PEEL PARK PAVILION GAS BILL

BACS

VIKING DIRECT

    66.73

  11.12

    55.61

STATIONARY ETC

BACS

PLAYSAFETY LTD

  440.40

  73.40

  367.00

ANNUAL PLAY EQUIPMENT INSPECTION

BACS

CIA LTD

   158.40

  26.40

  132.00

PEEL PARK – CCTV CAMERAS RESETTING

BACS

M. STANNING

   185.00

 

  185.00

PAVILION CLEANING

BACS

SERENITY DIGITAL

   180.00

   30.00

  150.00

WEBSITE HOSTING FEES

BACS

GASFIX

   318.00

   53.00

  265.00

BOWLS PAVILION BOILER SERVICE/PLUMBING WORKS ETC

DD

SALVUS TRUST (070619)

   108.45

 

   108.45

PENSION CONTRIBUTION

DD

SALVUS TRUST (070619)

    24.00

   4.00

   20.00

PENSION ADMINSTRATION FEE

BACS

CLANFIELD BOWLS CLUB

  241.00

 

  241.00

INVOICES AND REIMBURSEMENT OF COSTS INCURRED BY CLUB

D card

PORTSMOUTH WATER

   81.14

 

    81.14

PEEL PARK PAVILION WATER SUPPLY BILL

Transfers of £25,000 have been made from the BR account to C. Account one transfer of £40,000 from C. Account to BR.  A further transfer may have to be made to cover payments above

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