Meeting minutes

Meeting details

  • Date: 16th July 2019
  • Duration: 18:45 - 21:43
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

80/19PRESENTATION BY THE COUNCIL’S PROFESSIONAL ADVISERS, THE GODDARD PARTNERSHIP, ON FIRST DRAFT SCHEME PROPOSALS FOR THE RENOVATION OF DOWN FARM BARN FOLLOWED BY AN UPDATE FROM THE DOWN FARM BARN WORKING GROUP

The Chairman welcomed Simon Goddard and Richard Cornish from The Goddard Partnership. Before inviting them to commence their presentation, the Chairman stressed that what members of the Parish Council, and members of the public, were about to see and hear were first draft proposals only and definitely should not be considered as final. Parish Councillors would be reviewing the draft proposals in detail over the coming weeks and, when a preferred scheme is agreed by the Parish Council, it will be the subject of public consultation prior to a planning application being prepared and submitted to the Local Planning Authority.

Mr Goddard’s presentation covered a site analysis and alternative site layouts, the possibility of a new access directly from Green Lane, two alternative floor layouts and room / space uses, various images from other similar projects to demonstrate points of detail, perspective sketches and a draft programme of the work that would need to be done both prior to, and following, the submission of a planning application.

In general, the presentation was well received by both Members of the Parish Council and by the members of the public who were present. Among the points that were raised during discussion were observations on the toilet facilities that were proposed, the need for storage and the security of the proposed Parish Office. The comments made would be taken on board as preparation of the scheme progresses.

The Chairman thanked Mr Goddard and Mr Cornish for attending the meeting and for the presentation which they had given.

Cllr Clarke updated the Council on two further issues: An application had been made to EHDC for the allocation of s.106 funds for the immediate roof and fence repairs which are required – the roof would cost £2,645.00 + VAT and the fencing £740.00 + VAT – the result of the application would not be known until the end of September.

Two quotations had been received for the asbestos removal from the old Dairy, both required further clarification – it was RESOLVED that the Council provisionally agree to accept the quotation for an amount not in excess of £1,850 + VAT pending further details. The project now has its own page on the Council’s website https://www.clanfieldpc.org.uk/89/the-down-farm-barn-project and the Facebook page would continue to be updated

81/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr B. Foster

82/19TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare, Cllr Clarke , Cllr Coffre and Cllr Hurst as South Lane Meadow Trustees; Cllr White as Chairman of the Patients Participation Group; Cllr Clarke as a Trustee of the Memorial Hall; Cllr Collins as a Director / Trustee of Clanfield Sports and Community Foundation – these were all non pecuniary interests.

83/19TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 4th June 2019 had been circulated. It was RESOLVED that they be duly
signed as a correct record.

84/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 7.25 p.m.

A point was raised regarding the June minutes and the omission of a statement made regarding EHDC officials this was incorrect and the inference was to the developers; the Chairman stated that with regards to a previous issue raised as to whether a business could operate in South Lane Meadow the Deeds did not seem to prohibit this provided the use is one which would normally operate in a public open space.

Meeting reconvened 7.30 p.m.

85/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Cllr Mocatta reported that HCC have declared a climate emergency which was supported by all County Councillors, to include proposals and actions which can be taken i.e. waste/recycling/electric cars and reducing energy consumption in HCC buildings. It is proposed to supply every District household with a tree to be planted on privately owned or District land. A question was raised regarding weed control on road edges and pavements if weeds are not controlled then this could damage the road/pavement surface resulting in more expenditure. A question was raised regarding the accessibility study and why works had not been commenced – the project remains with HCC – meanwhile the Parish is having to carry out remedial repairs on some of the areas included for improvements which is not a satisfactory situation.

A joint written report had been submitted by District Cllrs Moon and Agate – attached to these minutes.

Cllr Moon congratulated the members on being elected to the Council and Cllr Bannell on being elected as Chairman, he in turn congratulated Cllr Moon and Agate on being elected as District Councillors.

View report

86/19LAND 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 children’s play area and the allotments and also the Phase 3 land, comprising the sports pitches, from BDW Trading Ltd to the Parish Council.

The Chairman reported that the developers still have to undertake quite a lot of work on the Phase 2 land before it would be ready for transfer to the Parish Council. It is not proposed that the play area / trail will be fenced off and the areas under the play equipment will only be grassed; EHDC have asked the developer to deal with the ragwort issue on the site. With regards to a possibility of a financial sum being offered to the Parish Council to complete the landscaping, it was understood that this was not agreed by the developers whose contractors were instructed to complete the landscaping work. It was noted that the required tree planting could not be undertaken until the planting season commences in the Autumn. Members observed that if the developers do not water the trees that have been planted, they will die – a member of the public interjected to say that he understood that the developers had bought a bowser for this purpose. With regards to Phase 3, the Parish Council had stated that it would not accept the transfer until the grass was cuttable and this was not expected to be until June 2020.

87/19WORKING GROUP TERMS OF REFERENCE:

To consider and if thought fit to approve Terms of Reference for the following new Council Working Groups:
a. Finance and General Purposes.
b. Property Management.

The terms of reference for the two working groups had been circulated and were duly agreed – these are non decision making groups who must report back to the full Council for any decision.

88/19TO CONSIDER THE WAY FORWARD WITH REGARDS TO THE BYELAW REVIEW inc. dog control orders

Cllr Harris reported that the 1st phase was ready for sending to the Government Department. The draft byelaws would be sent to members for consideration at the September meeting then they would be sent to selected organisations: schools, Community Centre etc and a full public consultation would then follow. The proposed Dog Control Policy, which was District wide, would also need to be considered as part of the byelaws. If there were any questions regarding the latter, they should be submitted to Cllr Moon who would pass them on to the relevant portfolio holder.

89/19TO RECEIVE CORRESPONDENCE LIST

Memorial bench request – possible site in one of the children’s play areas – to be progressed
Request for a gate to be placed in the Storrington Road area – in the gap at the top end – not supported
Issue raised regarding Peel Park boundary/fence line/ Public Footpath Clearance
Vandalism report – Bowls Club car park/ Incorrect finger post mileage sign – in hand
Issue raised regarding an area of land – end of Henwood Grove and Ditchacre – still owned by the developer or the Windmill View Management Company
Issue raised (via EHD Councillors) regarding parking on pavements/ road safety
Christmas Lights in old Clanfield – initial thoughts – (September agenda item)
Remembrance Sunday – arrangement and possible CPC representative
Possible post box in the Green Lane/Endal Way vicinity – enquiry raised - ongoing process
EHDC – Next Steps for Local Plan Consultation – the Local Plan Strategic Development Area consultation to start August/Sept/ Consultation re: Public Space Protection Order (DOGS) commencing 22nd July/Town and Parish training – planning – presentation slides form the event/Speeding meeting and subsequent summary/2nd May Local Elections Survey/Volunteer and Charities event 16th July/ Street Safe poster – Youth Workers/ Partners Online/ Unauthorised encampment notification
HCC – Balancing the budget consultation/Improving Customer Contact – The Way Forward/ Access Hampshire Newsletter;
SDNP Parish Member appointment to the SDNP – returned/Adoption : SD Local Plan Newsletter and Survey
HALC – June/July newsletters/Executive Board meeting – attended & reported on by Cllr Foster/Communication Awards

90/19ASB ISSUES AND INITIATIVES - Report on Meeting

A meeting had been held on 10th July to discuss what initiatives could be taken to help to resolve the ASB issues involving young people in the village. The meeting was attended by Council representatives, EHDC, Radian, the police and specialist youth workers from Community First and FunkFormat. The initiative is firstly to engage with young people; run one hour consultation sessions led by professionals in two locations Peel Park and the Community Centre; likely avenues of interest: boxing, break dancing, street dancing, skateboard competitions, artwork, cooking “green issues”. Volunteers could get involved in due course.
Funding would be required to initiate the project and after consideration it was RESOLVED to support the project up to the sum of £1,000.00

91/19DIGITAL MAPPING OF THE COUNCIL’S LAND AND PROPERTY HOLDINGS: To consider an outline proposal and costings

A meeting had been attended by the Chairman and Emma Barritt with a local digital mapping company who could produce what is required for the Parish Council’s website for the sum of £565.00 + VAT – it was duly RESOLVED that the quote be accepted and the mapping be progressed.

92/19TO DISCUSS THE SOUTH OF BUTSER COMMUNITY EVENT

Cllr Collins reported that in conjunction with EHDC officer, Rebecca Probert, it was proposed to hold an event where local Community Groups from the Southern Parishes could be brought together under one roof to promote their activities and recruit volunteers. The Clanfield Neighbourhood Watch group are planning a 'Family Fun Day' for residents of the village. It was suggested 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.

Events would include craft stalls, face painting, dog show, catering provision, bouncy castles, football penalty shoot out and many other activities. Clanfield Sports and Community Centre will be host to the community groups giving them the opportunity to showcase their activities in the community and promote their groups to the wider community, network with other community groups, recruit volunteers etc; the Centre Café will provide coffee & teas, cake, scones etc. Rebecca Probert from EHDC has agreed to promote the event with her contacts in Rowlands Castle and Horndean and also to provide advertising for the event with the EHDC Communications Team. Parking on the field, owned by the Parish Council, would be required, also events insurance – the Council’s insurers would be asked if this is already included on the Policy. Members agreed to support the event.

93/19TO CONSIDER JOINT SUPPORT FOR VEDAY 75

Cllr Collins had approached the Memorial Hall committee regarding the possibility of a joint event to celebrate VE Day in 2020; this had been met favourably and the Chairman volunteered to be the Council representative.

94/19TO MAKE ARRANGEMENTS TO REVIEW THE PARISH COUNCILS RISK ASSESSMENTS

It is a condition of the Audit that the Council’s Risk Assessments should be in place – they will be reviewed and updated during August for consideration by the Council in September.

95/19FINANCE

To receive the July financial statement
The financial statement had been duly circulated to members showing the quarterly mark of the precept and a balance to date of £240,563.48. It was RESOLVED that the statement be accepted.

To receive and agree Orders for Payment
Payments totalling £9,081.70 (June); £5,593.87 (July) had been issued since the last meeting and payments totalling £10,436.07 were presented for payment. It was RESOLVED that all payments would be duly paid /accepted, including those made by BACS. It was RESOLVED that payments due in August could be duly made. The appendix is attached to the Minutes for Members and Orders for Payment to the published minutes.

To receive a report from the Finance and General Purposes Working Group and to consider such matters that require consideration by the Council:
In the absence of Cllr Foster (Chairman of the Working Group), Cllr Coffre reported to the Council.

Sports and Community Centre - financial report A meeting was due to be attended by Cllr Coffre.

St James Place (Phase 2) - costings and provisional appointment of contractors for post-transfer security works
Quotations had been received from four companies – the quotation for dragons teeth along the Columbine Way frontage at a cost of £1,900 + VAT with a minor adjustment for drop down posts was duly accepted and the quotation for £1,660.00 for the gates for the vehicular approach to the allotments was duly accepted – this work would not be able to be carried out until the land is transferred to the Council but the contractors would be informed provisionally.

Future arrangements for property valuations
It was agreed that the Council should have its properties professionally valued at least 5 yearly as recommended by the relevant guidance. It was agreed that steps should be taken to ensure that professional valuations are obtained, prior to 31 March 2020, on those properties which had not been valued in the last 5 years.

Funding applications
It was agreed that s.106 funding applications should be made for the projects pending i.e. dragons teeth etc. Cllr Moon suggested that the Council keep him and Cllr Agate informed of any applications made.
Members agreed, in principle, to accept a quotation for the cutting of the Chalton Lane hedge adjacent to St James Place at a cost of £400 – this could not be carried out until the land is transferred to the Council.

96/19PROPERTY MANAGEMENT: To receive a report from the Property Management Working Group and to consider such matters that require consideration by the Council:

The Chairman led discussion on this item.

Peel Park:
Play Equipment – the support posts to the aerial runway have rotted where it would seem they have been damaged by strimming. It is proposed to place a steel band around them at ground level – this needs to be carried out prior to the works to re-instate the runway itself. There are further gaps in the boundary fence to the park which need to be addressed

Mole damage to ground surfaces and football pitch repairs – 6 moles have been removed – unfortunately the damage they had caused to the football pitch was significant and fairly major repair work has had to be undertaken at a cost of approximately £2,000 – the FC are contributing £500 towards this cost. A pest control company has submitted a quotation for regular inspections at Peel Park to try to prevent a recurrence of this problem. The cost would be £460.00 per year – this was duly RESOLVED.

Football Club Licence arrangements – the existing licence agreement is due for renewal at the end of August – the Club representatives would be invited to attend the Property Management Working Group meeting in December to discuss their future requirements in Peel Park. It was agreed that the hire charge rates for 2019 / 2020 would remain the same as for 2018 / 2019 but that this would be reviewed for 2020/2021 following the December meeting with the FC. The repairs to the steps at the pedestrian access to the Park , although forming part of the Accessibility Study, would need to go ahead at a cost of £250.00 on health and safety grounds.
At this point Cllr Harris raised the possibility of a pop up tea room in the park – by way of an adapted horse box. After consideration it was duly RESOLVED that the Clerk and Cllr White meet with the lady who had contacted Cllr Harris to discuss the proposal and if insurance/health and safety/Environmental Health matters were in order it would be considered as a pilot for this summer in Peel Park. With regards to South Lane
Meadow where she would like to provide the same facility, a separate application to the Trustees would have to be submitted.

South Lane Meadow - Council to consider the rules for Meadow users who operate as a business – it does not seem that there is anything in the Trust Deed to prohibit the operation of a business in the Meadow provided it is a use which would normally be found within a public open space. The Trustees should consider their policy towards such use.

Storrington Road – inc LEAP and MUGA – Green Lane tree surgery, Green Lane temporary fencing works, arrangements for Green Lane hedge trimming and fencing this Autumn; also clearance of nearby Duncton Road land – planning permission had been granted for the proposed works to the TPO trees – preparations for the works were progressing; the fence which had been installed by the LEAP had been knocked down again and would be reinstated asap; hedge trimming and fencing along and behind the Green Lane frontage would be looked at in time for the autumn; the Council are responsible for a small section of land by the Duncton Road substation – the area is very overgrown and the tree on the site needs attention. One quotation had been received and another was being sought.

Windmill View – Sports and Community Centre - To update on the plant room alterations at the Centre – the works to the plant room were well underway; the sale of the scissor lift in the centre was also underway with a company offering £5,000 for its purchase – this was duly agreed; there had been a fire in the building which had started in a gents toilet light fitting – the swift action of the duty manager had averted a major incident – there will be an insurance claim submitted in due course by the Centre’s Facilities Manager.

Windmill View - Open Spaces - To consider arrangements for tree and hedge replacement this Autumn – it was considered that any trees / hedging should be ordered now ready for autumn planting.

St James Place (Down Farm Park) – To approve arrangements and costings for the purchase of allotment storage chests - one example of a possible storage chest for the allotments had been purchased at a cost of £99.95 + VAT – this would be constructed and assessed for suitability.

97/19TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS

To receive Planning Committee minutes; The Minutes of the last meeting had been circulated and duly signed. The next planning meeting was scheduled for Tuesday 23rd July
Any other reports /updates; the minutes of the South of Butser PPG meeting would be circulated to members

98/19TO CONSIDER OUTLINE PROPOSALS FOR A PUBLIC ART PROJECT

The Chairman proposed that, with grant funding, the Council should consider a public art project. Clanfield used to be a village with its own identity. With all the new development that has taken place, the distinction has become a bit blurred. The demographics and the socio-economic balance have also changed. This project could bring a number of advantages - re-establishing (or reinforcing) the separate identity of the village and contribute towards community and social cohesion. The Chairman has made initial contact with the Arts Council and they would encourage an application for grant funding. The key ingredients are likely to be community involvement and the appointment of an artist who has a successful track record of working with the Arts Council. The next step will be to prepare a Project Plan – the proposal was supported in principle.

The meeting closed at 9.43 p.m.

The next meeting is scheduled for Tuesday 3rd September, 2019

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

ORDERS FOR PAYMENT 16th JULY 2019

Payments made since last meeting (June):

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

GASFIX

 1498.20

   249.70

 1248.50

COMMUNITY CENTRE BOILER WORKS DEPOSIT

BACS

BLENDWORTH CENTRE

   374.40

     62.40

   312.00

LITTER PICKING

BACS

SPORTSAFE

 2682.70

 1697.12

  985.58

COMM. CENTRE EQ. INVOICE FULL PAYMENT HELD BACK INTERIM PAYMENT OF £7500 PREVIOUSLY MADE NOW BALANCE PAID

BACS

SPORTSAFE

 2114.22

   352.38

 1761.84

COMM. CENTRE SPORTS EQUIPMENT

BACS

QLS

2322.60

   387.10

 1935.50

GROUNDS MAINTENANCE

BACS

CASTLE WATER

    8.44

 

    8.44

PEEL PARK PAVILION

BACS

CASTLE WATER

    2.95

 

    2.95

SOUTH LANE MEADOW

BACS

CLANFIELD PARISH INSTITUTE

   54.00

 

   54.00

HIRE OF BLUE ROOM (3 MONTHS)

BACS

BRITISH GAS

  24.19

     1.15

   23.04

ALLOTMENT BUILDING  ELECTRICITY   BILL

 

July Payments (up to 11/07):

BACS

MRS DIANE DUFFY

 xxxxxx

 

 xxxxxx

CLERKS JUNE SALARY

BACS

MRS DIANE DUFFY

    75.40

 

   75.40

CLERKS JUNE EXPENSES

BACS

MRS EMMA BARRITT

xxxxxx

 

  xxxxxx

ASSISTANT CLERKS JUNE SALARY

BACS

MRS EMMA BARRITT

    46.44

 

   46.44

ASSISTANT CLERKS JUNE EXPENSES

BACS

HMRC

  289.43

 

  289.43

PAYE AND NI

BACS

SERENITY DIGITAL

  180.00

   30.00

  150.00

WEBSITE HOSTING FEES

BACS

OCS

 312.96

   52.16

  260.80

PLAY EQUIPMENT INSPECTIONS - MAY

BACS

CARMICHAEL BROWNS RENEWABLES LTD

 660.00

 110.00

  550.00

COMM. CENTRE SOLAR PV SYSTEM MAINTENANCE VISIT

BACS

PETERSFIELD TOWN COUNCIL

    12.00

     2.00

    10.00

COUNCILLOR TRAINING EVENT 24TH JUNE – CLLR COFFRE

BACS

IDVERDE

  859.25

 143.21

  716.04

BIN EMPTYING – APR-JUN

DD

SALVUS TRUST

    24.00

     4.00

    20.00

PENSION ADMINISTRATION (06/07)

DD

SALVUS TRUST

  108.45

 

  108.45

PENSION CONTRIBUTION (02/07)

DC

ABIS UK

    47.51

     7.92

    39.59

TRAFFIC MIRROR

BACS

BLENDWORTH CENTRE

  374.40

   62.40

  312.00

LITTER PICKING

BACS

CASTLE WATER

      2.85

 

      2.85

SLM WATER

BACS

CASTLE WATER

      8.17

 

      8.17

PEEL PARK PAVILION WATER

BACS

M. STANNING

  231.25

 

  231.25

PEEL PARK PAVILION CLEANING

D.CARD

GARDENS DIRECT

    99.95

    16.66

    83.29

ONE ALLOTMENT STORAGE BOX

BACS

HEARTBEAT TRUST

  223.10

  37.20

  186.00

NEW DEFIB BATTERY (MEMORIAL HALL)

 

Payments presented :

BACS

QLS

2268.00

  378.00

1890.00

GROUNDS MAINTENANCE

BACS

THE PEST CONTROL MAN

  195.00

 

  195.00

MOLE CONTROL PEEL PARK

BACS

EHDC

3597.94

 

3597.94

ELECTION COSTS APPLICABLE TO THE PARISH

5617

M. WHITE

    33.45

 

    33.45

EXPENSES INC PRINTER INK

BACS

VWV

4341.68

  765.28

3750.00

PROFESSIONAL FEES UP TO 25TH JUNE,2019

Transfer of £10,000 made from Business Reserve account to Current Account : A FURTHER TRANSFER OF UP TO £20,000 WILL BE REQUIRED

All meeting minutes