Meeting minutes

Meeting details

  • Date: 3rd September 2019
  • Duration: 19:00 - 21:58
  • Location: Clanfield Memorial Hall - Blue Room


Meeting minutes:

99/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr T. Collins and Cllr P. Hurst

100/19TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare, Cllr Clarke , Cllr Coffre as South Lane Meadow Trustees; Cllr White as Chairman
of the Patients Participation Group; Cllr Clarke as a Trustee of the Memorial Hall and for agenda item 6 (b); Cllr Williams for agenda item 15 (f) – these were all non pecuniary interests.

101/19TO AGREE THE MINUTES OF THE LAST TWO MEETINGS including the Extraordinary Meeting held on 24th July 2019

The minutes of the meeting held on 16th July 2019 had been circulated. It was RESOLVED that they be duly signed as a correct record. The minutes of the Extraordinary meeting held on 24th July 2019 had been circulated and it was RESOLVED that they be duly signed as a correct record.

102/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting closed at 7.02 p.m.
On behalf of the conservation group thanks were relayed to Emma Barritt (Assistant Clerk / Open Spaces Officer) for arranging for the installation of the new bench in South Lane Meadow and the Clerk for the temporary plaque.
The Council were thanked for replacing the damaged rope ladder in Peel Park; a question arose as to what was happening to the aerial zip-wire runway; it was stated that the supports were in a poor condition and the Council will need to agree the way forward; it was reported that the No Dog sign was no longer on the pedestrian gate at Peel Park – this would be addressed.
Meeting reconvened 7.07 p.m.

103/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies had been received from District Councillors Moon and Agate
County Cllr Mocatta reported that there is an EHDC Cabinet Meeting scheduled for Thursday 5th September at which, as the relevant EHDC Cabinet Portfolio Holder, he would be presenting a new Place Making Strategy. He urged Members to familiarise themselves with the proposals. County Cllr Mocatta also reported that he was due to visit Clanfield Junior School next week to discuss the way forward with potential fundraising to enable the school to retain its swimming pool which is need of attention.

104/19LAND 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
The Chairman reported that there had been no progress since the last meeting.
On 24th July, EHDC had served a Breach of Condition Notice on the developers. This related to the landscaping on Phases 1, 2 and 3 at St James Place. The developers are required to comply with the Notice by the end of March 2020. It was anticipated that they would carry out the tree planting during October/November of this year. It was agreed that the Council would not accept phases 2 and 3 until all of the outstanding works had been completed to a satisfactory standard. The Chairman stated that he had several
other outstanding matters to raise with the developers and he hoped to raise these at a meeting later in the week.

To receive a report on the suitability of the proposed allotment storage chests
The storage chest had not yet been built. This would be done as soon as possible and a report made as to its suitability at the next meeting

To receive an update on the proposed transfer of the Phase 3 land comprising the sports pitches
Various meetings had been held with EHDC and Hampshire F.A. who did not consider that the pitches were satisfactory. However, it had been noted that further work was currently being carried out by the developers. There were still concerns about levels and drainage. The extent of the proposed fencing around the pitches had yet to be established. The pitches would not be ready for transfer to the Parish Council until June 2020.

105/19 TO CONSIDER THE WAY FORWARD WITH REGARDS TO THE BYELAW REVIEW INCLUDING THE COUNCIL’S COMMENTS ON THE EHDC DOG CONTROL CONSULTATION

Cllr Harris reported that the next stage of the Byelaw Review would be to go out to public consultation for a period of 28 days. A questionnaire would be placed on the Parish Council’s website and various local groups contacted along with a public notice in the local press– consultees’ comments had to be part of the eventual submission for approval. The Sports and Community Centre and the Bowls Club areas would need to be excluded from the Byelaws to avoid confusion with their lease terms and the Down Farm Barn site, which now includes the small nib of adjacent land on the north side of the Green Lane / Down View Way junction, would also need to be excluded so that the Council could fulfill its duty to protect the value of its property assets. It was agreed that the Working Group should be asked to proceed towards finalising the documentation in preparation for the public consultation.

With regards to EHDC’s proposed Dog Control Policy, Cllr Harris explained that if there is no fencing on an open space area then dogs could not be excluded, with regards to policing the areas local Councillors and Officers of the Council would be able to do this. Cllr Harris said that the Parish Council could include a map showing the proposed traffic light system as part of their submission to the EHDC consultation. During discussion, it was agreed that the Parish Council’s submission should propose that dogs, except assistance dogs, should be excluded from all children’s play areas and sports pitches. It was thought that, as it is completely fenced, the current exclusion of dogs from the whole of Peel Park could continue but that did need to be clarified. It was noted that the deadline for the submission of the Parish Council’s response to the EHDC consultation was 23rd September.

106/19TO RECEIVE CORRESPONDENCE LIST

Letter from a resident regarding estate parking – response required – suggested response received from the Chairman – it was agreed that this be duly sent.
Email regarding overhanging paths on cycle routes – passed to HCC; What3wordsapp information
Pensions Regulator- re-enrolment and re-declaration – being done by the Payroll Management Company.
EHDC Place making East Hampshire Strategy; Parish and Town Councillors newsletters; Local Plan Drop in events; Speed reduced in Steep – thanks to EHDC grant; Local Plans large development sites presentation papers; East Hants local Solutions grants; Meet the Funders – mop up sessions.
SDNP Planning Newsletter; Town and Parish Councils workshops.
HALC Chief Executives Bulletin; Communications Awards; Village of the year – visit; Monthly Newsletter.
NALC Policy E-Briefing PC8-19 – Draft Data Sharing Code of Practice; Model Financial Regs
Rural Communities Fund/Rural Funding Digest; CPRE updates/news.

107/19TO RECEIVE AN UPDATE ON THE DOWN FARM BARN PROJECT

Cllr Clarke provided members with a copy of slightly revised plans which had been prepared by the Goddard Partnership following working group discussions. Members approved the revised plans for public consultation on the proposals. It was noted that a third WC has been added, so there will be one accessible and two unisex WC’s available. A small extension is proposed on the eastern side, to provide secure storage for Parish Council records and storage for multi-use room furniture and other items. This is within the original footprint of the barn, the former tractor shed having been demolished by the developers of St James Place to enable the eastern boundary fence to be constructed. A new vehicular access will be proposed from Green Lane leading to a car park with eighteen spaces, including disabled provision. There will also be provision for cycle parking. Cllr Clarke mentioned that most grant funding is focused on community support. Evidence of 'what residents want' needs to form the basis of grant applications. This information would be obtained through surveys, questionnaires and similar exercises. The proposed uses of the barn site reflect that approach, with rentable studio space, consultation rooms and the multi-use room, in addition to the Parish Council office and the information/display/museum area. The community garden will provide a wildlife-friendly environment for relaxation and education. Further changes may be made in response to the consultation exercise, prior to submission of the planning application. A quantity surveyor will be providing costings for the restoration work and that information will be available in due course to inform and guide grant applications. The result of the application for S016 funding to repair the roof and gates is awaited. There was still a concern raised regarding the proposed toilet facilities and it was suggested that a baby changing area should be included in one of the toilet areas.

108/19ASB ISSUES AND INITIATIVES - Report on the recent Summer Activities Programme

The programme finished this afternoon with a boxing event in Petersfield. The Street Dance and StreetArt events had been held and were popular. It was stated that as there had been last minute cancellations and it was suggested that, if the Council were to repeat the events next year, a charge should be made. There would be a “wash up” meeting held later in the month and a further report would be made to the Council. The Chairman reported that the artist who had led the Street Art Workshop had made some excellent suggestions for the proposed Public Art project and for the fence around Down Farm Barn - these will be brought forward for discussion in due course.

109/19DIGITAL MAPPING OF THE COUNCIL’S LAND AND PROPERTY HOLDINGS: Update

The work to produce digital mapping was now underway and would hopefully be completed by the end of this month – it would not include St James Place until Phases 2 and 3 have been transferred to the Parish Council from the developers. It was mentioned that an app called What3words could be available with the mapping – this pinpoints your location for the emergency services should you require them - it does however rely on having a mobile telephone.

110/19TO UPDATE ON THE SOUTH OF BUTSER COMMUNITY EVENT

The Parish Council had granted consent for the use of the bottom field at Windmill View – whilst the Council’s insurance covers the land, the organisers had been informed that they needed to arrange their own insurance for the event. Arrangements were progressing - there were currently 18 stalls and the organisers were in discussion with the Manager of the Sports and Community Centre to hold a soft play session at the Centre

111/19TO CONSIDER A REQUEST FOR CHRISTMAS LIGHTS IN OLD CLANFIELD

A request had been submitted by Clanfield Online to consider Christmas lights in the older part of the village. Four planters had been purchased by the group and are to be distributed around the village – it may be possible to put one in the frontage of the Memorial Hall. With regards to lights on the Wellhead there were concerns about a fire hazard due to the thatched roof and who would provide and manage the electricity supply - up lighters were suggested. It was agreed that this item would be deferred for further discussion at the next meeting.

112/19TO REPORT ON THE REVIEW OF THE PARISH COUNCILS RISK ASSESSMENTS

The Clerk had produced a draft financial risk assessment which was being looked at by Cllr Foster to see if it met the Councils requirements – to be reviewed at a future meeting when the Finance and General Purposes Working Group had considered it.

113/19FINANCE

To receive the August and September financial statements - The financial statements had been duly circulated to members and the September statement showed a balance held of £196,667.01. It was RESOLVED that both statements be accepted.

To receive and agree Orders for Payment - Payments totalling £23,483.80 (July) and £11,017.89 (Aug) had been issued since the last meeting and payments totalling £18,723.03 (including insurance premium for 2019/20) were presented for payment. It was RESOLVED that all payments would be duly paid /accepted, including those made by BACS. The appendix is attached to the Minutes for Members and Orders for Payment to the published minutes.

To receive an update on the Annual Audit - There had been one query raised regarding the financial risk assessment – duly responded – final Annual Audit result expected shortly.

Future arrangements for property valuations - The Chairman reported that the Parish Council should have its properties professionally valued at least every 5 years – it was duly RESOLVED that this would be brought up to date, as applicable, before the end of this financial year – quotes for this work to be considered at a future meeting. There were concerns that the replacement value for insurance purposes of the Sports and Community Centre and Down Farm Barn may have been overestimated when those properties had been acquired, thus having a significant effect on the insurance premium. It was agreed that a review of this should be included in the instructions to the valuers who would update the market values.

To receive a report on applications submitted for S106 funds - Applications had been submitted to EHDC for s106 funding to the value of £24,000 for various projects and also a further application for some of the proposed remedial work to the Down Farm Barn.

To consider a grant application from St James Church for hall works - Advice had been sought as to whether the Parish Council could make a grant towards this project. It had been established that if a Church building is solely in ecclesiastical use, no grant could be made but this hall is used by other local groups. Nevertheless, some members expressed reservations as the guidance was not entirely clear. It was agreed that a decision be deferred pending further information and, also, because no-one from the applicants was present to respond to members’ questions as required and stated on the application form.

To consider a grant application for replacement Speed Camera (joint between the three Southern Parishes) - Members considered the application for a Speed indicator Device (not camera) and received input from the South of Butser Speedwatch representative who stated that 4 areas were covered in Clanfield and 2 in Horndean and Rowlands Castle – whose Parish Councils had already agreed to grant the sum of £1,000 each. The Speedwatch volunteers consist of 9 from Clanfield and 2 from elsewhere. It was RESOLVED that the Council should support the application from contingency funds to the sum of £1,000.

114/19TO CONSIDER AND AGREE THE 2019/20 INSURANCE RENEWAL

The insurance renewal is due on September 12th – it was RESOLVED that the Council continue with Aviva as they are currently tied in to a discounted contract. The renewal premium for 2019/20 was for the sum of £11,679.14 - duly RESOLVED. It was noted that the insurance costs applicable to the Sports and Community Centre for the building and the inventory of equipment were £5,243.26. Under the terms of the Lease, this should be reimbursed to the Parish Council by the Tenants - Clanfield Sports and Community Foundation.

115/19PROPERTY MANAGEMENT:

Arrangements and programme for tendering the Council’s Grounds Maintenance Contract
The Property Management Working Group would be considering draft Tender documentation at its meeting on 9th September and would report to the Parish Council meeting on 1st October. It was agreed that tenders should be invited for either a 3 or 5 year contract.

Peel Park:
To receive a report and cost estimates for the repair of children’s play equipment The springer and climbing net have been replaced. Two quotes have been received for the repair / replacement of the aerial runway a) £11,000.00 b) £12,676.33. After consideration, it was agreed not to proceed with this work at the present time in view of its cost.
Update on mole damage to ground surfaces and football pitch repairs The mole control man had been asked to visit again as there were further signs of mole activity.
Football Club Licence arrangements – Application received for 2019/20 usage The football club had applied to use the Peel Park facilities for the coming season. It was agreed that the Licence Fees would remain the same as hitherto for this season but that they would be reviewed in December 2019 for the 2020 / 21 season – duly RESOLVED. The Football Club would be asked to tidy up the Pavilion changing rooms
Repairs to steps and fencing – completed These repairs have now been completed.
Report on “pop-up tea room” The sessions held in Peel Park had been well received.

South Lane Meadow - Report from Trustees’ Meeting including business use policy:
The Minutes of the Trustees meeting had been circulated – with regards to the business use policy the Trustees had agreed to consider each application on its merits. The Trustees were also considering bringing forward proposals for updating the play equipment – possibly including an outside gym

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
With regards to the proposed tree works nothing further had been heard from the contractor despite the Clerk chasing for a response; hedge trimming and fencing – a local contractor to be contacted to submit a costing for cutting the roadside hedge including along the Green Lane frontage to the LEAP area; two quotes had been received to prune the tree and to clear the undergrowth etc at the small area of Council owned land at Duncton Road – it was RESOLVED that the lower quotation for £650.00 be duly accepted.

Windmill View – Sports and Community Centre - completion of Plant Room works
The works to the Plant room had been carried out very satisfactorily by Gas-Fix. A quotation had been received for supply and fitting of a Tesla battery should the Council wish to pursue (£8000 installed). Cllr Williams would be monitoring energy costs and the extent of any excess electricity being generated by the solar panels and would report back to the Council later in the year.

Windmill View - Open Spaces – and Allotments (Down Farm Park Plots 1-26:
To consider arrangements for tree and hedge replacement this Autumn Cllr D’este Hoare was gathering together the information and would submit a report and recommendation to the October meeting
To receive a report on the renewal of the allotment tenancies Three plots have become available – Emma Barritt is meeting people on Friday who potentially will take them over.

St James Place (Down Farm Park) - Phase 1:
To consider a number of current and future issues, including land ownership, outstanding landscaping, Autumn hedge management and weed control of paths / cycleways Land ownership and outstanding landscaping issues had been covered earlier in the meeting; with regards to hedge management, the visibility splays at the junction between Chalton Lane and Bilberry Avenue may have to receive further attention this Autumn; weed control of paths is an issue. The Down Farm Park Gardening Club has cleared weeds from the path alongside the sports pavilion.
To receive a preliminary report on building defects at the Sports Pavilion A list of defects had been received from the Bowls Club with regards to the pavilion and its patio paving – these would be raised with the developer in the first instance. If they would not accept liability, the possibility of making a claim against the NHBC guarantee would be investigated but members were advised that, ultimately, the cost of repairs might have to be considered by the Parish Council.

116/19TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

To receive Planning Committee minutes; The Minutes of the last meetings had been circulated and duly signed. The next planning meeting was scheduled for Tuesday 10th September

Any other reports /updates It had been reported to the Council that there were travellers in the area and the gates to Peel Park would be closed accordingly.

117/19TO UPDATE ON PROPOSALS FOR A PUBLIC ART PROJECT

In view of the length of the meeting prior to this point on the Agenda, it was agreed that this item be deferred until the next meeting.

118/19TO AGREE TO THE PURCHASE OF NAME BADGES FOR ALL MEMBERS – previously agreed in principle

It was agreed that photo name badges would be purchased for all members and staff along with two new nameplates for Chairman and Cllr Coffre

The meeting closed at 9.58 p.m.

The next meeting is scheduled for Tuesday 1st October, 2019

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

ORDERS FOR PAYMENT 

3rd September 2019

Payments made since July meeting:

PAYMENT METHOD

PAYEE

GROSS

 VAT

NETT

SERVCES

BACS

GASFIX

13483.80

  2247.30

11236.50

BALANCE FOR THE BOILER ROOM WORKS – C. CENTRE

BACS

CLANFIELD SCFOUNDATION

10000.00

 

10000.00

GRANT MADE TO THE FOUNDATION AS AGREED

August Payments

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

CASTLE WATER

     2.85

 

    2.85

SLM WATER BILL

DD

CASTLE WATER

     7.19

 

    7.19

PEEL PARK PAVILION WATER BILL

BACS

MRS DIANE DUFFY

 xxxxxxx

 

  xxxxxx

CLERKS JULY SALARY

BACS

MRS DIANE DUFFY

     85.30

 

     85.30

CLERKS JULY EXPENSES

BACS

MRS EMMA BARRITT

   xxxxxx

 

   xxxxxx

ASSISTANT CLERKS JULY SALARY

BACS

MRS EMMA BARRITT

       5.00

 

       5.00

ASSISTANT CLERKS JULY EXPENSES (TOP UP)

BACS

HMRC

   289.23

 

   289.23

PAYE AND NI

BACS

THE PEST CONTROL MAN

   115.00

 

   115.00

QUARTERLY PAYMENT FOR MOLE CONTROL (PEEL PARK)

BACS

SERENITY DIGITAL

   180.00

    30.00

   150.00

WEBSITE HOSTING

BACS

M. STANNING

   185.00

 

   185.00

PEEL PARK PAVILION CLEANING

BACS

PHS GROUP

     89.11

    14.85

     74.26

PEEL PARK PAVILION CLEANING SUNDRIES

BACS

OCS GROUP

   312.96

   52.16

   260.80

PLAY EQUIPMENT INSPECTIONS (APRIL)

BACS

OCS GROUP

   312.96

   52.16

   260.80

PLAY EQUIPMENT INSPECTIONS (JUNE)

BACS

CATALYST2

   119.99

   20.00

     99.99

EMAIL SERVICE

BACS

QLS

 3552.00

 592.00

 2960.00

GROUNDS MAINTENANCE (JULY)

BACS

QLS

 2418.00

 403.00

 2015.00

PEEL PARK FOOTBALL PITCH WORK

BACS

GODDINGTON AND ELLIOTT LTD

     42.00

     7.00

     35.00

PAYROLL SERVICES (JUNE)

BACS

GODDINGTON AND ELLIOT LTD

     42.00

     7.00

     35.00

PAYROLL SERVICES (JULY)

BACS

GODDINGTON AND ELLIOT LTD

     42.00

     7.00

     35.00

PAYROLL SERVICES (AUG)

DD

SALVUS TRUST

     24.00

     4.00

     20.00

PENSION ADMINISTRATION (9/8)

DD

SALVUS TRUST

   108.45

 

   108.45

PENSION CONTRIBUTION (9/8)

BACS

BLENDWORTH CENTRE

   468.00

   78.00

   390.00

LITTER PICKING

BACS

S. ROGERS

   156.00

  26.00

  130.00

FENCING

BACS

S. ROGERS

    72.00

  12.00

    60.00

ADDITIONAL FENCING

BACS

CLANFIELD PARISH INSTITITE

    36.00

 

   36.00

HALL HIRE

BACS

OCS GROUP

  312.96

  52.16

   260.80

PLAY EQUIPMENT INSPECTIONS JULY

September payments presented:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

BRITISH GAS

  161.18

   7.67

   153.51

P.PARK PAVILION ELECTRICITY BILL

BACS

MRS DIANE DUFFY

  xxxxxx

 

xxxxxxx

CLERKS AUGUST SALARY

BACS

MRS DIANE DUFFY

      87.10

 

     87.10

CLERKS AUGUST EXPENSES

BACS

MRS EMMA BARRITT

  xxxxxx

 

   xxxxxx

ASSISTANT CLERKS AUGUST SALARY

BACS

MRS EMMA BARRITT

        5.00

 

       5.00

ASSISTANT CLERKS AUGUST EXPENSES – MOBILE TOP UP

BACS

MRS R. CLARKE

        7.99

 

       7.99

PURCHASE OF FIRST AID KIT FOR BARN

BACS

BARRATT DEVELOPMENTS PLC

  1420.00

  236.67

 1183.33

ADDITIONAL TAPS – ST JAMES PLACE ALLOTMENTS

BACS

CIA LTD

    187.20

   31.20

    156.00

P.PARK PAVILION INTRUDER ALARM ANNUAL SERVICE SUPPORT

BACS

VIKING DIRECT

    127.76

   21.30

    106.46

STATIONARY/PRINTER INK FOR CLERK AND ASSISTANT CLERK

BACS

SERENITY DIGITAL

    180.00

   50.00

    130.00

WEBSITE HOSTING/RETAINER

BACS

M. STANNING

    138.75

 

    138.75

PEEL PARK PAVILION CLEANING

BACS

CLANFIELD BOWLS CLUB

    200.00

 

    200.00

REIMBURSEMENT FOR PLUMBING WORKS

BACS

QLS

  2172.00

  362.00

  1810.00

GRASS CUTTING/GROUNDS MAINTENANCE

BACS

CAME AND COMPANY

11679.14

 

11679.14

ANNUAL INSURANCE inc the Community Centre £5243.26

DD

SALVUS TRUST

      24.00

     4.00

       20.00

PENSION ADMINISTRATION

BACS

EHDC

   294.00

   49.00

   245.00

ADDITIONAL CHAIN LINK FENCING – PEEL PARK

BDW owe CPC £488.29 - £200 for plumbing works at the Bowls pavilion and payment of a Gas Fix bill for the remainder – it may be possible to deduct this figure from the amount owed to BDW – Clerk to review as there are VAT implications

No payment has been made to HMRC this month as the Councils account was in credit – a refund has been received and the balance due taken off so the account remains with .20p overpaid

Are all of the above payments agreed including those made by BACS

£40,000 has been transferred from Business Reserve to Current Account during July; £10,000 on 7th August

A further transfer of up to £15,000 will need to be made from B. Reserve to Current Account

All meeting minutes