Meeting minutes

Meeting details

  • Date: 5th November 2019
  • Duration: 19:00 - 21:24
  • Location: Memorial Hall Blue Room


Meeting minutes:

134/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr D. Harris

135/19TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare, Cllr Clarke, Cllr Hurst and 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; Cllr Collins and Cllr Foster for agenda item 10 concerning the Bowls Club – these were all non pecuniary interests

136/19TO AGREE THE MINUTES OF THE LAST MEETING

The minutes of the meeting held on 1st October 2019 had been circulated. It was RESOLVED that they be duly signed as a correct record.

137/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH

Meeting closed at 7.02 p.m.
Mr Trippick asked if there were plans to supply a defibrillator at the Down Farm Park sports pavilion. He explained that the Bowls club have a committee member who is a first responder. Cllr Williams confirmed that this is planned for the next financial year – the Bowls Club would be asked to agree a suitable position for the defibrillator to be fitted so that it has an electricity supply and it is accessible at all times of the day and night to the public.
Meeting reconvened 7.04 p.m.

138/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS MONTHLY REPORTS

Apologies were received from District Councillor Moon
As there were no County or District Councillors present at this point in the meeting, the Chairman deferred this item until later.

139/19TO RECEIVE PROGRESS REPORTS:

Down Farm Barn Project
Cllr Clarke had submitted a report – leaflets and flyers advertising the consultation event held on 2nd November had been delivered to village households – the event was very successful and a number of comments and suggestions had been received. The feedback from the event required analysis and discussion within the working group and with the architects prior to the preparation of the planning application.
Cllr Clarke also reported that the applications that had been submitted to EHDC for s106 funds for the roof and gate / fence repairs had been unsuccessful as the works had been classified as maintenance and, therefore, were not eligible. During the 10 week waiting period for this decision, the roof had deteriorated. Cllr Clarke asked the Council to approve the expenditure of £2645 + VAT for immediate repairs adding that there may be a small increase in this cost due to the lapse of time since the date of the quotation (June 2019) – this was duly proposed and RESOLVED. The gates also required attention – there was a pending quotation of £745.00 + VAT – Cllr Foster offered to see if he could assist with securing the gates; otherwise the contractor would be contacted to see if the quotation was held and, if considered necessary, works to the gates would be carried out – duly RESOLVED.

St James Place (Down Farm Park) - Proposed transfer of Phases 2 and 3 and Autumn hedge management
The Chairman reported that there was a lot of landscaping work underway by the developer’s contractor on the Phase 2 land. There had been an issue relating to the landscaping belt inside the top, eastern boundary which had been resolved at a site meeting with the developers and officers of EHDC earlier in the day. It had been agreed that, for ecological reasons, only part of the strip of brambles would be removed with an ecological watching brief in place. It had also been agreed that the landscaping belt on that side of the overall site should not encroach further than originally intended into the meadow area. Cllr D’Este Hoare observed that the restricted bramble removal would leave the Council with a bigger future land management problem than otherwise but the Chairman explained that, if the Council had insisted on the complete removal of the brambles, the developers would have needed to obtain new ecological licences as those that they had previously had expired and, inevitably, that would have caused several months’ further delay to the transfer. It was a compromise solution, given the circumstances, and the retention of some of the brambles would assist the security of the land.

The Chairman added that he understood that the developer’s solicitor had been authorised to release the draft transfer document for the Phase 2 area and this was expected soon. However, owing to the extent of the landscaping work which still had to be done, it was unlikely that the transfer would be completed until the New Year.

With regards to the Phase 3 area (which comprises the two junior football pitches), there were considerable remedial works still to be undertaken.

In order to keep the St James Place (Down Farm Park) residents informed about the progress of the landscaping works and the necessity to close some open spaces areas which have been open for public use to allow the work to be carried out, a joint statement had been issued by the developer and the Council and the developer would be supplying and installing a noticeboard for updates. The notice board would eventually be handed over to the Parish Council.

The Council’s contractors would be cutting the Chalton Lane hedge this week – the cost of this to be borne by the developer.

Possible crossing point in Green Lane – opposite the Sports and Community Centre
Parish Council representatives had met with officers from Havant BC and HCC and County Cllr Mocatta to discuss the possibility of an entrance and crossing point being installed from Green Lane to the new play area. It had been agreed that a suitable point was where there was an old gate in the hedgerow. A pathway would be formed from there to the existing tarmac path above the play area which links into the Centre. A dropped kerb would be installed with a section of tactile surfacing – hopefully this would be progressed in the near future. The works to the trees is scheduled for this Friday – the contractors were asked to carry out some extra work to the hedge row by the gate whilst on site.

Public Art Project
The Chairman reported that this project is progressing – a draft programme has been produced and a public meeting is being scheduled for January. The estimated cost of a feasibility study was £2,000 – Councillors grants would be applied for. It was envisaged that there could be three phases to the project - an open air art gallery on the fence to the barn site (the work could be moved to become a permanent feature of the gardens when the barn is restored and the fence is removed), a permanent piece of sculpture on the barn site at the junction between Chalton Lane and Green Lane and a larger piece of permanent artwork which the present generation of Clanfield residents could be really proud of whilst leaving space for future generations to add their own contributions in the future. It was noted that the Parish Council has large areas of land where such a distinctive current and future feature for the village could be sited. All these initial ideas would be subject to community input.

At this point of the meeting, County Cllr Mocatta, who had arrived during the previous item, was invited to address the meeting. County Cllr Mocatta spoke in his capacity as a District Councillor on the Local Cycling and Walking Plan document which had been sent to the Parish Council for comment prior to the public consultation period due for January 2010 – it was designed to encourage people to walk and cycle and get residents involved. It was hoped that any local walking and cycling groups would be consulted. Cllr Coffre volunteered to collect any feedback. Gosport have produced a plan and it was hoped that EHDC will be the second District Council to do so. Cllr Collins reported that the Sports and Community Centre car park was to be used for “park and stride” to Petersgate School. Homelessness in the District was also reported – a proposal for pods in a hall in Whitehill/Bordon had met with opposition.

140/19TO RECEIVE CORRESPONDENCE LIST

Consultation regarding the removal of public payphones. Letter regarding possible removal of BT payphones/boxes – this was discussed and it was considered that the boxes should be retained but the Parish Council would not like to take any responsibility for them or adopt them;

South of Butser Speedwatch – request for clarification of grant (£1000) possible consideration of increase to cover VAT – it was decided that the cost would be increased to include VAT if necessary;

Came and Co (Parish Council’s insurance brokers) – Training events /Intra group reorganisation;

Council Matters which includes guidance regarding tree surveys;

2020 iGas community fund launched; Dale Valley Training Course Information: Lantra Awards Basic Tree Survey & Inspection Course – 22/11/19;

Striped Lychnis - Rare moth in your parish;

EHDC – Lets Talk; Volunteering event at the Allen gallery; National Lottery 25 Birthday Celebration;

Parish Precept workshop – band “D” equivalent – Chairman and Cllrs Collins and Foster attending on 21st

November; Business East Hants Bulletin; Wheels to Work Scheme; Tree Warden Training;

HCC – drainage works to the Chalton Lane pond were due to take place w/o 28th October but were subsequently cancelled; Countryside service newsletter;

Vision for Hampshire 1050 – Parish Council event invite – Chairman, Cllrs Collins, Foster and Coffre have expressed an interest in attending;

HALC – ebriefings: Independent Review Into Local Government Audit - Call for Evidence; Village of the Year Results; NALC AGM; HALC AGM – Cllr Foster is attending; Introduction to Appraisals course; Managing People in local councils;

SDNP newsletter/Trust Lottery;

CPRE – fracking campaign win/monthly news.

141/19TO Windmill view - sports and community centre - authority to seal / sign Contractor's Deed of Warranty

The Chairman reported that the Contractor’s Deed of Warranty had finally been received in respect of the Sports and Community Centre at Windmill View. It was agreed that the document would be sealed and signed by the Chairman and Cllr Foster – duly carried out. Completion of the Warranty Deed would take place when all other parties - Reilly Construction Limited, BDW Trading Limited and Bovis Homes Limited - had signed.

142/19FINANCE:

To receive the November financial statement
The November financial statement had been duly circulated showing a closing balance of £234,758.51. It was RESOLVED that the statement be duly accepted. It was confirmed that all the rents for Plots 1-26 at the Down Farm Park (Windmill View) allotments, which had been due on 1st October 2019, had been received.

To receive and agree Orders for Payment
Payments totalling £3,215.61 had been issued since the last meeting and payments totalling £8,907.57 were presented for payment. It was RESOLVED that all payments would be duly paid/accepted. The orders for payment would be attached to these minutes.

To receive a report on the result of the applications for S106 funds
Cllr Foster reported that some of the applications for s106 funding had been approved but all were pending the Down Farm Park (St James Place) Phase 2 transfer. Further projects would be submitted when the next round of s106 funding was made available. County Cllr Mocatta stated that next time applications were made the EHDC Communities Team would work closely with the applicants. It was stated that the criteria for funding required clarification/definition. A question was raised regarding possible community groups mailing list.

To note the next FGPWG meeting scheduled for 26th November
The working group are scheduled to meet on 26th November to produce a draft precept to be submitted at the December meeting.

To receive a report on the half year Internal Audit
The half year internal audit had been completed and there were no matters to raise.

To agree to the release of precepted funds for the upkeep of St James churchyard
A letter had been received requesting funding for the upkeep of St James church – the sum of £350.00 had been precepted and it was RESOLVED that the funds be released.

143/19CLANFIELD BOWLS & SPORTS CLUB:

To consider an application from the Bowls Club for permission to form an additional lockable gate in the perimeter fencing on the northern side of the bowling green.
An application had been received from the Bowls Club requesting permission to install an additional gate in the perimeter fence – in accordance with the Clause 23(i) of the Lease permission had to be applied for – after consideration it was RESOLVED (one member against) that a gate could be installed in the northern fence providing that it is matching in both size and material to the existing and is installed in a good and workmanlike manner.

To consider an application from the Bowls Club to use adjacent Parish Council land for occasional social events including BBQ’s.
An application had been received from the Bowls Club for the use of Parish Council land (outside the perimeter fence of the land leased to the Bowls Club) for social events, including BBQ’s possibly once or twice per year. The Chairman informed the meeting that, under the terms of the transfer, the land in question is designated as open space and should be available for the use of all residents. Therefore, the Bowls Club could not have exclusive use of the land for their social events. Members raised concerns with regards to this request and it was decided that the matter should be deferred until February/March 2020 to allow further consideration.

To receive a report on snagging issues and other repairing problems notified by the Bowls Club.
There were three issues - two relating to the sports pavilion and other concerning the bowling green. With regard to the sports pavilion, the issue concerning the defectively operating solenoids had been resolved by the developer’s contractor who had been helpful in explaining how the system worked to members of the Bowls Club. A developer’s representative was due to visit on Thursday of this week to inspect the problem of the bi-fold doors snagging on the patio surface; the bowling green “carpet” has issues with regards to rippling and an uneven surface. It was considered that this issue needed to be addressed by the developers as the carpet installers were their contractors. via the developer. The Chairman would continue to chase for this to be resolved.

144/19PROPERTY MANAGEMENT:

St James Place (Down Farm Park) - Phase 1 - update on rectification of Title boundary issues, landscaping works and report on the provision of a noticeboard.
Draft legal documentation was still awaited from the developer’s solicitors to rectify the errors that had occurred with the Phase 1 transfer. The developer’s landscaping contractors were now carrying out the remedial work that is required to the Phase 1 landscaping and for which the developer is responsible by virtue of the terms of the Phase 1 transfer. The provision of the noticeboard had been covered earlier in the meeting. It was envisaged that it would be sited on the right hand (uphill) side of the entrance gate to the car park on the Columbine Way frontage.

Peel Park – update on play equipment and removal of offensive graffiti.
The graffiti had been removed – there was now a supply of removal sheets stored in the pavilion. There was an issue with the CCTV camera’s electricity source at the Skate ramp – Emma Barritt (Assistant Clerk / Open Spaces Officer) was meeting an electrician the following day – he would also be asked to advise on the pavilion’s security lights as they were not satisfactory. The moss on the pavilion roof requires removal and the guttering needs clearing.

Windmill View - tree and hedge replacement works scheduled to commence on 18th November.
The weeding and digging work in preparation for replanting the hedge around the periphery of the bottom field commenced the previous week and the six new trees (two for the bottom field and four for the top field at Whiteland Way) would be planted the w/o 18th November. The contractors had commented that there may be a need for some extra hedge plants as more had died since the original assessment (on which the contractor’s quotation had been based) had been undertaken.

South Lane Meadow – including estimates for car park resurfacing and drainage.
Two quotes had been received for works to the car park surface – a third was in the process of being obtained. If the contractor did not come forward/submit a quote then it was agreed that the lower quote so far received for £2,200 + VAT be accepted.

Green Lane / Storrington Road – tree surgery scheduled for 8th November.
The road closure had been arranged and work was due to be carried out on Friday 8th November.

Grounds Maintenance Contract - to note the progress of the Tender procedure.
The date for submission of tenders was noon on 18th November. The Chairman, Cllr White and the Clerk would meet on the afternoon of the 18th to carry out the process of opening the tenders – electronic copies would be opened later that afternoon. Between the 18th and 22nd November Cllr Foster along with the Chairman and Cllr White would review the tenders and produce a list of tenderers for interview; letters would then be sent individually to those tenderers with interviews taking place on 28th November. A report would then be made to the Property Management Working Group on 2nd December and then, provided that a recommendation for an appointment could be made by then, to the full Council at the December meeting.

To note the next PMWG meeting scheduled for 2nd December.
It was noted that the working group is scheduled to meet on 2nd December

145/19TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

To Receive Planning Committee Minutes
The Minutes of the most recent meeting had been circulated and duly signed. The next Planning Committee meeting was scheduled for Tuesday 12th November

Any other reports / updates
Cllrs White and Collins had recently attended a Community First 1st Aid course

The meeting closed at 9.24 p.m.

The next meeting is scheduled for Tuesday 3rd December, 2019.

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

ORDERS FOR PAYMENT

5th November 2019

Payments made since October meeting:

PAYMENT METHOD PAYEE GROSS VAT NETT SERVICES
BACS CLANFIELD BOWLS CLUB 50.00   50.00 50% OF THE HALC AWARD AS AGREED
BACS xxxxxxx 30.00   30.00 REFUND OF ALLOTMENT DEPOSIT
BACS BLENDWORTH CENTRE 468.00 78.00 390.00 LITTER PICKING
D. CARD PETERSFIELD POST 169.54 28.26 141.28 PUBLIC NOTICE FOR GROUNDS MAINTENANCE
BACS DALES 450.00 75.00 375.00 WORK TO THE BOWLS GREEN - late invoice
BACS JETO LTD 1596.00 266.00 1330.00 ASBESTOS REMOVAL agreed Oct - payment released
BACS BEAVER TOOL HIRE 174.60 29.10 145.50 HIRE OF NIFTY LIFT FOR PEEL PARK PAV. CCTV MAINT
BACS BUTSER FARMS LTD 129.60 21.60 108.00 HEDGE CUTTING - STORRINGTON ROAD PLAY AREA
BACS VIKING 147.87 14.48 133.39 STATIONARY/STAMPS/PRINTER INK

November payments presented:

BACS MRS DIANE DUFFY xxxxxxx   xxxxxxx CLERKS OCTOBER SALARY
BACS MRS DIANE DUFFY 79.90   79.90 CLERKS OCTOBER EXPENSES
BACS MRS EMMA BARRITT xxxxxx   xxxxxx ASST. CLERKS OCTOBER SALARY
BACS MRS EMMA BARRITT 5.00   5.00 ASST. CLERKS OCTOBER EXPENSES
BACS HMRC 289.23   289.23 PAYE AND NI
5618 HORNDEAN TECHNOLOGY COLLEGE 200.00   200.00 DONATION FOR XMAS LUNCHEON AS AGREED
5619 P. REYNOLDS 480.00   480.00 INTERNAL AUDIT SERVICES (1/2 YEAR)
BACS QLS 1866.00 311.00 1555.00 GROUND MANTENANCE
BACS QLS 738.00 123.00 615.00 LATE INVOICE DATED 140119 - WOOD CHIP IN SLM GATEWAYS AND ERECTING AND REMOVAL OF XMAS TREE
BACS JOHN BANNELL 40.00   40.00 BOXING TASTER SESSION - REIMBURSEMENT
BACS SERENITY DIGITAL 180.00 30.00 150.00 WEBSITE HOSTING AND RETAINER
BACS G. ANDREWS 150.00   150.00 ALLOTMENT SHED REPAIRS - STORM DAMAGE
BACS G. ANDREWS 200.00   200.00 REPLACE ROTTEN STEPS - PEEL PARK ENTRANCE
BACS G. ANDREWS 158.00   158.00 REPLACE FAULTY TIMER SWITCH - P.P. PAVILION
D. CARD GLASSTEC 99.84 16.64 83.20 REPLACEMENT WINDOW - PEEL PARK PAVILION
BACS GOSSINGTON AND ELLIOTT 42.00 7.00 35.00 PAYROLL MANAGEMENT
BACS COMMUNITY HEARTBEAT TRUST 104.40 17.40 87.00 REPLACEMENT PADS FOR MEMORIAL HALL DEFIB
BACS PETAPRINT 300.00   300.00 DOWN FARM BARN LEAFLETS PRINTING
BACS PETAPRINT 135.00   135.00 DOWN FARM BARN FLYERS
BACS PLAYSAFE PLAYGROUNDS 60.00 10.00 50.00 HANDLE FOR TRIO ROCKER
BACS OCS 312.96 52.16 260.80 PLAY EQUIPMENT INSPECTIONS
BACS THE PEST CONTROL MAN 115.00   115.00 QUARTERLY CHARGE FOR PEEL PARK MOLE PREVENTION
BACS EHDC 136.66 22.78 113.88 GRAFFITI REMOVAL TUBS
DD CASTLE WATER 37.21   37.21 SLM WATER BILL
DD CASTLE WATER 47.61   47.61 PEEL PARK WATER BILL
BACS BLENDWORTH CENTRE 374.40 62.40 312.00 LITTER PICKING
DD SALVUS TRUST 24.00 4.00 20.00 PENSION ADMINISTRATION (8/11)
DD SALVUS TRUST 108.45   108.45 PENSION CONTRIBUTION
BACS M. STANNING 185.00   185.00 PAVILION CLEANING
5620 ROYAL BRITISH LEGION 50.00   50.00 WREATH AND DONATION
5621 ST JAMES CHURCH PCC 350.00   350.00 CHURCHYARD MAINTENANCE
All meeting minutes