Meeting minutes

Meeting details

  • Date: 3rd December 2019
  • Duration: 19:00 - 21:27
  • Location: Memorial Hall Blue Room


Meeting minutes:

146/19TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr R. Clarke

147/19TO RECEIVE DECLARATIONS OF INTEREST

Cllr D’este Hoare, Cllr Hurst and Cllr Coffre as South Lane Meadow Trustees; Cllr White as Chairman of the Patients Participation Group; Cllr Collins and Cllr Foster as members of the Bowls Club and Cllr Collins as a Director and Trustee of Clanfield Sports and Community Foundation. It was noted that these were all non pecuniary interests.

148/19TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ MONTHLY REPORTS

There were no District Councillors in attendance.

The Chairman invited County Cllr Mocatta to give his report at this point as he had to leave the meeting early.

Cllr Mocatta spoke on the EHDC Cycling and Walking Infrastructure Plan and the request for Parish Councils to submit their comments, if possible prior to the public consultation period. Proposals for Clanfield include a possible village-wide 20mph zone, “walking school”, “cycling school”, the possibility of a cycle path across South Lane Meadow and more cycle parking stands. Members were encouraged to respond as individuals as well as a co-ordinated response. The public consultation will launch on 6th January and run for 6 weeks.

A member of the public asked County Cllr Mocatta if he could find out why the Junior School railings had not yet been replaced following an accident and also if he could seek an update on what was happening with regards to de-silting the Chalton Lane pond as the works scheduled for October had been postponed. Cllr Foster raised a concern with regards to poor visibility at the New Road/ Drift Road junction. It was thought that “gateways” were to be installed in this area as part of the proposed accessibility study which had been delayed. The extension of the safety barrier on the A3 cycle path had been raised with HCC.

Cllr Collins informed the meeting that the Sports and Community Centre’s park and stride scheme with Petersgate School would commence this week.

County Cllr Mocatta left the meeting at 7.20 p.m.

149/19TO AGREE THE MINUTES OF THE LAST MEETING

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

150/19TO OPEN THE MEETING TO MEMBERS OF THE PUBLIC TO ALLOW THEM TO ADDRESS QUESTIONS TO THE PARISH COUNCILLORS

Meeting Closed 7.22 p.m.

A question was raised regarding the South Lane Meadow car park from one of the South Lane Meadow Trustees who said that he was unaware of the repair works which had been authorised by the Council. The Secretary to the Trustees would be asked to provide the Trustees with full information concerning the proposed works. Before the work commences in January, signs would be placed in the car park.

Mrs Crookshank, the Secretary of the Allotment Association addressed the meeting with regard to several allotment matters - painting the sheds and requests which had been listed at Item 11g of the Agenda for the Council’s consideration. These were requests for the Council’s consent to install bee hives, to plant a perimeter hedge and to plant 26 dwarf or semi-dwarf fruit trees. First, with regard to painting the sheds, it had been suggested that, if the Council should provide the paint, the plot holders would carry out the work themselves. Members thought that the shed suppliers should be contacted in the first instance to enquire if the sheds require painting as it was believed that the timber had been pre- treated. Secondly, with regard to bee hives, members supported the idea in principle but stated that the bees would need to belong to, and be exclusively tended by, a qualified beekeeper who is a member of the Beekeepers Association, that they should only be brought onto the site if all allotment plot holders expressed their agreement and that the Allotment Association should arrange and pay for insurance cover. Members had no objection to the Allotment Association planting a perimeter hedge around the allotment compound provided that the Allotment Association undertook to keep it pruned and tended. It was felt that this would protect the allotment plots and help to soften the appearance of the area. This work could be carried out in phases - the priority being the south facing boundary . With regard to the request to plant fruit trees on spare land within the allotment compound on the northern side, the Chairman advised Members that this (and the bee hives) would effectively prevent any future increase in the number of the allotment plots but Members felt that was a remote prospect and that the planting of fruit trees by the Allotment Association should be permitted provided that it was at no cost to the Council and, again, provided that the trees should be tended by the Association. It had been suggested that each plot holder would be invited to buy and look after a tree. All these decisions were provisional pending further information being submitted to the Council by the Allotment Association.

Meeting Reconvened 7.45 p.m.

151/19TO RECEIVE PROGRESS REPORTS

Down Farm Barn Project - feedback from analysis of public consultation, preparation for planning application and financial implications
Cllr Clarke had sent the following report: All feedback from members of the public at or following the public consultation sent to members for information – members of the Working Group had since met with the architects to discuss the comments and other matters. Precept for 2020/21: an income and expenditure projection had been prepared by Cllrs Hurst and Coffre on behalf of the Working Group and the document was forwarded to the Chairman of the F&GP Working Group for consideration in relation to the preparation of the precept and circulated to members. Repairs to the roof: the original quote of £2645.00 + VAT for the roof repairs had been approved at the last meeting, but given the length of time since the quotation was submitted – due to the (unsuccessful) s106 application timescale, the contractors had advised that there would be a slight increase to £2737.00 + VAT – it was RESOLVED that this be accepted and the work would go ahead.

St James Place (Down Farm Park) - Proposed transfer of Phases 2 and 3 and autumn hedge management
The Chairman reported that the planting work was currently being carried out by the developers’ landscape contractors and would continue until late February 2020 – the outstanding planting had now been completed on Phase 1; There were 2/3000 new plants to go in close to the top (eastern) boundary of the site by the brambles which had been cut back to facilitate this planting. The Phase 2 transfer documents had now been received by the Parish Council’s solicitors and it was anticipated that the transfer would complete around the end of February 2020. On that basis, he advised that draft tenancy agreements could be issued to prospective allotment holders who should be able to gain access to their plots in March. It was suggested that the allotment holders should maintain the grass paths between plots. This was agreed and the draft allotment tenancy agreements would be amended immediately for plots 27-51 and that the same amendment should be considered for plots 1-26 when those existing tenancies are renewed as from 1st October 2020; the Parish Council own a mower and it was possible that this could be used to keep the paths tidy. With regard to Phase 3 (the junior football pitches), the Chairman reported that the developers would be carrying out further remedial works as the pitches were not considered fit for purpose and the Parish Council would not accept them until they were. The Chairman also noted that the outer side of the Chalton Lane hedge had been cut back by the Parish Council’s contractors and the invoice had been paid by the developers – the inner side would be cut next autumn - the payment from the developers had included the cost of that future work.

Public Art Project – arrangements for public meeting and funding applications
A public meeting has been arranged for 24th January, 2020 at 6.30 for 7.00 p.m. in the Memorial Hall. Applications for funding to cover the cost of the Feasibility Phase of the project were being made to the District and County Councillors. A press release would be prepared and published before Christmas and a leaflet drop was also being planned.

2020 Young Peoples Summer Activities – arrangements for consultation with young people and formation of a Steering Group
A drop in event was being arranged for Saturday January 18th January between 11 a.m. and 1 p.m. at the Sports and Community Centre for young people to identify the activities that they would like to be included in the programme. It was hoped that some of the young people may wish to join a Steering Group that would be formally constituted after the meeting. The Steering Group would focus on the arrangements for the Summer Activities and funding applications to cover the cost.

152/19TO RECEIVE CORRESPONDENCE LIST

Update from Mrs Amey regarding the Pop up tearoom / horsebox
An email via the website reporting the poor condition of the SLM car park – duly responded
Email received regarding the poor state of the Clanfield pond – duly responded
Thank you letter from St James Church for funding to help to maintain the churchyard
Transfer of Contract from OCS Group to PHS
EHDC – Local Cycling and Walking infrastructure Plan – comments to be submitted by end of January 2020; Get Active; Hitting the cold spots; Funding Information; Tree Planting Programme
HCC – Hampshire 2050 Commission of Enquiry (Cllrs Bannell, Coffre, Collins and Foster registered to attend on 9th January 2020); Annual Vegetation Cutting – any public footpaths requiring cutting need to be reported to HCC by 15th January, 2020 (up to 5 paths)
HALC – Consultation : Strengthening police powers to tackle unauthorised encampments – comment to be submitted by 19th February 2020; Grievance and Disciplinary Arrangements Revised Nov 2019; S137 payments - £8.32 per elector
SLCC – Election guidance – purdah etc
SDNP – Town and Parish Workshops; Community infrastructure Grants; November Newsletter
- Volunteer Conservation Fund 2020
Request to support the local Electricity bill
The Chairman had received a letter from the National Grid informing him that there would be work carried out to the pylon cables during 2020.

153/19FINANCE

To receive the December financial statement
The December financial statement had been duly circulated showing a closing balance of £224809.91. It was RESOLVED that the statement be duly accepted.

To receive and agree Orders for Payment Cllr Foster reported that there was a discrepancy on the list therefore the Orders for Payment were not agreed – the adjustments would be made and the Orders ratified at the next meeting.

To receive the notes from the F&GPWG meeting held on 26th November including the brief for the 2019/2020 property valuations and matters relating to the preparation of the 2020/2021 precept
The notes from the meeting had been circulated and were duly accepted. Cllr Foster reported that the outlook
for reserves was in the region of £119,000 a full report would be submitted to the extraordinary meeting
scheduled for 16th December. Members approved the brief which the Chairman had prepared in relation to the
valuations that the Parish Council requires on several of its properties during this financial year and it was
agreed that fee quotations should now be sought from professional firms for report to the Extraordinary
Meeting on 16th December.

To agree to the release of precepted funds for the upkeep of St Michaels Churchyard, Chalton
A letter had been received requesting funding for the upkeep of St Michael and All Angels churchyard – the sum of £350.00 had been precepted and it was RESOLVED that the funds be released.

To consider a grant application from Victim Support for the sum of £200
A representative had been invited to the meeting but no-one was available to attend; therefore this item was deferred until the February meeting.

To consider Youth Council initiative and potential financial implications
Cllr Coffre had produced a “plan of action” for consideration with regards to progressing the formation of a Youth Council. Two events would be held during next year when it was hoped that young people would wish to become involved. Members agreed that this be progressed and that an amount of £1,200 be precepted for the initial costs i.e. advertising, hall hire etc.

154/19GROUNDS MAINTENANCE CONTRACT

To receive a report on the Tender procedure and progress towards the appointment of a Contractor from 1st April, 2020
The Chairman reported that five tenders were received. One was subsequently withdrawn. The submitted tenders differed considerably in price. Two contractors were interviewed the previous week and they had both been asked to review their costings for Down Farm Park by the end of this week. It was hoped that a recommendation for an appointment to be made would be presented to the Extraordinary Meeting of the Council on 16th December.

155/19VENUE FOR PARISH COUNCIL MEETINGS

To consider a suggestion from a member of the public to change the venue for some, or all, Parish Council Meetings to the Clanfield Sports and Community Centre
This matter was put on hold as it was reported that some vendors have requested regular Tuesday evening bookings at the Centre

156/19PROPERTY MANAGEMENT:

To receive a verbal report from the PMWG meeting held on 2nd December
The Chairman reported that the first part of the meeting had been attended by representatives from Clanfield Football Club at the invitation of the Working Group. The Football Club’s future plans had been discussed and it was noted that the Club wishes to continue using the Parish Council-owned pitches in the foreseeable future. The terms of the Licence relating to Peel Park would be reviewed in 2020 and a new Licence agreement would need to be negotiated for the Football Club’s use of the junior pitches at Down Farm Park (St James Place, Phase 3). In order to assist with the Football Club’s budgeting, the licence terms would be negotiated in March rather than September. There was discussion regarding storage space both at Peel Park and Down Farm Park – girls football is becoming more popular and the Football Club may need to use the ladies changing room in the Peel Park pavilion which was currently used for storage, some of which was Council property. Recent complaints concerning the condition of the pavilion after Football Club use and issues relating to security with lights being left on and doors unlocked had been discussed and the Football Club representatives assured the Working Group that managers would be reminded of their responsibilities. It had been mentioned by the Football Club that the pavilion door locks and hinges required attention and the lock to the gents toilet in the hospitality area was broken and it had been agreed that the Council will look into these matters. The Football Club had asked if it would be possible to store goals, chained together, in the open at Peel Park instead of having goals that have to be taken apart before the posts and crossbars can be stored? On this, the Club had been invited to submit a formal request to the Parish Council for consideration. The Working Group had mentioned that one of the Football Club’s teams had started to train on the bottom field at Windmill View without Parish Council consent but the Football Club explained that it was not a team that is fully affiliated to the Club.

Clanfield Sports and Community Centre – report on application for Landlord’s consent for Tenant to grant a Licence to a third party for use of tennis courts
An application had been received from the tenant requesting permission to grant a Licence to a third party for the use of the tennis courts – the request had required immediate attention and the permission had been duly granted. Cllr Collins thanked the members for their swift attention to this request.

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.
The Chairman reported that he understood that draft documentation had been received by the Council’s solicitors and would be sent to him for review shortly. The outstanding landscaping works on the Phase 1 area were nearing completion. The noticeboard would be sited around 6 metres to the east of the gate into the car park next to the Bowls Club and would be available for Parish Council use.

Clanfield Bowls & Sports Club – update on remedial works
The issue with the bowls carpet has still not been resolved despite having been rolled by the suppliers who were contractors to the developers during the construction of this facility. The developers have accepted that this is their responsibility to remedy. However, the problem with the patio drainage had been rectified but the damaged seals on the bottom of the adjacent folding doors still had to be replaced.

Peel Park – update on repair of play equipment
A quotation had been received to carry out repairs to the handle of the rocker - £449.00 + VAT – Cllr Foster offered to see if he could resolve this himself. The fire alarm had been tested and a report on the system was awaited; trees had been trimmed back by the CCTV cameras at the play area and skate ramp.The exterior lights to the pavilion need to be reviewed; the pavilion requires painting and the kitchen needs refurbishment - funds for this would be allocated in next year’s budget. The 20 year old boiler may need replacing at some point but Cllr Foster would view the plans which had been produced some time ago for renovations to the pavilion which would impact on the position of the boilers etc.

Windmill View – update on tree and hedge replacement works
The six dead and vandalised trees had now been replaced and the line of the hedge around the bottom field had been weeded in preparation for the new hedging which would be planted before Christmas. The Chairman reported that the Residents Associations had invited District Councillors to visit both Windmill View and St James Place to view the developments and to discuss the problems that had occurred and the suggestion had been made that some of the 120,000 trees available to EHDC might be planted there on Parish Council land. The Parish Council had not been invited to that meeting but the Chairman and Clerk have been asked to attend a meeting with District Cllr Evans. Whilst accepting that the planting of trees was generally to be encouraged, Members were very concerned about the potential cost of maintenance as experience had shown that keeping young trees alive in the chalk soil was difficult and costly in terms of the watering that is required during periods of dry weather. The prospect of maintenance funding from EHDC would need to be discussed at the proposed meeting. 

Windmill View (Plots 1-26 Down Farm Park Allotments) - to consider requests from Clanfield Allotment Association for permission to (1) keep bees; (2) plant a hedge around the perimeter of the allotments site and (3) plant up to 26 fruit trees on land within the allotment site.
As stated in the Open Session of the meeting the requests from the Allotment Association were agreed in principle pending further information

South Lane Meadow – including estimates for car park resurfacing and drainage
The minutes from the November Trustees meeting had been circulated; it was anticipated that the car park resurfacing works would commence during the first week in January; Cllr D’este Hoare had visited Rowlands Castle where they have outdoor gym equipment as the Trustees were looking at the possibility of either replacing the existing play equipment at South Lane Meadow or providing additional equipment by way of an outside gym. It was considered that the existing equipment should be looked at to see what needs to be done. It was considered that South Lane Meadow may not be the right place should gym equipment be required in the Parish – the cost of which would be in the region of £10,000.

Green Lane / Storrington Road – tree surgery work completed.
The tree works had been satisfactorily completed.

157/19TO 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 10th December. The F&GPWG would meet after the planning meeting to consider the draft precept which would need to be agreed at the Extraordinary Meeting of the Council on 16th December as the precept request had to be submitted to EHDC by 31st December.

Any other reports / updates
Cllr White had submitted a report to members as Chairman of the Patients Participation Group and added that the phlebotomy service operates in the Clanfield surgery on Tuesday mornings, Wednesday afternoons and Friday mornings. The planning application for the alterations to the surgery had been submitted to EHDC and would be discussed at the Parish Council’s Planning Committee next week. Cllr Foster had attended the HALC Executive Board meeting and the EHAPTC meeting and his reports had been circulated to members. The Chairman, Cllr Collins and Cllr Foster had attended a meeting with 2 senior officers from the EHDC Finance Department to learn how the band D calculations were carried out. It was a very informative meeting and the Council was now in a better position to explain the precept to residents.

ORDERS FOR PAYMENT 12th DECEMBER 2019

Payments made since the November meeting

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

D. CARD

FOREST TRAFFIC

  372.00

    62.00

  310.00

TRAFFIC CONTROL FOR THE GREEN LANE TREE WORKS

D. CARD

AMAZON

  111.37

    13.68

    97.69

PURCHASES MADE FOR THE ANNUAL CAROL SERVICE

BACS

R. BEAZLEY

    78.13

 

    78.13

REIMBURSEMENT FOR PURCHASES MADE FOR THE CAROL SERVICE

BACS

COMMUNITY FIRST

  160.00

 

   160.00

TWO MEMBERS ATTENDANCE ON 1ST AID COURSE

BACS

COMMUNITY FIRST

    20.00

 

     20.00

ONE MEMBERS ATTENDANCE ON COURSE

BACS

D C MATTHEWS

    45.00

 

     45.00

ELECTRICIAN TO ATTEND THE CCTV CAMERA AT PEEL PARK

D. CARD

CREATIV CO

    38.81

      6.47

     32.34

CAROLS SERVICE PURCHASE

BACS

BUTSER FARMS LTD

  400.00

    66.67

   333.33

HEDGE CUTTING SJP

BACS

GASFIX

  165.00

    27.50

   137.50

PEEL PARK PAV. BOILER SERVICE

D. CARD

RADAR KEY CO.

    38.99

     6.50

     32.49

PURCHASE OF RADAR PADLOCK AND 2 KEYS

BACS

EHDC

 104.40

   17.40

     87.00

GRAFFITI REMOVAL – SKATE PARK

BACS

EHDC

 119.64

   19.94

     99.70

GRAFFITI REMOVAL – PEEL PARK

DD

BRITISH GAS

   10.00

 

     10.00

ALLOTMENT BUILDING ELECTRIC MONTHLY DD

DD

BRITISH GAS

   42.79

     2.04

     40.75

PEEL PARK PAV. GAS BILL

 

December payments presented:

DD

BRITISH GAS

    190.96

    9.09

   181.87

PEEL PARK PAV. ELECTRICITY BILL

BACS

MRS DIANE DUFFY

   xxxxxx

 

  xxxxxx

CLERKS NOVEMBER SALARY

BACS

MRS DIANE DUFFY

      79.00

 

     79.00

CLERKS NOVEMBER EXPENSES

BACS

MRS EMMA BARRITT

   xxxxxx

 

   xxxxxx

ASST. CLERKS NOVEMBER SALARY

BACS

MRS EMMA BARRITT

        5.00

 

       5.00

ASST. CLERKS NOVEMBER EXPENSES – mobile top up

BACS

HMRC

    289.43

 

   289.43

PAYE AND NI

BACS

SERENITY DIGITAL

    180.00

   30.00

   150.00

WEBSITE HOSTING

BACS

GOSSINGTON AND ELLIOTT

      42.00

     7.00

     35.00

PAYROLL ADMINISTRATION NOVEMBER

BACS

OCS

    312.96

   52.16

   260.80

PLAY EQUIPMENT INSPECTIONS – SEPT/OCT

BACS

CLANFIELD PARISH INSTITUTE

    118.12

 

   118.12

HALL HIRE inc. extra booking (Crimea Barn)

BACS

CIA

    393.60

   65.60

   328.00

CCTV SERVICE AGREEMENT (1/12/19 TO 30/11/20) PP PAV

BACS

SOUTHERN FIRE PROTECTION

    187.20

   31.20

   156.00

SERVICE OF PP PAVILION FIRE ALARM SYSTEM

BACS

RIALTAS

    145.20

   24.20

   121.00

ALPHA SOFTWARE MAINT/SUPPORT

BACS

SLCC

   202.00

 

   202.00

ANNUAL RENEWAL - SOCIETY OF LOCAL COUNCIL CLERKS

BACS

M. STANNING

   185.00

 

   185.00

PP PAVILION CLEANING

5622

ST MICHAELS AND ALL ANGELS

   350.00

 

   350.00

PRECEPTED AMOUNT FOR CHURCHYARD MAINTENANCE

BACS

M. WHITE

     45.82

 

     45.82

TRAVEL EXPENSES AND PRINTER INK

DD

SALVUS TRUST

     24.00

     4.00

     20.00

PENSION ADMINISTRATION (6/12/19)

BACS

R. BEAZLEY

   109.20

 

   109.20

CAROL SERVICE PURCHASES

 

All meeting minutes