Meeting Minutes

Meeting details

  • Date: 21st April 2020
  • Duration: 19:00 - 20:00
  • Location: Cisco WebEx


Meeting minutes:

to be signed when lockdown has lifted

34/20TO NOTE THAT THE MEETING IS BEING HELD IN ACCORDANCE WITH THE LOCAL AUTHORITIES AND POLICE AND CRIME PANELS (CORONAVIRUS) (FLEXIBILITY OF LOCAL AUTHORITY AND POLICE AND CRIME PANEL MEETINGS) (ENGLAND AND WALES) REGULATIONS 2020

Duly noted

35/20TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr R. Clarke

36/20TO RECEIVE DECLARATIONS OF INTEREST

No interests were declared with regard to items on the agenda

37/20TO AGREE THE MINUTES OF THE MEETING HELD ON 3rd MARCH 2020

The minutes of the meeting held on 3rd March had been circulated and it was RESOLVED that they were an accurate record. It was agreed that they should be published on the website immediately and that the Chairman would sign a printed copy when the current pandemic restrictions are lifted.

38/20DELEGATION OF DECISIONS BETWEEN MEETINGS

To consider, and if thought fit to pass, a Resolution to the effect that any decision which is required to be made between meetings and during the period of the current Coronavirus Regulations with regard to the operation of, or development of, any aspect of the Council’s work be delegated to the Clerk to the Council in consultation with two Councillors one of whom shall normally be the Chairman unless indisposed.

Members considered this and it was duly RESOLVED that it should be accepted – with regards to financial decisions it was RESOLVED that expenditure up to £1000 could be delegated to the Clerk in consultation with the Chairman; expenditure up to £5000 in consultation with the Chairman and Cllr Foster and/or other members of the Finance and General Purposes Working Group during the period of lockdown.

39/20OPEN FORUM 7.12 p.m.

There were no members of the public in attendance

MEETING RECONVENED 7.13 P.M

40/20FINANCE:

To receive the March financial statements

The March statement showing the balance at the year end had been circulated to members – the closing balance as at 31st March 2020 stood at £146202.96. It was RESOLVED that the statement be accepted.

The Clerk had produced the computerised accounts in preparation for the internal audit and a copy had been sent to Cllr Foster for his review. The internal audit would be carried out remotely and the clerk was waiting for further instructions from the internal auditor. With regards to the external audit there is an extension to the dates for publication etc. all to be completed by 1st September, although the Audit statements will have to be made at a meeting prior to the 31st August

The Chairman was completing the update to the Asset Register ready for the audit. This would be based on the recent property valuations. It was agreed that the communal allotment shed at Whiteland Way should be shown as having a nil asset value as it forms part of the Open Space, Allotments, LEAP and MUGA which had been professionally valued at “nil” in 2018 on the grounds that the land had a restriction for open space uses and the expenditure on maintenance outweighed income. Applying the same criteria, Members agreed that the barn at South Lane Meadow should also have an asset value of nil.

To receive and agree Orders for Payment

The Orders for payment had been previously circulated. Payments since the last meeting (March) totalled £12173.94 and payments made in April (up to 15th April) totalled £5501.30 including, as previously agreed, the Fit Tariff payment received from SSE on the Sports and Community Centre which had been transferred to Clanfield Sports and Community Foundation (the Foundation) as it was always intended that the Foundation would be the recipient of the FiT income from the solar panels on the roof of the Centre. It was RESOLVED that the Orders for Payment be approved. They would be signed when the current pandemic restrictions have been lifted.

41/20CLANFIELD SPORTS AND COMMUNITY CENTRE:

To receive an update on the review of the long term operation of the Centre

The Chairman reported that the review was still ongoing.

To consider, and if thought fit to approve, writing off invoices totalling £8,991.71 submitted to the Clanfield Sports and Community Foundation for reimbursement of insurance premiums in furtherance of Minute 165/19 (paragraph a) of the Extraordinary Meeting held on 16th December 2019

Members agreed that this was the intention when a financial support package for the Centre had been discussed and agreed at the meeting on 16th December 2019 although the Minute of the discussion at that meeting was not entirely clear on the point. Accordingly, it was RESOLVED that this outstanding sum be formally written off.

To consider a request from the Trustees of Clanfield Sports and Community Foundation for financial support from the 2020 / 21 precept

Members agreed with the Chairman’s suggestion that this item be withdrawn from consideration at this meeting on the grounds that it would be premature to make a decision in advance of further information from the review of the Centre’s long term operation.

42/20ST JAMES PLACE (DOWN FARM PARK) PHASE 2 TRANSFER:

To receive an update on progress towards completion of the transfer

The Chairman reported his understanding that the Council’s amendments to the Transfer document had been accepted by BDW Trading Limited and that, therefore, the document was in an agreed draft form. However, there were a number of outstanding practical issues - the landscaping had not yet been fully completed; the staggered footpath / cycleway entrance to the site at the A3 end had not been formed and the allotments had not been rotavated. The developers would also need to apply to EHDC for the Brach of Condition Notice to be lifted when the landscaping is completed. Accordingly, it was not possible to estimate when the transfer would be completed.

43/20PEEL PARK PAVILION:

To note the proposed arrangements for plumbing, cleaning and essential repair works

Members reviewed and agreed a Schedule of Works, a Draft Work Plan and Programme and a draft document relating to Legionella Prevention Control Arrangements which had been prepared to comply with the recommendations of the recent Legionella Risk Assessment Report. They also reviewed a further estimate from the Council’s contractor for the additional works required on the plumbing system at the pavilion to comply with the Report. These documents were approved.

The Football Club, which has licensed use of the pavilion, had been requested to clear its storage from the property to enable the Council’s contractor to commence work. The Clerk had obtained a quotation to hire a storage container for a limited period - this would be at a cost of £269.76 to cover the first four (minimum) weeks hire, transport to and from site and VAT prior to delivery. The Football Club had also been asked to identify which room they would like to use as storage as that room would need to have its showers decommissioned as part of the proposed works to comply with the Legionella Risk assessment Report. The Council would permit one room only to be used for the Football Club’s storage.

Members agreed that the storage container should be ordered for a period of 4 weeks only. This would be scheduled to arrive in mid-May. The Football Club would have 2 weeks to clear its storage from the building. The Council’s contractor would commence work on 1st June and undertake the work in the proposed storage room during the first week in June. The Football Club would then have about 1 week to empty the storage container before it is collected by the hire company. The Football Club were aware that they would need to arrange for the disposal of their surplus items or anything which would not fit into the storage room which would be available to them.

To consider, and if thought fit to approve, a revised cost estimate for the works following the inclusion of the plumbing and additional cleaning items

The total cost for the additional works and the previously agreed quotation came to £4566.00 although there could be some additional expense depending on the number of shower heads and valves which would require renewal. Members RESOLVED to approve the cost of the works with that proviso. It was noted that the quotations did not include replacing the floor covering in the Hospitality Room and three quotes would need to be obtained for that work in due course.

Discussion then turned to the need to seek estimates for the replacement of the 20 year old boiler at the pavilion. Alongside that, the Council also intends to investigate the possibility of creating a front entrance to the building from the car park. The Chairman had reviewed the plans of the building and he felt that it could be possible to make these improvements with relatively little disruption and, at the same time, to put temperature gauges on the main flow and return pipes as recommended in the Legionella Risk Assessment Report. However, as these works could involve some alteration to the kitchen to create a through passage to the Hospitality Room, he recommended that the replacement of the kitchen fittings should be deferred from the works that had been approved to avoid the possibility of wasted expenditure. Members agreed with this recommendation. It was also agreed that estimates should be sought for the boiler replacement and relocation work.

44/20DATE OF NEXT MEETING: Tuesday 5th May 2020 at 7.00 pm online via WebEx. (Provisional)

If a meeting is scheduled then it would be the AGM resulting in the election of Chairman,Vice Chairman etc but if it was considered that a meeting was not necessary the revised Regulations state that the Chairman and Vice Chairman etc would remain in post for the coming year – if they so wished.

THESE ARE A TRUE ACCOUNT OF THE MINUTES OF THE MEETING

Post Meeting Note - The next meeting will be held on Tuesday 12th May 2020 at 7.00 pm online via WebEx.

ORDERS FOR PAYMENT

15th April 2020

Payments made since the last meeting (MARCH)

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

HOME START BUTSER

  300.00

 

  300.00

DONATION AS AGREED AT THE MARCH MEETING

BACS

PHS GROUP

  312.96

  52.16

  260.80

PLAY EQUIPMENT INSPECTIONS

BACS

HEARTBEAT TRUST

2304.00

384.00

1920.00

DEFIBRILLATOR PURCHASE

DD

BRITISH GAS

      7.73

 

      7.73

ALLOTMENT BUILDING ELECTRIC

BACS

VAIL WILLIAMS

6300.00

1050.00

5250.00

PROPERTY VALUATION

BACS

IDVERDE

  859.25

  143.21

  716.04

BIN EMPTYING (DEC) INVOICE NOT RECEIVED

BACS

MAKING SPACE

2000.00

 

2000.00

ART PROJECT (GRANT FUNDED)

BACS

CLANFELD PARISH INSTITUTE

    72.00

 

    72.00

HALL HIRE

BACS

SLCC

   18.00

    3.00

    15.00

CLERKS WEBINAR ATTENDANCE FEE

 

April payments presented (as at 15th April)

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

CLANFIELD SPORTS AND COMMUNITY FOUNDATION

  857.18

 

  857.18

TRANSFER OF FiT TARIFF (PAYMENT MADE 06/04)

D. CARD

EHDC

  130.00

   21.67

  108.33

PLANNING PRE APPLICATION FEE (D.F. BARN) (02/04)

BACS

MRS DIANE DUFFY

  xxxxx

 

 xxxxxx

CLERKS MARCH SALARY

BACS

MRS DIANE DUFFY

    73.60

 

     73.60

CLERKS MARCH EXPENSES

BACS

MRS EMMA BARRITT

  xxxxx

 

   xxxxx

ASST. CLERKS MARCH SALARY

BACS

MRS EMMA BARRITT

      5.00

 

       5.00

ASST. CLERKS MARCH EXPENSES

BACS

HMRC

  289.23

 

   289.23

PAYE AND NI

BACS

IDVERDE

  895.97

 149.33

   746.64

WEEKLY BIN EMPTYING (JAN-MAR) INC 1 BIN ON FORTNIGHTLY BASIS

BACS

M. STANNING

  231.25

 

   231.25

PAVILION CLEANING

BACS

SERENITY DIGITAL

  180.00

   30.00

   150.00

WEBSITE HOSTING

BACS

CIA LTD

    49.20

     8.20

     41.00

PEEL PARK PAVILION FIRE EXT 12 MTH MAINT

DD

SALVUS TRUST

    24.00

     4.00

     20.00

PENSION ADMINISTRATION

BACS

DPB CONTRACTORS

 414.00

  69.00

  345.00

ADDITIONAL ROOF REPAIRS TO THE DF BARN

BACS

PHS GROUP

 312.96

  52.16

  260.80

PLAY EQUIPMENT INSPECTIONS - MARCH

All meeting minutes