Annual Parish Meeting minutes

Meeting details

  • Date: 12th May 2020
  • Duration: 19:00 - 21:30
  • Location: Cisco WebEx


Meeting minutes:

to be signed when lockdown has lifted

45/20TO ELECT A CHAIRMAN FOR THE COMING YEAR - DECLARATION TO BE SIGNED WHEN THE CURRENT RESTRICTIONS ARE LIFTED.

Cllr Bannell was nominated for the position of Chairman. There were no other nominations. Therefore, it was duly RESOLVED that Cllr Bannell be elected as Chairman for the coming year. The Chairman thanked the members and added that, whilst he was very happy to continue for a second year, he was not committing to accepting nomination for election as Chairman in 2021. The Chairman signed the Declaration in full view of the meeting. This would be scanned and sent to the Clerk for counter-signature.

46/20TO ELECT A VICE - CHAIRMAN FOR THE COMING YEAR.

Cllr Collins was nominated for the position of Vice-Chairman. There were no other nominations. Therefore, it was duly RESOLVED that Cllr Collins be elected as Vice-Chairman for the coming year. Cllr Collins thanked the members and said that he was happy to remain as Vice- Chairman for one more year.

47/20TO REVIEW THE COMMITTEE STRUCTURE AND WORKING GROUPS FOR THE COMING YEAR AND ELECT A CHAIRMAN OF THE PLANNING COMMITTEE.

A document had been circulated with suggested changes for the working groups for the coming year. It was proposed that there be a new Community Working Group to be chaired by Cllr Coffre; Cllr Hurst would now chair the Finance Working Group and Cllr Williams would chair the Property Management Working Group – members were reminded that Working Groups are not decision - making and must report back to the full Council for any decision. Cllr White was elected as Chairman of the Planning Committee for the coming year and the membership of the Planning Committee would remain as hitherto but with the Chairman and Vice-Chairman of the Council now being “reserve” members of the Committee in view of their other Council duties. If any members wished to change their position on any of the groups they were asked to let the Clerk know. It was agreed that the Committees/ Working Groups would be reviewed in November. It was envisaged that the present arrangements as between the Council and the South Lane Meadow Trustees would be reviewed during the year.

48/20TO RECEIVE APOLOGIES FOR ABSENCE.

Cllr R. Clarke

49/20TO RECEIVE DECLARATIONS OF INTEREST.

Cllrs Foster and Collins declared an interest as members of Clanfield Bowls & Sports Club.

50/20TO AGREE THE MINUTES OF THE MEETING HELD VIRTUALLY ON 21st APRIL 2020

The minutes of the meeting held on 21st April had been circulated and it was RESOLVED that they were an accurate record, 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. It was noted that under Minute 38/20 ….the reference to Cllr Foster should now be to Cllr Hurst as Chair of the Finance and General Purposes Working Group.

51/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS

County Cllr Mocatta reported that the Petersfield recycling centre had now reopened and the traffic management system had worked well.

The QECP car park should reopen this coming Friday; all country parks in Hampshire should reopen by next Monday.

County Cllr Mocatta also referred to a Transport SE study which is looking at all transport options for the area including the promotion of cycling and walking and the possibility of lowering speed limits in the smaller towns and villages. He reported that there are 6000 key workers’ children at school in Hampshire including children with special needs.

EHDC are continuing to charge for car parking – Gosport however were not charging.

A point was raised with regards to the transport study - with more people likely to continue to work from home in the future should local people be offered support services to enable them to do so?

A question was asked about whether there would be any local Government funding to assist Parishes – this was unlikely as HCC were losing £20 million per month and there was no guarantee that central Government would fund this.
EHDC were efficient with regards to getting grant funding out.

The EHDC are relatively secure with its main tenants being large food retailers.

Cllr Mocatta left the meeting at 7. 30 p.m.

There was no District Cllr report to consider at this meeting.

52/20OPEN FORUM.

No matters were raised

53/20CORONAVIRUS PANDEMIC - LOCAL COMMUNITY SUPPORT

To receive a report on the support which is being provided by the village community and within the wider regional community, to ratify the financial support from the Parish Council and to consider any further assistance that may be required.

Cllr Hurst declared an interest in this item as he is a volunteer with the Clanfield Coronavirus Community Support Group.

The Chairman reported that he had been invited to join the EHDC Community Co-ordination Group recently as the representative for the three southern Parishes of the District. In this role, he is liaising with Horndean and Rowlands Castle Parish Councils and with the support groups, assisting with the flow of information and some residents requests for assistance. He said that the Clanfield Coronavirus Community Support Group is a fantastic example of how best people in a community can voluntarily respond in a crisis – the group have around 200 volunteers and have provided help to 220 households. Approximately 40 vulnerable people have been “buddied up” with volunteers who are providing more regular support. Shortly after the group was formed the Parish Council agreed to offer financial support up to £250 (which was subsequently increased to £400) from the contingency fund. This had not yet been drawn down but may still be required. Members agreed to this support. By linking up with the Clanfield Voluntary Care Group, the Support Group had opened up possibilities for grant funding.

54/20FINANCE:

To receive the May financial statement.
The financial statement had been circulated to members – showing a balance at the end of April of £253556.33 which included the first precept instalment of £86775.50 and the 2019/20 VAT refund of £26343.43. It was RESOLVED that the statement be accepted.

To receive and agree Orders for Payment.
The orders for payment had been previously circulated. Payments since the last meeting totalled £363.13 and payments of £7878.21 had been made at the beginning of May. It was RESOLVED that the Orders for Payment be duly approved.
During discussion on this item, it was confirmed that the Pest Control man had been asked to submit regular reports on his visits to Peel Park to check on mole activity in the vicinity of the football pitches. A new bat survey had been carried out on the Down Farm Barn at a cost of £930 + VAT – this was required to accompany the planning application – it was RESOLVED that this be duly paid. It was also mentioned that the Council’s email storage system was beginning to become overloaded and to increase the space would cost £35.99 + VAT per month. It was considered that this additional service was necessary and it was therefore RESOLVED that the cost be accepted.

To update on the internal audit.
The Clerk was liaising with the Internal Auditor with regards to the audit procedure and it was hoped that the books could be collected if some of the lockdown restrictions were lifted, hopefully in the next week.

To consider arrangements for forthcoming grant applications.
Members were asked to bring forward proposals for environmental work so that grant applications can be prepared for consideration by District Cllrs and other potential sources of grant funding. One or two ideas had been mentioned for Down Farm Park but it was recognised that grant applications for projects on the Phase 2 land could not be made until the ownership of that land is transferred to the Parish Council by the developers. It was agreed that grant application possibilities would be brought to the Council for consideration as soon as possible.

55/20DOWN FARM BARN

To receive a report on the current status of the draft planning application.
The pre-application consultation was very positive. The drawings have now been finalised, the Design and Access statement had been completed and, now the up-to-date bat report had been received, the planning application was almost ready for submission to EHDC. Class D1 use will be proposed for the whole building, including the Parish office, on the basis that all proposed uses will be community-related. This is likely to be welcomed by funding organisations. However, it was noted that if , in the future, the Parish Council should wish to let parts of the building for exclusive occupation by third parties on a tenancy or lease basis and with no Parish Council involvement in the use, it would probably be necessary to obtain permission for a change of use at the time.

To ratify the instruction of Ecologists to undertake an up-to-date bat survey for the planning application.
The cost of the bat survey had been accepted earlier in the meeting and recorded under Finance.

To authorise fencing and gate repairs.
The previously received quotation for the replacement of the gate and fence on the southern side had been revised – the quotation was now £779.00 + VAT (previously £740.00 + VAT). The works did need to be carried out as soon as possible. It was RESOLVED that the quotation be duly accepted.

56/20ST JAMES PLACE (DOWN FARM PARK) PHASE 1

To authorise the completion of a land swap with BDW Trading Ltd
It was RESOLVED that the completion of the proposed land swap, as previously explained, be duly authorised. The Chairman explained that the developers required a section of land returned as it is to be transferred to HCC to comply with the terms of a Section 38 agreement. There is a possible consequential issue concerning a link into the site of Down Farm Barn which he would be looking into prior to completion of the swap, the other half of which concerned a small lay-by shaped piece of land fronting Columbine Way which would be added to the Council’s Phase 1 ownership. The transfer documents had been agreed, sealed and signed ready for completion and members agreed that the transfers should now be completed.

To review arrangements for the completion of the Lease of the Sports Pavilion and Bowling Green to Clanfield Bowls & Sports Club on 30th June 2020.
The completion of the lease and commencement of the formal lease term is due on 30th June, 2020. Hampshire Legal Services (HCC) have been invited to act for the Parish Council on this matter. They have quoted hourly rate terms with a budget estimate of £500 + VAT and disbursements. Works required: complete the lease; register the lease; tenants to deliver a deed of covenant stating they will comply with covenants on the Title to the property. It was RESOLVED that the Hampshire Legal Services be duly appointed.

To receive a report on the implementation of outstanding landscaping by the developers.
It was understood that the developer has now completed the outstanding planting works to comply with the 2018 transfer so far as Phase 1 is concerned although some of the shrubs may have failed to establish. It will be the developer’s responsibility to apply for the Breach of Condition notice which had been served by EHDC in 2019 to be lifted. It was agreed that the Chairman and Cllr D’este Hoare would check the area.

57/20ST JAMES PLACE (DOWN FARM PARK) PHASE 2

To receive a report on the proposed Transfer.
The transfer document was now ready for sealing and signing, all of the Council’s proposed amendments having been accepted. However, the practical work on site had not yet been completed by the developers – the works were due to be completed by the end of February but were delayed by the wet weather. Planting was then to be completed by the end of March but, before then, the Covid-19 restrictions had meant that work had to cease and the planting season has now expired. If the remaining planting has to be undertaken, this would need to be in the next planting season which would delay the Phase 2 transfer until the end of the year at least. It would also add to the potential cost burden for the Council in having to replace failed planting as has been experienced on the adjacent Windmill View estate. An alternative solution would be for the developer to undertake an “as planted” audit and apply to EHDC to vary the landscaping condition which would enable the Breach of Condition notice to be lifted which, in turn, would enable the completion of the transfer to take place. The Chairman strongly recommended the alternative solution which would also allow the children’s play area and the allotments to be put into use by the Parish Council at an earlier date than otherwise. Other issues which needed to be addressed by the developer included : the construction of a staggered entrance to the footpath/cycleway junction at the A3 end of the site; to apply mulch to all planting that has been undertaken in the Phase 2 area, to cut the amenity grass areas and to rotavate the allotments – it was understood that the developer had agreed to carry out this work.

To consider, and if thought fit to approve, a letter of support to the developers concerning proposed amendments to the landscape planting.
A draft letter of support had been circulated and it was RESOLVED that this be signed and sent to the developers to try to alleviate any further delay to the Phase 2 transfer.
Cllr Foster suggested that the developer should be asked to pay to the Council the sum which it would save as a contribution towards future maintenance of the planting. This was agreed although the Chairman did advise that he would also be writing to the developer about several invoices for legal fees which the Council’s solicitors had identified as being payable by the developer.
In view of the possibility that completion of the Phase 2 transfer would not now be long delayed, it was agreed that the contractors who had been provisionally appointed to carry out fencing, gate and security works i.e. dragons teeth for the Council following the transfer should be alerted.

Cllr White asked if a bee hives could be placed on the site. It was agreed that this would be investigated.

To consider the situation concerning an item of play equipment.

Within the Phase 2 play area is a “holed stone” item of equipment which, although well used, was not included in the post installation inspection report which the developer has provided as it does not comply with BS EN 1176. The Council play equipment inspectors had said that they would not be able to include this item in their regular inspections either. Members considered that further enquiries should be made as to how the item has been anchored to the ground and a decision would then be made as to whether or not the Council would wish to accept this particular item with the transfer.

58/20ST JAMES PLACE (DOWN FARM PARK) PHASE 3

To receive an update report.
Phase 3 comprises the sports pitches which are not currently fit for purpose and the Council will not accept them until they have been properly constructed and the grass has established to the point of being cuttable. it is understood that remedial works by the developer will include the installation of land drainage feeding into a new soakaway on the northern side. It is unlikely that the pitches will now be available for football until the 2021/22 playing season

59/20CLANFIELD SPORTS AND COMMUNITY CENTRE:

To receive an update on the review of the long term operation of the Centre.
It was noted that the review was still ongoing – an update would be provided to members as soon as possible.

To receive a report on the steps being taken to remedy defects in the sports hall floor.
It was noted that the Council has instructed surveyors to take this matter up with the contractors under the warranty. The terms of engagement had been agreed with the surveyors included an initial fee budget of £2000 + VAT. The Council was also briefing its solicitors on a standby basis in case legal advice should be needed.

To receive Engineers’ reports on the building’s energy use and recommendations to achieve savings.
In order to save energy costs during the current Coronavirus “lockdown”, the Council had arranged for the gas supply to be switched off at the meter and for the hot water system to be drained down. The electrical systems had also been switched off except for essential lighting and power. The Electrical Engineers had provided an excellent report on the building’s energy use to date with recommendations about how this could be reduced when the Centre reopens. The cost of this work had been £400 plus VAT.

60/20PEEL PARK PAVILION:

To receive an update on the arrangements for essential plumbing, cleaning and repair works.
The temporary storage container will arrive on site on 15th May and will remain for a period of four weeks. The Football club have been asked to remove all of their belongings by 31st May ready for the commencement of the plumbing, cleaning and repair works on 1st June. The Football Club have notified the Council that they would wish to use the front changing room on the eastern side of the building as a store. Therefore the contractor will carry out the required works in that room during the first week of June, thus enabling the Football Club to empty the container prior to it being collected on 12th June.

The refitting of the kitchen has been deferred pending advice from a building surveyor or architect regarding the forming of a new front entrance to the building and the relocation and renewal of the boiler and hot water cylinders. It was appreciated that building regulations will need to be taken into account. The architect who produced plans for alterations to the pavilion several years ago has quoted the sum of £2100 + VAT for professional fees – it was RESOLVED that she be duly appointed.

To review proposals for the negotiation of a Licence Agreement with Clanfield Football Club as from 1st September 2020.
The Football Club has asked to be informed of the proposed terms for the coming year’s Licence before their AGM in June. The Chairman and Cllr Foster will produce a draft and circulate to members. It was agreed that the current match charges should remain unchanged for the coming year, in view of the uncertainties surrounding Covid-19, but that the Football Club should be asked to provide a copy of its Fixture List to the Council. Other proposed charges would be recommended to members by the Chairman and Cllr Foster. Members also requested that tighter controls are put in place for the inspection of the property on a regular weekly basis. It was noted that Emma Barritt (Assistant Clerk / Open Spaces Officer) had successfully completed an online Legionella course.

61/20TO RECEIVE THE ANNUAL ROSPA INSPECTION REPORTS AND AGREE THE ACTION TO BE TAKEN IN RESPONSE

The annual RoSPA inspection reports had been received and they were in the process of being assessed by Emma Barritt. The Inspector had removed several posts on the cycle trail at South Lane Meadow for safety reasons. A detailed assessment of the report would be submitted at the next meeting highlighting actions required.

62/20TO CONSIDER THE WORKS REQUIRED AT THE CHALTON LANE POND AND AGREE THE VOLUNTEER ARRANGEMENTS

Cllr D’este Hoare had unfortunately had to postpone a meeting with the group of volunteers regarding proposed works to the pond but hoped to reschedule this week. Some remedial work would be required. It was agreed that the volunteers must each sign a form which had been prepared by the Council and approved for insurance. They would also receive a copy of a risk assessment for the pond. No works are to be carried out to the area without the prior written agreement of the Clerk or her nominated Council representative. HCC is to be asked when they last cleared the filters and HCC would also be advised that the recent de-silting work did not appear to have been carried out successfully.

63/201TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS

Planning – two applications had been received and commented on under “lockdown” arrangements. There were currently two applications pending, one concerning a previous application and the Chairman of the Committee would send her comments on to members.

Following the Prime Minister’s announcement on Sunday concerning the easing of some restrictions, it was agreed that the gates to South Lane Meadow and Peel Park should be unlocked – the play areas to remain closed in accordance with legal requirements.

64/20DATE OF NEXT MEETING:

Tuesday 2nd June 2020 at 7.00 pm online via WebEx, unless the current restrictions are lifted.

ORDERS FOR PAYMENT

5th May 2020

Payments made since the last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

CASTLE WATER

     6.19

 

     6.19

SOUTH LANE MEADOW (1.12 – 30.12)

DD

CASTLE WATER

   19.41

 

   19.41

SOUTH LANE MEADOW (31.12 – 30.3)

DD

CASTLE WATER

   11.43

 

   11.43

PEEL PARK PAVILION (1.12-30.12)

DD

CASTLE WATER

   29.92

 

   29.92

PEEL PARK PAVILION (31.12 – 30.3)

DD

SALVUS TRUST

 108.45

 

 108.45

PENSION CONTRIBUTION

D. CARD

HILLIERS NURSERY

 180.00

   30.00

 150.00

PURCHASE OF TREES (LAST YEAR)

DD

BRITISH GAS

     7.73

 

     7.73

PAVILION BUILDING ELECTRIC BILL

 

May payments presented:

PAYMENT METHOD

PAYEE

GROSS

VAT

 NETT

SERVICES

D. CARD

PHILSPACE

  269.76

   44.96

   224.80

STORAGE CONTAINER HIRE FOR MINIMUM 4 WKS (DEL: 15TH MAY)

BACS

MRS DIANE DUFFY

  XXXXX

 

  XXXXX

CLERKS APRIL SALARY

BACS

MRS DIANE DUFFY

    70.00

 

    70.00

CLERKS APRIL EXPENSES

BACS

MRS EMMA BARRITT

   XXXX

 

   XXXX

ASST. CLERKS APRIL SALARY

BACS

MRS EMMA BARRITT

  29.00

    

    29.00

ASST CLERKS APRIL EXPENSES INC. REIMBURSEMENT OF PAYMENT FOR LEGIONELLA ONLINE COURSE (£24.00)

BACS

HMRC

  280.47

 

  280.47

PAYE AND NI

BACS

HALC

1059.64

 

1059.64

2020/21 HALC AFFILIATION FEES (£748.52)/NALC LEVY (£333.58) = £1082.10 PAYMENT BY BACS AT A DISCOUNTED RATE £1059.64

BACS

PLAYSAFETY LTD

  444.60

   74.10

  370.50

ANNUAL ROSPA INSPECTION

BACS

SERENITY DIGITAL

  180.00

  30.00

  150.00

WEBSITE HOSTING FEES

BACS

RP GARDENING

3010.00

 

3010.00

GROUNDS MAINTENANCE 1ST MONTH INC 2 BOWSERS £75 EACH

BACS

M. STANNING

    74.00

 

    74.00

PAVILION CLEANING

BACS

THE PEST CONTROL MAN

  115.00

 

  115.00

QUARTERLY CHARGE FOR PEST CONTROL

DD

SALVUS TRUST

    24.00

   4.00

    20.00

PENSION ADMINISTRATION

DD

SALVUS TRUST

  107.81

 

  107.81

PENSION CONTRIBUTION

BACS

PHS GROUP

  165.86

  27.64

  138.22

PLAY EQ. INSPS REDUCED SERVICE

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