Meeting Minutes

Meeting details

  • Date: 2nd June 2020
  • Duration: 19:00 - 22:00
  • Location: Cisco WebEx


Meeting minutes:

65/20TO RECEIVE APOLOGIES FOR ABSENCE

No apologies were received

66/20TO RECEIVE DECLARATIONS OF INTEREST

Cllr Collins and Cllr Foster declared an interest in Item 8 on the agenda as members of Clanfield Bowls & Sports Club. Cllr Hurst and Cllr Clarke declared an interest as Clanfield Coronavirus Community Support Group volunteers and Cllr Clarke declared an interest with regards to Item15(a) as she is on the allotment waiting list. The declared interests were all non pecuniary.

67/20TO AGREE THE MINUTES OF THE ANNUAL COUNCIL MEETING HELD ON 12TH MAY 2020

The minutes of the Annual Parish Council Meeting held on 12th May, 2020 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.

68/20TO CONSIDER ANY REQUIRED CHANGES TO THE PROPOSED WORKING GROUPS FOLLOWING THE MAY MEETING

Members had been given the opportunity since the May meeting to consider any changes to their positions on the Council’s committees/working groups. No changes had been requested – a review would be made in November.

69/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS

Apologies were received from District Councillor Ken Moon.

County Cllr Mocatta reported that HCC has produced a Safe Streets consultation, via Hantsweb, to address social distancing measures during the current Covid-19 situation. Temporary measures, some already in place in Petersfield and Bordon, would include making pavements wider for pedestrians, safe queuing space outside shops etc. He also reported that the local amenity tips, now reopened, were very busy

District Cllr Agate reported that there is a new head of the SE Hants Area Health Authority – they were meeting Covid-19 targets.

70/20OPEN FORUM

No matters raised

71/20TO RECEIVE A REPORT ON THE RECENT ANTI-SOCIAL BEHAVIOUR AT PEEL PARK AND TO CONSIDER A STRATEGY TO ENDEAVOUR TO RESOLVE THE SITUATION

Members received a report on the recent anti-social behaviour problems at Peel Park with large groups of young people gathering without much regard for Government guidance on social distancing. There had also been large quantities of litter which volunteers from the community had cleaned up on an almost daily basis - sometimes over three sacks of litter per clean-up session - and including empty alcohol bottles and cans, pizza packaging, broken glass and an appreciable number of used nitrous oxide (laughing gas) canisters. The problems had been reported to the Police, who are visiting the Park regularly and the Chairman had discussed potential measures to combat the problem with the Police.

It was agreed that immediate action should be taken. The Chairman said that a decision to close the car park during the evenings would be supported by the Police as it had been established that a fair proportion of the young people had been arriving at the Park by car, possibly some of them from outside the area. It had also been noticed that supplies of alcohol and, most probably also, pizzas were being delivered to the Park by vehicle. Following discussion, it was agreed that the car park gates would be locked at 7.30 pm each evening for the time being from 10th June. Advance notices would be prepared and placed on the main gates at the Park and a statement about the decision would be prepared for the Parish Council’s website and Clanfield Online. If there is football training it would be the Football Club’s responsibility to ensure that the gates are locked – otherwise the gentleman volunteer who helps the Council with the security of the car park had kindly agreed to carry out the task. He would be advised not to put himself in any danger in doing so.

Members also agreed that, in due course when Government restrictions are sufficiently eased, the Council should endeavour to organise some form of skateboarding event in Peel Park for young people, perhaps in liaison with other Councils in the District with skateboard parks for the recruitment of suitably qualified trainers.

It was considered that the car park at South Lane Meadow should also be locked at 7.30 pm each evening subject to the availability of volunteers to implement the decision.

72/20CLANFIELD BOWLS & SPORTS CLUB:

To consider a request from the Club to the Council for Landlord’s consent to submit a planning application to EHDC and, subject to approval, to construct a new shed.

Members had received the papers regarding this request.

The Chairman invited Mrs Teresa Attlee of Clanfield Bowls & Sports Club to make a brief presentation.

Mrs Attlee referred to the need for the new shed at its proposed location close to the foot of the access ramp to the bowling green for disabled people. It would provide much-needed additional storage for equipment including a wheelchair for people with disabilities. Pre-planning guidance had been sought from the Planning Department at EHDC and the justification for the proposed development appeared sound. Following Mrs Attlee’s presentation, Members asked a number of questions around the use of the existing shed, the need for an additional storage facility and its proposed siting which Mrs Attlee responded to, adding that the proposed location is partially screened from Columbine Way by existing planting. The Chairman informed members that the options for siting the proposed new shed were extremely limited in any event due to covenants in the Title to the land. He added that the location which the Bowls Club had proposed would not be in breach of those covenants.

Members were then invited to consider the following proposal (all clause references being to the draft Lease which by virtue of the terms of the Agreement for Lease dated 15th February 2019 are fully operational):

To grant Landlord’s consent to Clanfield Bowls & Sports Club:

(a) to apply for planning permission for the proposed new shed. (Clause 30.4); and
(b) subject to planning permission being granted by the Local Planning Authority, East Hampshire District Council, to construct the new shed at the property in the location which has been identified. (Clauses 22.5 and 23.1).

Members voted 4 For; 0 Against and with 4 Abstentions and, therefore, it was RESOLVED to grant such Landlord’s consents. (Councillors Collins and Foster, as Bowls Club members, did not vote).

Members also agreed to waive the requirement for a Deed for granting these particular consents (which by virtue of Clause 39.5 it is entitled to do if it is so agreed) also with 4 votes For, 0 Against and with 4 Abstentions.

These decisions were based on the specific proposal that the Council had been asked to consider and any amendment would require a further application to the Council for Landlord’s consent.

To consider a request from the Club for the deletion or amendment of Clause 8.11 of the draft Lease which prohibits the storage of certain materials on the premises.

A request had been received from the Bowls Club as above and it would be an opportune time to consider any change before the Lease is completed - due on 30th June 2020. Clause 8.11 as currently in the draft Lease is:

“The Tenant must not store on the Property or bring onto them any dangerous substances or toxic materials as defined by the Fire Safety Regulations”.

The Bowls Club had pointed out that the strict interpretation of this clause could prevent them from having some household cleaning materials at the property and, most particularly, the solution which is required to treat the bowling green to prevent the accumulation of moss and lichen although there was some doubt as to whether that was actually “dangerous” or “toxic”. The Chairman of the Bowls Club, who was present, stated that materials stored were HSE compliant and considered to be harmless.

The Chairman reported that the Council’s lawyers had advised against deleting the clause altogether.

By 6 votes For and 2 Against (and with Councillors Collins and Foster not voting in view of their membership of the Bowls Club), it was duly RESOLVED that the clause be amended, the exact wording to be agreed by the Chairman in consultation with the Bowls Club and in accordance with legal advice.

Members also agreed that “without the consent of the Landlord” should added to the end of Clause 22.5 before the Lease is completed. This was in accordance with legal advice.

73/20FINANCE:

To receive the June financial statement

The financial statement had been circulated to members – showing a balance at the end of May of £244626.17 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

£1693.31 and payments of £12890.42 were presented. It was RESOLVED that the Orders for Payment be duly approved. It was also RESOLVED that payments due at the beginning of July could be made.

To receive and agree the 2019 / 2020 accounts and receive the internal audit report prior to external audit

The working papers had been received from the internal auditor and the audit document duly completed by him. The accounts were duly agreed and they would be signed by the Chairman and Clerk.

74/20TO RECEIVE AND AGREE THE ANNUAL AUDIT STATEMENT

a. To agree the Annual Governance Statement for 2019 / 20
The Annual Governance Statement had been received and the appropriate section had been copied to Members – it was RESOLVED that all sections would be completed with a “yes” and the Chair and Clerk would sign accordingly (social distancing). Due to the Covid-19 situation, the date for audit had been extended but all advertising/inspections dates would be met accordingly.

b.To agree the Accounting Statement for 2019 / 20
The accounting statement had been submitted to Members, which included a revised asset value following the professional property valuations that were obtained earlier this calendar year. It was RESOLVED that the Accounting Statement be duly accepted and signed.

75/20TO RECEIVE A SUMMARY OF THE ANNUAL ROSPA INSPECTION REPORTS ON THE COUNCIL’S CHILDREN’S PLAY EQUIPMENT AND TO AGREE THE ACTION TO BE TAKEN IN RESPONSE

A list of required works had been circulated by the Assistant Clerk / Open Spaces Officer and quotations for the works would be sought accordingly to enable the highlighted works to be carried as soon as possible.

76/20TO DECLARE A CLIMATE EMERGENCY AND TO AGREE ARRANGEMENTS FOR BRINGING FORWARD PRIORITIES FOR LOCAL ACTION

Following Cllr Coffre’s introduction, the Council formally declared a Climate Emergency.

This would provide a remit for the Community Working Group to put environmental issues firmly on its agenda and it would also guide the Council in its own decision-making. Referring to the constitution of the Community Working Group, Cllr Coffre would now prepare detailed Terms of Reference for all the Group’s work for Council approval. A press release would be prepared and issued to highlight the work that the Group will be doing and to encourage members of the public to apply for membership of the Group. Course of action duly RESOLVED

77/20TO RECEIVE A REPORT ON THE WORK REQUIRED AT THE CHALTON LANE POND AND TO CONSIDER THE COST INVOLVED

Cllr D’este Hoare reported to the Council that work was required at the village pond site and quotations had been received for the following: £465.00 to carry out urgent tree work; £240.00 to hire a skip to remove a lot of debris collected by the volunteers and £200 to carry out works to replace the wooden walkway which was now rotting and in need of repair. HCC had been contacted with regards to the apparent inefficient de-silting which was carried out at the beginning of the year – it was reported that a lot of silt still remained. It was considered that the pond should be maintained as it was a valuable village asset, although ownership still needed to be clarified. After discussion it was RESOLVED that the sum of £905 be made available from the property maintenance fund. It was suggested that an approach be made to HCC with regards to paying some of the costs; if not then County Cllr Mocatta said that he would be willing to consider an application for funds from his HCC grant allocation.

78/20CLANFIELD SPORTS AND COMMUNITY CENTRE – UPDATE

The Chairman reported that the long term operational review was still ongoing.

There had been no response to the Council’s Surveyors from the contractor who constructed the building for the developer with regard to the cracks in the sports hall floor and the Council had now instructed lawyers on a standby basis.

The grass within the grounds of the Centre had been cut once at the Council’s expense and it was agreed that the Council’s contractors be instructed to carry out a second cut at a cost of £135.00 to keep the area neat and tidy.

A question was raised as to whether the Trustees of the Foundation were carrying out the weekly inspections of the building so as to meet the insurance requirements. It was agreed that the Clerk should write formally to the Trustees for confirmation of this.

79/20UPDATE ON PROPERTY MATTERS:

(a) Allotments:

Site A - Plots 1 - 26 - Agreement of rent and deposit charges for 2020 / 21
It was noted that the rent and deposit figures chargeable for the allotment year commencing 1st October 2020 were due to be reviewed and it was agreed that they should remain unchanged at £50 rent and, payable by new tenants, a £30 returnable deposit.

Site A - Plots 1 - 26 - To agree the costings with regards to painting of the sheds.
The sheds require a preservative treatment - it was agreed that the Assistant Clerk would seek costings for the purchase of the required solution – the original shed suppliers had quoted £59 per tin which would cover 2/3 sheds – it was agreed that they be contacted and asked how often the treatment would need to be applied, but members agreed in principle to the sheds being treated accordingly.

Site B - Plots 27 - 51 - Authorisation for allocation of plots to Tenants.
The grass in the allotment compound had been cut but the plots had not yet been rotavated by the developer. It was considered that the allotment plots should be allocated for occupation when the Phase 2 transfer is completed. The standard tenancy agreement had been revised and updated and was almost ready for issuing. The allotment holders would have to become members of the Clanfield Allotment Association before entering the site for insurance purposes and to ensure compliance with the Association’s social distancing rules.

Site B - Plots 27 - 51 - Agreement of rent and deposit charges for the remainder of the 2019/20 allotment year and for 2020/21.
The deposit for the allotments would remain at £30 and the agreed rentals, dependant on the plot sizes would remain as previously assessed and agreed in 2019 (see Minute 73/19 0f 4th June 2019). However, as a large part of the growing season would be lost, no rent would be charged for the remainder of the 2019/20 allotment year ending on 30th September 2020. There would be no storage supplied at the present time as no boxes were available from the suppliers.

Sites A and B - Agreement of Changes to Tenancy Agreements and Rules and Regulations.
Agreed as above, the changes being effective for Site B immediately and for Site A as from 1st October 2020.

(b) Down Farm Barn

Planning Application
The planning application had now been submitted and registered on the EHDC website. It was anticipated that a decision would be made after 13th July.

Fencing and gate repairs.
It had been agreed previously that the fencing and gates should be repaired as soon as possible. The contractor had been contacted but, as yet, there was no definite date for the work to commence.

It was anticipated that 6 trees would be planted in the autumn on the eastern boundary to help soften the urban feel.

At this point the Chairman suggested that enquiries should be made to establish if the Council could grant a dispensation to all Council Members concerning planning applications on Council-owned properties. It was agreed that this should be investigated.

(c) St James Place (Down Farm Park) - Phase 1:

Completion of land swap.
The Chairman reported that this had not yet been formally completed but the documents had been executed by both parties and were with the solicitors. Completion could be this week.

Report on developer’s landscaping compliance.
The Chairman and Cllr D’Este Hoare had inspected the Phase 1 land and they considered that the developer had now completed the outstanding landscaping to satisfy Clause 18.3 of the Transfer dated 16th November 2018. However, it would be necessary for the developer to obtain the agreement of EHDC as both the Phase 1 and Phase 2 land areas are covered by the Breach of Condition Notice which EHDC had served on the developer in July 2019.

Developer’s remedial work to the Bowling green and the sports pavilion.
With regard to the bowling green, there had been no clear response from the developer and the Chairman had approached EHDC for assistance.
Some of the snagging issues relating to the sports pavilion had been resolved – for instance, the external cladding had received attention but the developer’s contractors needed to return to a paving / Aco channel problem outside the bifold doors, flooring defects in the changing rooms and some plumbing problems.

Weed control - overflow car park.
The Council’s ground contractors had been asked to carry out weed control on the overflow car park to prevent damage and distortion to the GroundGuard surfacing structure – this will be a twice yearly requirement at a cost of £50 per visit.

(d) St James Place (Down Farm Park) - Phase 2:

Report on Proposed Transfer.
The transfer documents had been engrossed and would be sealed and signed on 3rd June but a completion date is not yet known. The lawyers will hold the documents pending authorisation to complete in due course.

Report on “holed stone” item of play equipment.
Information had been received regarding the installation specification for the “holed” stone and, in the light of that information, Members agreed that the Council should accept this item of play equipment. It would be inspected by the Council’s grounds contractor on a regular basis bearing in mind that the company that the Council employs for playground equipment inspections only cover British Standard items.

Developer’s response on outstanding issues.
The Chairman reported that the following works still need to be undertaken by the developer:
- A landscape audit followed by an application to EHDC for approval to vary the landscape condition of the relevant planning permission and lifting of the Breach of Condition Notice.
- Attention to weed growth.
- Completion of mulching to new planting.
- Resurfacing the allotment parking area.
- Installation of staggered barrier at cycleway / footpath junction.
- Levelling and reseeding of wildflower area between the allotment parking area and the edible orchard.
- Rotavation of allotment plots.
- Rectification of depression in footpath between Columbine Way and the play area.
A response was also awaited from the developer on legal fees and the Council’s request for a landscape maintenance contribution.

Mobilisation of contractors for post-Transfer land security works.
The Chairman reported that it had been agreed with the developer that the land security works could proceed prior to transfer in order to secure the availability of the two appointed contractors whose post lockdown programmes were very full. The two contractors had been contacted – one can commence the week beginning 6/7th July and the other could not commit but would be approached again – if the work could not be carried out then, Cllr Foster suggested that, as a temporary measure, the Council could make enquiries concerning the hire of large concrete blocks to deter unauthorised access.

(e) Peel Park:

Progress of essential plumbing, cleaning and repair works at the pavilion
This work had commenced the previous day, 1st June. The work in the proposed Store Room should be completed by the end of the week. The Football Club could then remove their equipment from the temporary storage container which was due to be collected on 12th June.

With regard to the future works, the Chairman was meeting a firm of plumbing and heating engineers on site on Thursday. This would be to obtain a quotation for the replacement and relocation of the 20 year old boiler and the hot water cylinders. Estimates would be required from other contractors for this work before a decision could be made by the Council.

The Chairman had also met the Architect who the Council has appointed for the proposed front entrance works and preliminary plans were expected in the next few weeks.
Proposed Terms of 2020 / 21 Licence Agreement with Clanfield Football Club.

The Chairman reported that terms had been prepared and issued to the Football Club and the Football Club had responded on a number of points. Members had been informed of the progress of these negotiations by correspondence. The Football Club had also submitted a request to the Council for consent to construct a timber goalpost store on the eastern boundary of the Park by the basketball facility.

Following his introduction, the Chairman invited Tony Walker (Treasurer of the Football Club) to address the meeting. Mr Walker referred to a number of points on the proposed Licence terms for 2020/21 and to the Football Cub’s need for new lightweight goalposts which gave rise to the request for the goalpost storage facility.

Members considered, and approved in principle, the draft terms for the 2020/21 Licence which would end on 31st May 2021. there would then be a gap of one calendar month before the 2021/22 Licence would start on 1st July 2021.

Members felt that the proposed Licence Fee of £780.00 for the use of the storage room was a concessionary rate and could not be reduced. The pitch hire figures would be held for this coming season but reviewed next year and the fee for the hire of the Hospitality Room would be £10 per hour. The Football Club could remove the privacy screen near the entrance to the Store Room on condition that they dispose of the rubble and make good and also on condition that the Football Club will provide and fit a lightweight boarded privacy screen in the same position if the room should be returned to changing room use in the future.

After further discussion, Members agreed to permit the Football Club to construct the proposed timber goalpost storage facility subject to conditions which would include (1) an inspection of the Title Deeds of the Park to ensure that it would not be in breach of covenant and (2) that the Football Club should apply for, and obtain, such planning permission as may be required for the facility. The Football Club were also requested to provide an accurate block plan of the proposal which they would need to prepare for a planning application in any event.

Storrington Road:

Unauthorised gate access in new fence.
It had been noticed that one of the adjoining residents has installed a wooden gate within the fence line to gain access to the open space – a letter would be written to them pointing out that access to the field is not permitted by this means and asking for gate to be removed. 

Damaged “drop down” security post.
The drop down post at the top of the Storrington Road open space area has been damaged and needed to be replaced – quotes to be obtained.

80/20TO CONSIDER AND AGREE A LIST OF ENVIRONMENTAL PROJECTS ON COUNCIL OWNED LAND AND PROPERTY FOR GRANT APPLICATIONS.

Members to consider and compile a list of environmental projects to enable grant applications to be submitted to the District Councillors who have to include Environmental grants as part of their allocation. Cllrs D’Este Hoare and Foster would co-ordinate this work.

81/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS.

To agree delegated powers in relation to the Planning Committee during the current Covid-19 restrictions

There are currently three applications awaiting consideration by the Committee. Cllr White (Chairman of the Committee) proposed that during the current lockdown period delegated powers should be given to the Planning Committee to agree their comments by email as opposed to holding a virtual meeting – duly RESOLVED – the Committee Chairman would submit her comments to the committee members who in turn would submit their comments to the Committee Chairman and the Clerk so the response can be formulated accordingly.

At this point it was noted that, after the Agenda for this meeting had been finalised, the Council had received a grant application from Clanfield Voluntary Care Group to support the work that they are doing in the community with the Clanfield Coronavirus Community Support Group during the Covid-19 pandemic. It was noted that £400 had already been allocated and, under delegated powers, the Chairman and the Clerk had agreed to add £100, making a total grant of £500. It was not thought that more could be provided at this time as the whole of the grant budget in the precept for this financial year is only £1,000. Members agreed with this decision. As the grant application was for £1000 the Group had been advised to contact District Cllrs Moon and Agate to see if they would be able to make up the balance of £500 from their community grant allocations.

82/20DATE OF NEXT MEETING:

Tuesday 14TH JULY 2020 at 7.00 pm online via WebEx, unless the current restrictions are lifted.

The meeting closed at 10.00 p.m. Thanks were relayed to the Chairman for his chairmanship of a very long and detailed online meeting.

ORDERS FOR PAYMENT

2nd June 2020

Payments made since the last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

BRITISH GAS

   263.58

    12.55

    251.03

PEEL PARK PAVILION GAS BILL

BACS

DAVID LEACH ECOLOGY

 1116.00

  186.00

    930.00

DF BARN BAT SURVEY

D. CARD

PLANNING PORTAL

   256.00

     4.17

    251.83

FEE FOR  DF BARN PLANNING APPLICATION

BACS

A. GALLAGER (Came and Co)

     50.00

 

      50.00

ADDITIONAL INSURANCE FOR THE STORAGE CONTAINER IN PEEL PARK

DD

BRITISH GAS

       7.73

 

        7.73

DD FOR ALLOTMENT BUILDING ELECTRIC

 

June payments presented:

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS MAY SALARY

BACS

MRS DIANE DUFFY

    70.00

 

    70.00

CLERKS  MAY EXPENSES

BACS

MRS EMMA BARRITT

xxxxxx

 

xxxxxx

ASST CLERKS MAY SALARY

BACS

MRS EMMA BARRITT

      5.00

 

      5.00

ASST CLERKS MAY EXPENSES

BACS

HMRC

  280.67

 

  280.67

PAYE AND NI

D. CARD

CATALYST

    43.19

    7.20

   35.99

MONTHLY FEE FOR ADDITION STORAGE SPACE (1.6)

BACS

GOSSINGTON AND ELLIOTT

    42.00

    7.00

    35.00

PAYROLL ADIMISTRATION APRIL

BACS

COMMUNITY HEARTBEAT TRUST

  240.00

   40.00

  200.00

ELECTRICIAN CABINET FITTING FEE

BACS

GAS FIX

  480.00

   80.00

  400.00

DECOMISSIONING COMMUNMITY CENTRE SYSTEMS ETC

BACS

GODDARD PARTNERSHIP

5100.00

 850.00

4250.00

DF BARN PROJECT MANAGEMENT 2ND FEE

BACS

BRITISH GAS

  204.76

    9.75

   195.01

PEEL PARK PAVILION ELECTRIC BILL (1.6.)

DD

CASTLE WATER

    12.43

 

     12.43

PEEL PARK PAVILION WATER CHARGES

BACS

SERENITY DIGITAL

  180.00

   30.00

   150.00

WEBSITE HOSTING FEES

BACS

RP GARDENING

3075.00

 

 3075.00

GROUNDS MAINTENANCE - MAY

BACS

LEYDENE FENCING

  624.00

  104.00

   520.00

FENCING REPAIRS (SLM) UTILISING FENCE AROUND COPSE

BACS

P. REYNOLDS (FAIR ACCT)

  240.00

 

  240.00

INTERNAL AUDIT FEE YEAR END

DD

SALVUS TRUST

   24.00

     4.00

    20.00

PENSION ADMINISTRATION FEE

BACS

EHDC

 129.00

   21.50

  107.50

RAT TREATMENT AT WINDMILL VIEW ALLOTMENTS

BACS

M. STANNING

  92.50

 

   92.50

PAVILION CLEANING

 

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