Meeting Minutes

Meeting details

  • Date: 6th October 2020
  • Duration: 19:00 - 21:40
  • Location: Cisco WebEx


Meeting minutes:

112/20TO RECEIVE APOLOGIES FOR ABSENCE

All Parish Council members were in attendance. Apologies were received from District Councillor Moon and District Councillor Agate who had submitted a written report. The report can be viewed here.

113/20TO RECEIVE DECLARATIONS OF INTEREST

No declarations of interest in agenda items were made at this point.

114/20TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 1ST SEPTEMBER 2020

The minutes of the meeting held on 1st September had been circulated and it was RESOLVED that they were an accurate record and that they would be published on the website and the Parish Council noticeboard at the Memorial Hall immediately. The Chairman had signed all previously approved minutes whilst socially distancing on the Clerk’s premises.

115/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS

Cllr Mocatta reported on the result of his enquiries concerning the Clanfield Accessibility Improvements. The preparatory work is following the internal gateway process of ETE which manages the overall governance of transport schemes and how they are approved within Hampshire County Council. Following delays due to the diversion of resources to the County’s Covid-19 response and some design issues being resolved, the scheme is now moving towards implementation but it could be the late Spring of 2021 before work can commence. In the meantime, further discussions are taking place to establish whether some urgent aspects of the work could be prioritised for an earlier start. It is believed that funding in excess of £1million is still in place for the scheme.

District Cllr Agate had submitted a written report which is attached to these minutes. Cllr Coffre mentioned that he had not been able to find the 11 points on reducing carbon emissions in East Hampshire which District Cllr Agate had said were contained in a report by Alton Climate Action & Network and he asked if County Cllr Mocatta (who is also an EHDC District Cllr) could assist in that respect.

116/20OPEN FORUM 7.14 p.m.

Papers had been sent to members regarding the possible relocation of Clanfield Cricket Club to Judges Meadow (part of the former HMS Mercury site) which is situated just outside the Parish on the edge of East Meon. Martin Fulda of the Judges Meadow Community Group spoke to provide members with further background information. The Group has been working with the Cricket Club on an application to have Judges Meadow listed as an asset of Community Value. The Cricket Club’s Secretary, Matt Bradley, spoke about the limitations of South Lane Meadow to accomodate the growth of the Club. Moving the Club’s base to Judges Meadow would make use of existing facilities and enable the Club to meet current and future demand from the enlarged local population. Mr Fulda and Mr Bradley invited Members to record their support for:

“community ownership of Judges Meadow, enabling the possibility of its future use by Clanfield Cricket Club and, where possible, other users”

In answer to a question from the Chairman, Mr Fulda confirmed that the Group were not expecting Clanfield Parish Council to acquire Judges Meadow - they were just asking for the Council’s support for their application.

After consideration, Members expressed their support and said that, although they would be sad to see the Cricket Club move from South Lane Meadow, they understood the reasoning behind the proposal.

MEETING RECONVENEND 7.28 p.m.

117/20FINANCE AND GENERAL PURPOSES:

To receive and approve the October financial statement.
The financial statement for October had been circulated to members showing a balance at the end of September of £285,867.38 and expenditure against the precept at the half way mark in the financial year. The Statement was duly approved.

To receive and approve the Orders for Payment – including 2020/21 salary increase.
The orders for payment had been circulated to members. Payments since the last meeting totalled £5,045.92 and payments of £14,519.95 were presented for approval. The payments included the annual increase to the Clerk and Assistant Clerks salaries as per the national agreement and backdated to April 2020. It was RESOLVED that the Orders for Payment be duly approved

To receive an update on the external audit.
The external audit had not yet been officially signed off but was in the process – two queries had been raised with the Clerk one of which related to the valuation of assets – when the final AGAR is received the query would be suitably addressed and questioned if considered necessary.

Update on measures to comply with website Accessibility Standards
Cllr Williams reported that there was a new set of criteria regarding accessibility to websites and the process had been initiated with the Council’s current website host at a cost of £360.00 +VAT. It was anticipated that the work would be completed by the end of October thus making the Council fully compliant with the new regulations.

To consider exploring external accounting assistance for the Council
As this will be the third financial year that the Council have exceeded the £200,000 expenditure and income limit to produce the accounts on a Receipts and Payments basis, there is a requirement to adopt an Income and Expenditure basis of accounting. The accounts package needs to be upgraded for the changes at the year end and a decision will need to be made about securing additional accountancy resources either in house or by outsourcing. This would be referred to the FGPWG to consider and report back to the Council with a recommendation.

118/20SPORTS AND COMMUNITY CENTRE:

At this point the Chairman introduced Tim Houghton (Chief Executive of Community First) who was in attendance at the meeting. Mr Houghton gave a brief review of the work which Community First have been doing to bring forward their Business Plan which had been sent, in confidence, to members of the Council just before the meeting.

To receive a final report on the repair work to the sports hall floor.
The repair work had now been completed.

To receive a report on the progress of negotiations with the potential new operator, including ongoing financial support from the Council, and to authorise instructions to solicitors to prepare a draft Lease.
The Chairman’s report had been sent to members prior to the meeting. It set out draft Heads of Terms for a Lease of the property to Community First and it also set out the financial support which Community First is requesting the Council to provide. Whilst this is envisaged at the rate of £25,000 per annum for 5 years, this would be subject to review at the end of years 2 and 3 to coincide with break provisions in the Lease. It is envisaged that the financial support would be released in monthly installments and, during the first year, it would be on a pro-rata basis - e.g. if the opening date should be 3 months before the end of the current financial year, one quarter of the annual sum would be paid this financial year. The balance would be available to help towards the cost of the pre-re-opening works. After consideration, members approved the report and its contents as a statement of the present position in the negotiations and authorised the instruction of solicitors to commence the preparation of a draft Lease document.

To receive and consider a recommendation that the Council should enter into a Licence agreement with Active Academy Ltd for their continued use and operation of the tennis courts.
The Chairman reported that when the Lease of the Centre was disclaimed by the Liquidator of Clanfield Sports and Community Foundation Limited (the Foundation) on 21st July, 2020, the Licence to use and operate the tennis courts which Active Academy Limited held from the Foundation automatically came to an end. The Council had permitted Active Academy to continue to use the tennis courts to ensure that their availability to members of the community was not disrupted. Active Academy have to renew their registration of the venue with the Lawn Tennis Association (LTA) shortly and, for that, they need a new Licence agreement to be in place. This would be before Community First will be signing a Lease of the Centre and, therefore, Active Academy were seeking a Licence direct from the Council. There would be insurance implications for users if the LTA venue registration is not completed when due. It was envisaged that arrangements for a new Licence would need to be agreed by 31st October.

Community First had asked for the tennis courts to be included in their Lease of the Centre, as they had been with the Foundation, but they had not approved the terms of the Licence which Active Academy had with the Foundation. Active Academy had said that it would prefer that the tennis courts should be separate from the Centre and that their Licence should be with the Council. Members expressed their wish that negotiations should continue between all three parties - the Council, Community First and Active Academy - in the hope that an agreement can be reached so that if there should be a direct Licence agreement between the Council and Active Academy, the terms should meet with the approval of Community First so that the Council could assign its interest in the Licence to Community First at a later date. With regard to the maintenance of the courts, two quotations had been received for annual vacuuming washing and weed / moss spraying as recommended in the Tennis Court Manual. It was RESOLVED to accept an estimate of £991.60 + VAT for this work.

To receive an update on the progress of the pre reopening works required at the Centre and their cost and to authorise instructions to contractors as applicable.
The Chairman had updated the costed list of pre-opening works and other extraordinary costs relating to the Centre. This was noted by members who RESOLVED to approve the appointment of electrical engineers to undertake an electrical test of the whole building (required every 5 years and recommended prior to reletting) at an estimated cost of £1.880 + VAT and various electrical repairs and replacements including two high level light fittings in the sports hall at an estimated cost of £1,179.98 + VAT for which a scissor lift would be required. It was noted that the wholesale cost of the replacement high level light fittings was £499.98 + VAT and that the engineers did not propose to charge any mark up.

Use of the site as a Covid-19 Testing Station - review.
It was RESOLVED that the Centre site continue to be offered to the Local Resilience Forum (LRF) for use as a Covid-19 Testing Station during November. Although no income is received and the Council does have to pay the cost of cleaning as MTU staff (not patients) use the facilities, it was felt that this is a service which the Council should continue to provide whilst the Centre is otherwise closed. The Chairman and Cllr Collins were responsible for the opening and closing of the Centre for the Mobile Testing Unit (MTU) team and were happy to continue doing so for another month

There had been some serious and repeated vandalism to the bin store and bicycle shelter at the Centre. The cost was being evaluated but, if the cover to the bicycle shelter should be replaced, it would be likely to cost a considerable amount. For example, the original suppliers had said that the cost of delivering a new shelter from their manufacturing base in the North Midlands would be about £450 on top of the cost of the cover itself. Enquiries were being made as to the possibility of finding a local supplier.

119/20COMMUNITY WORKING GROUP

Report of meeting held on 15th September 2020.
The Inaugural Meeting of the Working Group had been held via Zoom on 15th September and the meeting notes had been duly circulated. The Group had identified some short term “quick fix” objectives and some other ideas were being developed for medium and longer term implementation. Among the short term “quick fix” ideas were sowing wild flower seeds as the first step of creating wildflower meadows at Sunderton Meadow and Down Farm Park. Medium and longer term suggestions include installing solar panels on the roof of the Bowls Club, tree planting, EV charging points at the Sports and Community Centre and a Windmill Art competition linked to Phase 1 of the Public Art Project. The Council had also asked the Group to manage an annual community award scheme. Other possible work streams include a Village Green Audit, a Council Green Charter and a community educational programme on Climate Change facts and opportunities. With regard to the wild flower seed sowing, it was suggested that the Group work with the Property Management Working Group to identify suitable locations to start the project both in Sunderton Meadow and at Down Farm Park.

At this point, the Chairman reported that as part of the EHDC Place Making Strategy a Southern Parishes Strategy Group had been formed and a representative from Clanfield PC was required – a full report on this would be made at the November meeting.

Public Art Project - Phase 1 - update on proposed funding application.
Following a study of the Arts Council’s new criteria for assessing grant applications, the submission of the Phase 1 application had been paused pending a discussion on whether it should be more closely aligned to the Down Farm Barn project.

120/20DOWN FARM BARN WORKING GROUP

To receive a report from the Working Group.
A meeting was scheduled for the following morning with a Community First representative to discuss potential funding opportunities and it was hoped that a report from the Working Group would be available for the November meeting

121/20ST JAMES PLACE (DOWN FARM PARK)

Phase 1:

Developer’s remedial work to the bowling green and the sports pavilion - update.
The works to the bowling green had now been substantially completed. The contractors are scheduled to return within the next two months to roll the surface again when it was anticipated that one small ridge on one of the rinks would be rectified. Subject to this final work being undertaken, the Bowls Club had been given the go ahead to proceed with their league application. Two or three minor snagging works still need to be carried out in and around the pavilion and the developers are making the necessary arrangements.

Completion of Bowls Club Lease – report
The lease has now been completed but rent review dates had not been written in to either copy by the solicitors. Arrangements had been made for this to be rectified by the parties themselves.

Phase 2:

Progress towards proposed Transfer - update.
The letter which secures the £20,000 commuted sum had now been signed and the funds were in the hands of the developers solicitors awaiting transfer to the Parish Council’s account on the completion of the Transfer. This would be when all of the following conditions are met - (1) approval by EHDC (Planning) of an application for minor amendments (submitted by the developers and approved by the Council) to the landscaping requirements; (2) lifting by EHDC (Planning) of the Breach of Condition notice relating to the landscaping on Phases 1 and 2 and (3) completion, by the developers, of a list of outstanding works. In the meantime, the licence to occupy the allotments and the allotment car park had been extended to 30th October. The licensed use of the allotment plots by the allotment holders would continue for the time being as tenancy agreements cannot be issued until the Transfer has been completed and the Council owns the site.

Land security works - report, recommendations and costings
A quotation had been received from the contractor who installs dragons teeth for the Council for a small section in Columbine way – three dragons teeth at a cost of £103.95 + VAT and 48 dragons teeth at a cost of £1663.20 + VAT to protect a larger area at Bee Orchid Close which had the potential for an unauthorized encampment Cllr Foster reported that it was possible that there may be a contribution towards the cost of the latter by a number of the residents to enable this area to be protected.

It was RESOLVED that the work be carried out and the two quotations duly accepted.

Phase 3:

To receive an update on the construction of the sports pitches and related matters.
A site meeting had been scheduled for the following day. The Chairman reported there was still a large quantity of water settling on the surface.

122/20PROPERTY MANAGEMENT

Playgrounds and other Recreational Facilities:

To receive and consider cost estimates for the repair of equipment at the Council’s playgrounds following the annual ROSPA inspection reports.
As reported at previous meetings, three widely varying quotations had been received for the repair works - £6,475 + VAT; £25,975 + VAT; £9,883 + VAT – all based on the same specification. After consideration it was RESOLVED that providing the lowest quotation of £6,475 + VAT was compliant it would be accepted.

Chalton Green – land security works

The works to install dragons teeth and remove a metal cylinder embedded in the grass had been completed.

Peel Park:

Report on replacement of car park gates
The new gates had been installed as a matter of urgency. It was suggested that nuts/bolts on all gates be ground off so as to make them less vulnerable.

Health and Safety issues including repair of western pedestrian entrance
It was hoped that this would be one item which could be brought forward as a matter of urgency form the accessibility scheme.

Phase 2 pavilion works - boiler replacement and relocation - review of estimates and proposals
Two estimates had been received – a third had been sought but was not forthcoming. The estimates varied from approximately £16,000 to approximately £18,000 – there was a discussion regarding whether hot water was currently required in the pavilion - Cllr Harris would ask the Football Club what their current requirements were now that their first team had moved from Peel Park and as they were the only users at present. It was considered that the boiler requirements should be split into two phases of implementation - one to cover just the hot water boiler in the kitchen and one to cover the large boilers in the boiler room. The annual boiler service was scheduled for this month and a report would be circulated following the service.

Phase 3 pavilion works - new front entrance - update on preparation of draft plans
It was considered that a wider entrance hall and passage than shown on the draft plans would be required . This would make the kitchen smaller but it would be adequate as a kitchenette. The architect would be asked for her views.

CCTV camera and system issue
The hard drive on the system was malfunctioning. Members asked that the cost effectiveness of CCTV at Peel Park should be reviewed before any decision is taken about renewal. Enquiries would be made with other Councils to see if they provided CCTV coverage for their properties. The Property Management WG would review this matter and make a recommendation to the full Council in the near future.

To report on the recent unauthorised encampment and associated costs
Following the removal of the unauthorized encampment and the support that the police had provided to the Council, it was agreed that a letter of thanks be sent to the officers involved. The communication received from EHDC indicating that they were unable to provide support to the Council on this occasion would be sent to District Councillor Moon as he had requested.

Village Pond – update

A grant of £405 had been received from County Cllr Mocatta which will enable the repair work to the bridge to be carried out and the hire of a further skip to enable clearance of overgrown reeds. This work would be undertaken by the volunteers in October/ November

123/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

Planning Committee.
A summary of the planning applications had been circulated – the committee was still operating under delegated powers but it was hoped that they would commence virtual meetings as soon as practicable

South Lane Meadow Trustees.
The minutes from the meeting held on 18th August had been circulated. It was stated at this point that the annual review of the Council’s grounds maintenance specification with the contractor must include an item for the correct spraying of the perimeter path in the meadow as a requirement.

Any other reports.
Cllr White and the Chairman had attended a Skype meeting which EHDC had arranged regarding the white paper on planning reforms.

Cllr Foster, as EHAPTC representative on the HALC Executive Board, had attended a virtual meeting and circulated notes. He had also attended the HALC AGM - virtually - as the Clanfield Parish Council representative and had circulated meeting notes.

124/20TO CONSIDER DISPENSATION TO COUNCIL MEMBERS CONCERNING PLANNING APPLICATIONS ON COUNCIL OWNED PROPERTY

The NALC guide had been received but doesn’t give a definitive answer with regards to the requirement for a dispensation for Council owned property. Some members expressed the view that, as members do not own the properties themselves, there should not be any conflict of interest

125/20TO UPDATE ON THE PREPARATION OF A RECOGNITION AWARD FOR THE ORGANISERS OF THE CLANFIELD CORONAVIRUS COMMUNITY SUPPORT GROUP

The two main volunteers had been informed that they would be receiving an award in due course – it was agreed that this would be progressed by Cllr Hurst and Cllr Coffre.

ORDERS FOR PAYMENT

6th October 2020

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

CIA LTD

  199.20

    33.20

   166.00

P.P PAVILION service agreement/warranty for intruder alarm

DD

SALVUS TRUST

  107.81

 

   107.81

PENSION CONTRIBUTION

BACS

PHS GROUP

    54.29

     9.05

     45.24

PAVILION CLEANING SUNDRIES

BACS

BD WINDOWS

  591.00

 

   591.00

C. CENTRE WINDOWS - £90 WAS PAID FOR BY A RESIDENT WHOSE SON DAMAGED ONE OF THE WINDOWS

BACS

THAT’S NEAT SIGNS

    54.00

     9.00

     45.00

SIGNAGE

BACS

GOSSINGTON & ELLIOTT

    42.00

     7.00

     35.00

PAYROLL ADMINISTRATION

BACS

HCC LEGAL

1922.40

 318.40

 1604.00

C.S.C. FOUNDATION INSOLVENCY LEGAL FEES

DD

B. GAS

  111.79

     5.32

   106.47

C. CENTRE FIRST GAS BILL

BACS

CIA

     43.20

     7.20

     36.00

C. CENTRE PROXIMITY TAGS REPLACEMENT

BACS

HCC

   890.94

 148.00

   742.94

CLANFIELD BOWLS AND SPORTS CLUB – LEGAL FEES

BACS

SOUTHERN IND DOORS

   294.00

   49.00

   245.00

C. CENTRE DOOR SERVICE

BACS

GREEN FOX

   216.00

   36.00

   180.00

C. CENTRE KITCHEN DEEP CLEAN

BACS

GAS FIX

   270.00

   45.00

   225.00

C. CENTRE – RECOMMISSION SYSTEM

BACS

J. BANNELL

   176.56

 

   176.56

REIMBURSEMENT OF PURCHASES

BACS

H. AMLIWALA

     30.00

 

     30.00

REFUND OF ALLOTMENT DEPOSIT

DD

INFORMATION COMMISSIONERS OFFICE

     35.00

 

     35.00

ANNUAL FEE

DD

B GAS

       7.73

 

       7.73

ALLOTMENT ELECTRIC BILL - MONTHLY


Payments presented:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DC

CATALYST

     43.19

    7.20

    35.99

EMAIL SERVICE

BACS

MAXIMUM CLIMATE CONTROL

   257.51

  42.92

  214.59

C. CENTRE REPLACEMENT FILTERS (PD 011020)

BACS

MRS DIANE DUFFY

 xxxxxx

 

 xxxxxx

CLERKS SEPTEMBER SALARY inc increase/back dated to April

BACS

MRS DIANE DUFFY

     74.05

 

     74.05

CLERKS SEPTEMBER EXPENSES

BACS

MRS EMMA BARRITT

  x xxxxx

 

  xxxxxx

ASST. CLERKS SEPTEMBER SALARY inc increase/back dated to April

BACS

MRS EMMA BARRITT

     20.00

 

     20.00

ASST. CLERKS MOBILE TOP UP X 2 + KEY PURCHASE

BACS

HMRC

   372.96

 

   372.96

PAYE AND NI

BACS

GA PROPERTY MAINTENANCE

   944.00

 

   944.00

VARIOUS MAINT. TASKS – Jan 20 – Sept 20

BACS

GA PROPERTY MAINTENANCE

 3240.00

 

 3240.00

PAVILION WORKS

BACS

RP GARDENING

 3650.00

 

 3650.00

GROUND MAINT

BACS

SERENITY DIGITAL

   180.00

   30.00

  150.00

WEBSITE HOSTING

BACS

SOUTHERN FIRE PROTECTION

   168.00

   28.00

  140.00

C. CENTRE FIRE ALARM SYSTEM FAULT REPAIR

BACS

IDVERDE

   906.98

 151.16

  755.82

BIN EMPTING 010720 - 300920

BACS

IDVERDE

   786.28

 

 

Credit note awaited as original invoice was for £1339.48 they overcharged for litter picking

BACS

LEYDENE FENCING

   696.00

 116.00

  580.00

PEEL PARK REPLACEMENTGATES

BACS

PHS GROUP

   165.86

   27.64

  138.22

PLAY EQ. INSPS

DD

BRITISH GAS

     87.11

     4.14

    82.97

C. CENTRE GAS BILL – 010920-300920

BACS

SSE

   318.89

   15.18

  303.71

C. CENTRE ELECTRIC BILL

BACS

M. STANNING

   111.00

 

  111.00

CLEANING - PP  PAV - £74.00 C.C ENTRE £37.00

DD

SALVUS TRUST

   131.62

 

  131.62

PENSION CONTRIBUTION

DD

SALVUS TRUST

     24.00

    4.00

    20.00

 PENSION ADMINISTRATION

BACS

NALC

     17.00

 

    17.00

LOCAL COUNCIL REVIEW SUBSCRIPTION

 

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