Meeting Minutes

Meeting details

  • Date: 3rd November 2020
  • Duration: 19:00 - 21:16
  • Location: Zoom


Meeting minutes:

127/20TO RECEIVE APOLOGIES FOR ABSENCE.

No apologies had been received. All Parish Councillors were present.

128/20TO RECEIVE DECLARATIONS OF INTEREST.

No declarations of interest relating to any of the agenda items were made at this point.

129/20TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 6TH OCTOBER 2020.

The minutes of the meeting held on 6th October had been circulated and it was RESOLVED that they were an accurate record and that they should be published on the website and on the Parish Council noticeboard at the Memorial Hall immediately.

130/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS.

County Cllr Mocatta had submitted a written report, which is attached to these minutes, covering emergency funding for vulnerable families, the Active Places Summit which had been held in October, a new plastic recycling infographic, a new carbon strategy for Hampshire Highways and a Hampshire Countryside Service podcast which was very interesting and which he hoped would be viewed by young people in particular.

County Cllr Mocatta said that he had contributed £2000 from his County Councillor grant allocation to HCC’s emergency funding programme. The Chairman mentioned that he would pass on the details of the programme to the Clanfield Voluntary Care Group as he understood that they were looking for funding to continue supplying food for several families.

County Cllr Mocatta also drew members’ attention to the Climate Action Plan which HCC has developed with the Carbon Trust and he also mentioned that Hampshire Highways have published their Carbon Reduction Strategy for 2020-2024. It was understood that the development of EHDC’s green policies is proceeding but more slowly. Cllr Coffre said that, whilst he acknowledged that there are limitations to what can be done in present circumstances, he would welcome a workable plan of action as soon as possible.

Cllr Agate relayed information on the CQC report which included mental health issues among other things – this report would be sent to the Clerk and forwarded to members accordingly.

131/20OPEN FORUM.

No members of the public were in attendance

132/20POSSIBLE CHANGES TO THE WORKING STRUCTURE OF THE COUNCIL

To receive an initial report for consideration prior to the Annual Meeting in May 2021.

The Chairman introduced the paper which he had prepared on this subject, noting that, at the Annual Meeting in May, it had been agreed that the Council would review its Committee and Working Group structure at this meeting in November. The Chairman said that he did not believe that the Council’s present structure and way of working was sustainable as the extent of the Council’s responsibilities and the very considerable increase in the size of the land and property which it manages had outgrown the structure that had been inherited from the past. Delegation of more of the workload from full Council meetings was now necessary and the Chairman’s paper had set out one or two ideas about how it might be achieved whilst retaining overall control by the full Council. During discussion, County Cllr Mocatta suggested that members should sit in on meetings of other Councils who operate differently and gave one or two examples. Members agreed that, in principle, changes were required. A Working Group comprising Cllrs Harris, Hurst and Coffre was set up to consider the situation in more detail with a view to reporting back to the Council in February 2021 with recommendations for implementation from the Annual Meeting in May 2021. Cllr Williams would join the Working Group if his commitments permitted.

Cllr Collins also stressed the need for the Council to have a Parish Council Office before the end of 2021 and he felt that the possibility of providing a temporary portacabin office on the site of the Community Centre should be explored.

133/20FINANCE AND GENERAL PURPOSES:

To receive and approve the November Financial Statement.

The financial statement for November had been circulated to members showing a balance at the end of October of £269159.85. The Statement was duly approved.

To receive and approve the Orders for Payment

The orders for payment had been circulated to members. Payments since the last meeting totalled £2852.78 and payments of £10847.53 were presented for approval. It was RESOLVED that the Orders for Payment be duly approved. The Orders for Payment included the cost of engaging security services to patrol Peel Park and the Community Centre area – this decision had been taken at short notice, due to an incident at the Community Centre area – the cost of this: £1260 + VAT – was duly accepted.

To receive the external audit completion report

The external audit report had now been received. The only comment that the Auditors had made was:
“The AGAR was not accurately completed before submission for review. The smaller authority has not restated the 2018/19 figure when revaluing assets in Section 2, Box 9. Please note that the Practitioners’ Guide allows smaller authorities to use any reasonable valuation method, provided that the prior year figure is restated for consistency and comparability.”
As the prior year figure had been stated in Section 2, Box 9, the point that the Auditors had made was not clear and it was agreed that they should be asked for clarification.
The inspection procedure and documents would now be publicised accordingly

To agree to the cost of converting the accounts package from R&P to I&E

With expenditure exceeding the £200,000 threshold for the third consecutive year, the Council is required to change its accounts reporting from Receipts and Expenditure to an Income and Expenditure basis. It was RESOLVED that Rialtas be appointed to undertake the initial conversion and to complete the year end procedure at fees of £300 + VAT and £560 + VAT respectively.

To receive the notes from the F&GPWG meeting held on 21st October 2020.

The notes from the last meeting had been circulated and, although some overspend had been highlighted, it was considered that the Council’s finances were in a reasonably healthy condition. The next meeting of the Working Group was scheduled for 18th November when the 2021/22 draft precept would be considered for presentation to the Council at its December meeting.

134/20SPORTS AND COMMUNITY CENTRE:

To receive a report on the progress of negotiations with the prospective tenant of the Centre and the licensee of the tennis courts

The Chairman reported that matters were moving forward on the Centre albeit more slowly than had previously been anticipated, partly due to the Covid situation and partly to await the outcome of discussions between Community First and a third party. It was considered highly unlikely that the Centre would now reopen in January.

Negotiations had also continued with Active Academy concerning the tennis courts. Active Academy were licensees of the former Tenants of the Centre, Clanfield Sports and Community Foundation Limited (the Foundation), but the Licence had come to an end automatically when, on 21st July 2020, the Foundation went into liquidation and the Liquidator disclaimed the Foundation’s Lease. The Parish Council had permitted Active Academy to continue to operate the tennis courts so that residents would not be denied the opportunity of playing tennis. It was the Parish Council’s intention that the tennis courts would be let to Community First with the Centre (as was the case with the Foundation). Tripartite talks had been held but it had not been possible to reach an agreement. Active Academy had requested a direct Licence from the Parish Council until March 2023 or even March 2024 which was not acceptable to Community First on the terms which Active Academy had offered. It was felt that the only way forward was to offer Active Academy a one year Licence from the Council backdated to 1st October 2020 to protect the uninterrupted continuance of Active Academy’s insurance from the LTA through the LTA venue registration which they needed to renew almost immediately. The Licence would expire on 30th September 2021 which would mean that the tennis courts could not be added to the Lease of the Centre to Community First until then. Community First had been consulted and had indicated that they would accept that situation.

Members felt that this was the only way forward in the interests of all parties and to enable continued uninterrupted use of the tennis courts by members of the public whether members of the tennis club or “pay as you play” players. Members authorised the Chairman to make that offer to Active Academy but they also suggested that he should request a slightly higher minimum Licence Fee than had been offered.

To receive an update on the progress of the pre re-opening works.

The Chairman had prepared and circulated the fourth draft of the costed schedule of works. Actual and estimated costs currently totalled £19,087.55 plus VAT. It was noted that contractors’ quotations had not yet been received on a few items. However, it was likely that the overall final cost (including the agreed monthly financial support for the Centre once it re-opened) would be around the sum of £25,000 plus VAT which would equate to the precepted amount for the 2020/2021 financial year.

The Chairman also reported that there has been further vandalism at the site. The police were investigating and had visited the site to speak to the youths who gather there. Further anti-vandal measures had been implemented and others were agreed at the meeting during discussion on this item.

To consider whether the site can continue to be offered for use as a Covid-19 Testing Station beyond the end of November.

Members considered that the site could continue to be offered for use as a Covid-19 testing station during December. Cllrs Harris, Foster and Hurst offered to share the opening and closing duties with the Chairman and Vice-Chairman.

135/20EHDC’s PLACE-MAKING STRATEGY:

To receive a report on this strategy, its objectives for the Southern Parishes of the District and the role of Clanfield Parish Council in its implementation.

The Chairman reported that the EHDC Place Making Strategy had been approved in 2019. He described “place-making” as a framework for enhancing the social, economic and environmental profile of where we live and work and its distinctive identity for the benefit of our residents - their opportunities, their health and their surroundings. It sets out how EHDC will work with public, private and voluntary sector partners to actively support approaches to place-making in four key hub areas - Petersfield; Alton; Whitehill and Bordon and the three Southern Parishes. The current topics being discussed for the Southern Parishes are: land east of Horndean; Havant Thicket; Rowlands Castle Neighbourhood Plan and LCWIP (Cycling and Walking). The Clanfield Parish Council did wish to keep in touch with the community facilities that are to be provided on the land to the east of Horndean and with the roll out of the LCWIP. New projects can be added in the future - for example, the Greening campaign might be proposed as a topic for consideration in the Southern Parishes in due course.

To note and confirm representatives from Clanfield Parish Council to the Strategy and Delivery Groups.

The Clerk attends meetings of the Delivery Group and a Council representative is required for the Strategy Group – the Chairman had been attending the initial Governance and Strategy Group meetings and would attend the December meeting, but it was agreed that, his work commitments permitting, Cllr Coffre would represent the Council from January onwards. It was anticipated that the meetings would eventually be held quarterly.

136/20COMMUNITY WORKING GROUP:

To receive a report on the Working Group’s meeting held on 26th October 2020.

Cllr Coffre introduced this item. The notes of the Community Working Group’s meeting which had been held on 26th October had been circulated to members. The Council noted the work which the Group is progressing and the Group’s request for funding of £100 from the contingency budget to cover the cost of a plaque to acknowledge the Community Award which the Council had granted to two members of the Clanfield Coronavirus Community Support Group and to purchase a Greening campaign pack was approved. The next meeting of the Group would be in December.

137/20DOWN FARM BARN WORKING GROUP:

To receive a quarterly update report from the Working Group.

Cllr Clarke had submitted a report: Shortly after the last Council meeting she and the Chairman had met with a member of the Community First team to discuss potential funding for the project, two potential funders were mentioned including the Arts Council and it was felt that placing the funding application in the context of the Council’s overall strategy would be the best way forward. The preparation of a leaflet to promote the Council’s strategy and provide the background for the funding application(s) was advised. A clear vision would be required following discussions with artists prior to approaching the Arts Council, but due to the current Covid situation a site meeting would be delayed. Thanks were relayed to Cllrs Harris and D’este Hoare for their recent assistance with on-site work.

The Chairman reported that SSEN are due to disconnect the developer’s electricity supply at the property on Friday 6th November and the developers will be collecting the remaining Heras fencing at the same time.

138/20ST JAMES PLACE (DOWN FARM PARK):

Phase 2: Progress towards proposed Transfer - update.

The Chairman reported that three conditions had to be met prior to transfer. EHDC had approved an application from the developers for amendments to the landscaping requirements. EHDC had also lifted the Breach of Condition Notice on Phase 2 (but not on Phase 3 - the sports pitches) but the developers had not yet satisfied the third condition - the completion of the outstanding snagging works on site. The developers had not yet advised when the outstanding work would be done and, therefore, when completion of the transfer would take place. The planned autumn cut of the meadow areas had been missed and would now be undertaken in the Spring. The Licence to Occupy the allotments and the allotment parking area had been extended until 30th November and it would be extended again if, by then, the transfer has not been completed.

Phase 3: To receive an update on the construction of the sports pitches.

The Chairman reported that, unfortunately, work on site had been halted as, although land drainage had been installed and backfilled and topsoil had been spread, it was evident that the drainage was not functioning satisfactorily. EHDC and their consultant were in touch with the developers. It was probable that some further remedial works would be necessary prior to grass seeding in the Spring.
The Parish Council has consistently said that it would not take the transfer of the Phase 3 area until the pitches are constructed to a satisfactory standard and the grass has established and is cuttable.

139/20PROPERTY MANAGEMENT:

Land and Property Security:

Employment of security firm to patrol the Sports and Community Centre and Peel Park - report and decision to continue or otherwise.
As previously reported, a security company had been engaged on an initial one month contract to patrol the Community Centre area and Peel Park following serious vandalism, and hostility being shown by some youths, at the Centre in particular. Members considered whether the service should be continued but it was RESOLVED (with 9 votes For and 1 Against) that the service be terminated when the current contract expires. It was noted that the Police are now involved.

CCTV at Peel Park - report and decision on repairs.

There was still an issue with one of the cameras and also the hard drive which is failing. Members considered that the quality of the recordings was inadequate and that, consequently, the cost of repairing the existing system could not be justified. It was RESOLVED that the CCTV system at Peel Park be discontinued but that the cameras should remain in position.

St James Place (Down Farm Park) Phases 2 and 3:

Additional Dragon’s Teeth (Phase 2)
It was noted that the additional dragon’s teeth (at the top of Columbine Way and at Bee Orchid Close) as previously agreed will be installed once the land is transferred to the Parish Council – some residents who had requested this additional security provision have agreed to contribute towards the cost.

Exclusion of dogs from Children’s Play Area (Phase 2)
Members confirmed that, if possible, steps should be taken to exclude dogs from the children’s play area in accordance with the policy for all the Parish Council’s playgrounds. When the Chairman has been able to provide a draft plan and specification, Cllr Foster will seek quotations from contractors for planting a hedge with a supporting fence and gates around the boundary of the play area and liaise with the District Councillors concerning the possibility of grant funding for the work.

Exclusion of dogs from Sports Pitches (Phase 3)
Members had previously expressed the view that dogs should also be excluded from the football pitches. The developers were proposing to provide a safety fence (not dog proof) on the Western boundary only where there is the steepest embankment. During discussion, differing views were expressed about the effectiveness of protecting sports fields with fencing and future maintenance costs were also mentioned. The overall length of the fencing would be approximately 354 metres. It was agreed that a decision on the provision of fencing, or otherwise, would be taken when contractors’ quotations have been obtained and it has been established whether the Parish Council could use CIL monies which it holds to pay for the work. The Chairman would prepare a draft plan and specification and Cllr Foster would obtain the quotations and, with the Clerk, establish the position concerning the use of CIL monies for this work.

Allotments
Two points about the allotments had been mentioned in a written Open Space Report from Emma Barritt (Assistant Clerk / Open Spaces Officer).
It was considered that solvent based preserver should be used for painting the sheds and the communal storage building at Site A and that the work should be carried out in the Spring.
Cllr Harris agreed that some form of storage should be seriously considered for Site B, possibly a communal shed. It was agreed that members would make a decision on this after the transfer of the Phase 2 area at St James Place (Down Farm Park) has been completed.

Playgrounds and other Recreational Facilities:

To update on the repair of equipment at the Council’s playgrounds.
The repairs works had now commenced.

Peel Park:

Phase 2 pavilion works - boiler repair.
The boiler was due to be repaired this month as there was currently a fault with regards to hot water and heating. Cllr Harris had been invited to attend the next meeting of the Football Club when their future intentions regarding the use of the pavilion would be reviewed. The Council would then be better informed and updated when considering future capital expenditure on improvements to the pavilion.

Village Pond:

Update on work by volunteers.
Cllr D’Este Hoare reported that a volunteer clear up had been carried out on 18th October - six volunteers had carried out the work and the appearance of the pond area was very much improved. A lot of reeds and other vegetation had been removed. The skip which the Parish Council had hired had been completely filled and the local farmer, Mr Tim Rook, had kindly helped with the disposal of the remaining waste vegetation. It was agreed that a note of thanks would be sent to Mr Rook.

140/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS:

Planning Committee.
The Planning Committee had held their first virtual meeting, albeit without showing the plans on screen. The next meeting was scheduled for Monday 16th November at 6.30 p.m.

Any other reports.
The Chairman and Cllr White had attended a virtual Infrastructure Planning and Delivery meeting hosted by EHDC on 10th November.

ORDERS FOR PAYMENT

3rd November 2020

Payments made since last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DD

CIA LTD

    40.36

 

    40.36

C. CENTRE DIRECT DEBIT

BACS

CIA LTD

  782.40

 130.40

  652.00

C. CENTRE CCTV SYSTEM REPAIR

BACS

CHURCHILL SECURITY

1512.00

252.00

1260.00

PROPERTY SECURITY PATROL (1 MONTH)

BACS

SOUTHERN FIRE PROTECTION

  108.00

  18.00

    90.00

PEEL PARK PAV. 6 MONTHLY INSPECTIONS

BACS

SSE

  290.10

  13.81

  276.29

C. CENTRE ELECTRIC BILL

BACS

S. WILLIAMS

    45.00

    7.50

    37.50

WEBEX SUBSCRIPTION X 3

BACS

GOSSINGTON & ELLIOTT

    42.00

    7.00

    35.00

PAYROLL  ADMINISTRATION

DC

ZOOM

    14.39

    2.40

    11.99

SUBSCRIPTION FEE

DD

CASTLE WATER

    10.80

 

    10.80

PEEL PARK WATER

DD

BRITISH GAS

     7.73

 

     7.73

ALLOTMENT BUILDING ELECTRIC


Payments presented:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

DC

CATALYST

    43.19

     7.20

     35.99

EMAIL SERVICE

BACS

MRS DIANE DUFFY

xxxxxx

 

xxxxxx

CLERKS OCTOBER SALARY

BACS

MRS DIANE DUFFY

    74.05

 

    74.05

CLERKS OCTOBER EXPENSES

BACS

MRS EMMA BARRITT

 xxxxxx

 

 xxxxxx

ASST. CLERKS OCTOBER SALARY

BACS

MRS EMMA BARRITT

      5.00

 

      5.00

ASST. CLERKS MOBILE TOP UP

BACS

HMRC

  296.02

 

  296.02

PAYE AND NI

BACS

P. REYNOLDS

  495.00

 

  495.00

INTERNAL AUDIT SERVICES

BACS

PKF LITTLEJOHN

  720.00

  120.00

  600.00

EXTERNAL AUDIT SERVICES

BACS

RP GARDENING

3390.00

 

3390.00

GROUND MAINT

BACS

SERENITY DIGITAL

  612.00

  102.00

  510.00

WEBSITE HOSTING INC WEBSITE ACCESSIBILITY UPDATES (360.00 prev. agreed)

BACS

SOUTHERN FIRE PROTECTION

  307.20

    51.20

  256.00

C. CENTRE FIRE ALARM SYSTEM  SERVICE AND ASSOC. WORKS

BACS

HAMPSHIRE COUNTY COUNCIL

1868.20

  251.20

1617.00

LEGAL WORKS CARRIED OUT FOLLOWING THE UNAUTHORISED ENCAMPMENT IN PEEL PARK

BACS

LEYDENE FENCING

 126.00

    21.00

 105.00

TO SECURE GATE AND REPLACE TOP HINGE – SJP ALLOTMENT GATES – TO BE REIMBURSED BY BDW

BACS

PHS GROUP

 165.86

   27.64

 138.22

PLAY EQ. INSPS - OCT

DD

BRITISH GAS

   16.36

       .77

   15.59

PEEL PARK PAV. GAS BILL (10/11)

BACS

VIKING DIRECT

   54.49

     9.09

   45.40

STATIONARY ITEMS

BACS

M. STANNING

231.25

 

 231.25

CLEANING - PP  PAV - £138.75; C. CENTRE – 92.50

DD

SALVUS TRUST

111.78

 

 111.78

PENSION CONTRIBUTION

DD

SALVUS TRUST

  24.00

   4.00

   20.00

PENSION ADMINISTRATION

DD

BRITISH GAS

  97.96

  4.66

   93.30

C. CENTRE GAS BILL (17/11)

BACS

THE PEST CONTROL MAN

115.00

 

 115.00

QUARTERLY PAYMENT

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