Virtual Community Facilities Committee meeting, 20/10/20 – minutes

Minutes of a virtual meeting of the Council Community Facilities Committee on Tuesday 20th October 2020 at 7.30pm via ZOOM online meeting facility
Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bolton, Dipple, Harte, Clerk: Mrs Scriven Non Council members: Mr Isted
Members of public: 1 (Mr Stephenson)

1. Welcome

2. Apologies for Absence – Cllrs Kendall, Paige-Stimson

3. Confirmation of the order of the Agenda – agreed

4. Identification of any items that might be resolved for confidential session – none

5. Declarations of Interest
Cllr Prior declared a non pecuniary interest in matters pertaining to WSCC as a Trustee
Cllr Bolton declared a non pecuniary interest in matters pertaining to the Village Hall as Council representative and a Trustee

6. Open Session for members of the public to raise any matters of relevance to the Parish – none

7. Minutes of the meeting on 25th February 2019
Prop Cllr RB, 2nd Cllr JH, carried Cllr votes: RB- yes, TD-yes, JH-yes, AP-yes.

8. Matters arising – (not on the agenda) None

9. Sports Association – Simon Isted
9.1 Report – noted. Mr Isted said works on the Cricket Club had started and weas progressing well and acknowledged PCs
cannot pay VAT on invoices for the works. The Club was to hold its AGM on 21st Oct 2020 with 5 members present. Cllrs were
pleased to hear that team sizes continued to grow and noted the club was still seeking additional pitches.

10. Committee Budget
10.1 2020/21 update – whilst there appeared to be an underspend on tree maintenance and grass cutting, this would be used by
year end.
10.2 2021/2022 Budget setting – Cllrs considered the budget and agreed a proposed budget to go forward to Finance
Committee of £50,050
Prop Cllr AP, 2nd Cllr JH, carried. Cllr votes: RB- yes, TD-yes, JH-yes, AP-yes.

11. Dog Close
11.1 Update on lease for Dog Close land – The Clerk had reported to SDC Planning Enforcement that no maintenance had been
carried out on the balancing ponds (SUDs) since they were built and had contacted Walton Estate in an attempt to move the lease
forward by confirming the PC would sign the lease if it included no responsibility for the SUDs, details of the right of way to
move livestock and confirming there would be no easement agreed for the Medical Centre, they would need to access the field via
a gate in their own fence. Ground repair works were now commencing with flaying and seeding.

12. Village Hall – Cllr AP
12.1 Youth Hut update – It was agreed that the cost of refurbishment or replacement of the existing buildings was not currently a
financial priority and noted that a condition of the lease was that the car park must be sorted out and resurfaced within 5 years of
undertaking the lease. Cllrs agreed that a future building should be considered in the 4 year development plan in consideration of
the future PC offices.
Recommendation to seek quotes for the demolition and removal of the existing youth hut building and set out/resurfacing of the car park. Prop Cllr AP, 2nd Cllr RB carried
Cllr votes: RB- yes, TD-yes, JH-yes, AP-yes.

Action: seek costs of replacement buildings suitable for use as PC offices By: Committee members/office

13. Newbold Road land
13.1 Planning application update – Cllr AP read an email from Wellan detailing their actions to date and apologising for not
having expedited this matter as requested.

14. Annual inspection of Parish Council properties – (Covid aware)
14.1 Chedham’s Yard, WSCC, Village Hall, Cricket Club, Bowls Club – Cllrs agreed that under the Covid social distancing
rules it was more agreeable to postpone inspections until spring when three of the five would reopen.
Prop Cllr JH, 2nd Cllr TD, carried Cllr votes: RB- yes, TD-yes, JH-yes, AP-yes.

15. Playground equipment
15.1 Additional equipment – £5000 had been carried forward from last year’s budget and £2000 remained in budget from 2020
and quotes for a piece of equipment for the under 5s were being sought.

16. Lengthsman – Removed from agenda as incorrect committee item.


17. Trees
17.1 Mapping trees in the parish (including TPO’s) – In line with a notice from the Clerk relating to efficient recording of the
Health, condition, location and safety of PC owned trees, it was noted that the recently purchased online mapping service included
a facility for tree mapping. The Conservation Group had confirmed they would be prepared to report on the conditions of trees in
the parish with a TPO and Cllr AP agreed to map the location of PC owned trees with the groundsman whilst discussing any
works to be carried out. A photograph would also be added to the tree maps giving a historical record of all PC trees as of 2020.

18. Christmas lights review – Virtual switch on due to Covid restrictions
18.1 Arrangements for virtual switch-on had been made by the Street Fayre committee who were to fund video equipment to set
up a virtual switch on via YouTube. There would be another Christmas lights competition through the school with the winning
entrant switching on the lights with their parents. It was hoped to film carol singers and carry out interviews with children about
Christmas prior to the event. It was noted that some of the usual traders who attend the Christmas Fayre were arranging an online
Christmas market on Facebook during the run up to the festive season.

19. Cllr, Clerk and members exchange of information
Cllr Bolton – none
Cllr Dipple – none
Cllr Harte – none
Cllr Prior – none
Clerk – none
Mr Isted – asked if the grant deadline was unchanged due to Covid

20. Date of next meeting – 8th December 2020

There being no further business to discuss, the meeting closed at pm

Chairman…..Cllr Prior………


(Completed on 26th October 2020)