General Purposes Committee
of the Finance & General Purposes Committee Meeting held electronically on
Thursday 23rd July 2020 at 7.26pm.
Cllr Appleby, Cllr Langford, Cllr Riley (chair), Cllr Percy, Cllr
Legat, Cllr Stirrup
Michelle Leadbitter-Allen (Clerk)
Cllr Andrews, Cllr Rosewell, Cllr
Jeffes, Cllr Moffatt
Approve the minutes from 18th June
The Minutes of the 18th June were
approved by all as a correct record of events.
Minutes to be signed in retrospect.
There were no matters arising
Council agreed Clerk salary for August in advance.
Bills to Pay were viewed
by all and agreed by Cllr Appleby and Cllr Legat. Both Councillors to
email agreement to Clerk.
Action: Clerk to process payments
Action: Cllr Riley to authorise payments with the
bank when satisfied with the above
The discrepancies with the lengthsman payment of Invoice 1337 dated 6th July for works
completed on the 24th June were discussed, IVPC resolved to pay this as per
Financial Regulations by 6th August. Headbourne Worthy to resolve this dispute by 6th
Action: Clerk to notify Headbourne Worthy of our intention to pay invoice by 6th
August unless have been copied into communications with RP Gardening explicitly
explaining the dispute. Cllr Riley will need to be copied into this
communication as if it is not received by the 6th then payment will
go ahead as per our Financial Regulations and the contract with the lengthsman
Committee Annual Workplan Update
ran through the workplan to date explaining that she was happy with progress on
all items with an Amber Rating.
Declaration of Pecuniary Interest Forms
Monthly Inspection & Maintenance Contract
15. Check Lease
of KGVth to WYFC for next season
External Auditors (PKF) Queries
Action: Clerk to add updated Workplan to
minutes (link to Updated
Agree Date to Reopen Play Areas at Couch Green
Cllr Riley explained that the both
play areas had been closed in line with Government Covid-19 Guidelines. During
the closure significant repairs have been made as recommended in the Annual
Play Area inspection 2019. Cllr Riley
referred to the Guidance and Signage that the Clerk had sent to everyone for
reference as well as the advice given by our insurers regarding risk of opening
without a cleaning regime and booking system as recommended in government
guidelines. Cllr Riley also said that
the latest guidelines issued by the government were focusing on the importance
of parental involvement in keep the children safe whilst using the play areas.
Cllr Appleby confirmed that the
Covid-19 Group is looking for Council approval to open the play areas on the 31st
July based on the information that has been circulated by the Clerk.
Council members were asked to share
Cllr Langford asked what WCC were
doing as they had reopened their play areas.
Clerk explained that WCC have implemented much the same as IVPC were
proposing, but with the addition of a cleaning regime and hand sanitising stations.
Cllr Langford agreed that IVPC should reopen as outlined.
Cllr Legat agreed that the parks
should be reopened with the signs that had been created.
present decided that the parks should re-open.
Action: Cllr Appleby to erect signs at Old School Field and Couch Green
Action: Clerk to ask WCC if the ownership signs could be printed on Corex
Agree Footpath & Cycleway Priority List for
submission to landowners
Cllr Appleby ran through the
footpaths giving an update on progress where applicable:
Footpaths in Itchen Abbas:
1. Boardwalk from the B3047 (vineyard
permissive path) to the bridges in the SSI
Itchen Stoke & Ovington Parish
Council are in favour of building the boardwalk. Cllr Jeffes pursuing this with HCC and Hants Wildlife Trust.
Create a footpath from the end of the Watercress way around
the back of the houses in Station Approach which would create a path away from
vehicles to link the railway line with Northington Lane and Footpath39
Langford to review the proposal in terms of practicalities and discuss with BCM
the land agent.
a permissive path parallel to Footpath33 Northington Lane to Rectory Lane
Cllr Jeffes and Cllr Rosewell have
discussed this with the landowner, and although there is nothing yet in writing
the landowner is keen to allow the permissive path. Cllr Jeffes has requested a kissing gate from
Footpaths in Martyr Worthy:
Extend Footpath 29 along the filed boundary next to the B3047 until a safe crossing to
Footpath 44 can be made thus strengthening facilities & links to the
Roswell to discuss with landowner
Extend the Watercress Way westwards from Bridget’s Lane to
to create safe access to Princes Mead School & community tennis courts.
An easement on landowner’s land
next to Princes Mead School will also be required.
Rosewell to discuss with landowner after briefing from Cllr Porter. HCC have allowed Watercress Way to take over
the part of the railway closest to the A33
Convert the square of footpaths 26 & 29 around the back of
Rivermead and Tumbledown to one-way to meet social distancing requirements
along a very narrow footpath.
This was regarded as low priority and
should only be considered in a lockdown situation.
Footpaths in Easton:
Footway along the edge of Easton Lane from B3047 to Footpath
24 or Footpath 26 increasing safety for walkers along roadside and providing
pedestrian access to bus stop.
Roswell to speak to landowner.
Create a footpath from Southern end of Footpath 17 into Easton
to alleviate safety concerns as walkers currently must use Chapel Lane.
Action: Cllr Roswell and Cllr Langford to discuss with applicable
Action: Clerk to add
Footpaths and Cycleways update to FCM Agenda
Great British September Clean
All agreed it would be good to
participate and resolved for litter pick to take place on 26th September 2020.
List Routes online with Jonathan’s
Zoom meetings for all those that
would like to join, breakout groups for each village.
Cllr Stirrup suggested we use an
interactive map which would allow participants to log the route they would be
walking and litter picking. Concern over
groups of people gathering to litter pick.
Action: Cllr Stirrup to investigate using interactive
map and get back to Cllr Appleby before the 15th August.
Action: Cllr Appleby to advertise in Itchen Valley News
Appoint Climate Neutrality Support Contact
The Environment Workshop
established in March has the following members : Cllr Percy, Cllr Riley, Cllr
Andrews, Cllr Jeffes, Cllr Langford
Action: Cllr Riley to arrange a meeting of the
workgroup. The group to report back with lead Councilors name at the FCM on 3rd
Action: Clerk to add to agenda.
Present & Agree Vitaplay Maintenance &
Inspection Renewal Contract
Current playground contractor
Vitaplay contract is up for renewal. We
have looked at alternative contractors without success and we would like to
renew with Vitaplay. Clerk has
circulated the revised contract for council approval. Clerk presented new
contact to Vitaplay that came back with a counter with an increase of £6 per
site which equates to a 14% increase with the additional cost of £65 to clean
out the space under the jumping area of the trampoline at Couch Green.
Cllr Appleby said that he had not
been happy with some of the inspections performed by Vitaplay in recent months
but had met with Vitaplay at Couch Green and was satisfied that they had now
completed all works due.
All members agreed to renew contract
with Vitaplay until 2023, with the trampoline clearing as an adhoc item.
Action: Clerk to send final signed contract to
Vitaplay for agreement and signature.
Discuss/Approve funding requests:
Section 137 Request from Citizens Advice Bureau
All agreed that we should support
Winchester Citizens Advice Bureau especially as Covid-19 has led to increased demand.
Based on this Cllr Appleby proposed that the Council pay £350.00, all agreed.
Action: Clerk to make payment
Roll on Goal & 1 Year Maintenance funding request from
Worthy Youth Football Club
Cllr Riley explained that she had
had a meeting with the clerk and chairman of WYFC to talk about the future
needs of KGVth Playing Field, the action plan from
this meeting was quite extensive, with some actions having some serious
financial implications. (Click the
underlined link to access the action plan that was circulated before the
meeting.) We have received an invoice for deposit for chafer grub from
GreenThumb. We have had a grounds maintenance contractor look at the field and
identified the problems such as rabbits, chafer grub, years of neglect, weeds
and to correct these things in order for the club to continue playing will
require us to enter into a more rigorous maintenance program. Our current
maintenance program is limited to grass cutting and the pitches are suffering
from years of neglect. Cllr Riley proposed that we bring the quotes to the Full
Council Meeting to show everyone what costs we are looking at. WYFC have talked about using one pitch on the
upper section so we can make improvements to the lower section and then
The work in total means getting rid
of the Chafer Grub, shooting the rabbits, killing the weed and aerating and
seed the current pitches. The quote received
comes to roughly £4400 for aeration and seeding, which is an initial annual
Action: Clerk to look at funding opportunities. Look at making a Boomtown application, look
at Football Association, Hampshire Playing Fields, Action Hampshire, RSN. A specific set of work for estimates is
available to give as project details. If
we do not do this work, then it is likely that WYFC will no longer use Couch
There was discussion around the
cost of maintaining the field vs the income potential.
Cllr Langford would like to see how much it will cost us to run this over a
3-year period, including money in and money out.
Action: Clerk to produce report for FCM
Chafer Grub and Rabbits
Cllr Riley to investigate further
to determine if there is Chafer Grub present.
Action: Clerk to cancel GreenThumb as we will not be using
them, as they had let us down earlier in the year.
Too late in the year for ferreting
or long-netting, the only real option now is to shoot them. Discussion around shooting them as would
present a health and safety issue.
Worthy Youth Football Club are
willing to fill in holes and scrapings, but this is not a long-term solution.
Action: Cllr Riley & Cllr Langford will ask
around to find someone to perform a shoot.
Quality of Service Delivery
Discussion around why the lengthsman work has not been completed and it was decided
that the worksheet needs to be circulated by the councillors
and given to Cllr Moffatt to liaise with Lengthsman.
Action: Clerk to create and circulate a shared
worksheet for all councillors to complete. Clerk will send this to Cllr Moffatt who must
prioritise them before submission to lengthsman.
Any Items for consideration for next meeting
told members that he had received an offer of help from an individual
experienced in Emergency Planning outside the cancel to help with the Emergency
Plan and that we should create a work group to include this individual to create an Emergency Plan,
members could include Cllr Appleby, the Clerk and Cllr Andrews. Cllr Stirrup also volunteered to join.
Add to Emergency Plan to Full Council Agenda.
Review Electronic Meetings at Full Council Meeting.
Date and Time of following meeting:
Thursday 17th September 2020 at
7.45/8.00 pm until 9.00 pm.
Location: Electronic – public
welcome, contact clerk for entry.
The meeting was
closed at 9.21 pm