Agenda for this Meeting PDF Version for Download


Minutes of a virtual extraordinary Full Council Meeting held Monday 18th May 2020 at 8.00pm



Cllr Deborah Chamberlain (Chairman)

Cllr Andrew Luff

Cllr Anthony Williams (Vice Chairman)

Cllr Tony Williamson

Cllr Lesley Coombes

Cllr Jim Wood

Cllr Virginia Evers

Cllr Paul Tansley

Cllr Peter Ellens


Also, in attendance: Clerk & Executive Officer Katie Knowles, Assistant Clerk Jo Littletree, Responsible Financial Officer, Tanya Hampshire and County Councillor Floss Mitchell.






Apologies were received and accepted from Cllr Malcolm Roffe and Cllr Rita Stubbings.









There were no declarations of interest.









The minutes of the previous meetings held on 9th March 2020, previously circulated, were approved as a correct record, signed by the Chairman and retained for filing later.








a.     Members received the minutes of the Planning Committee held on 2nd March 2020, previously circulated.

b.     Members ratified the planning comments submitted to the Planning Authority determined under the Covid19 Delegation Scheme.

c.      Members received the Minutes of the Finance & Policy Committee held by Zoom on 27th April 2020. 










The Chairman reported:

·       The resignation of Christine Philp as Councillor. Councillors thanked her for her service on the Parish Council and agreed to send a token of appreciation   

·       The proposed felling of the dead chestnut tree on Arford Common would be on the project action list that will be picked up by the new Clerk.

·       A detailed update on the new Councillor emails and Website would be expected by September.

·       Andrew Luff’s offer to fill the potholes on the track at the playing fields would be completed when time allowed. 

·       The plan to resume meetings on the scheduled dates, virtually for the time being.

·       The May meeting would ordinarily be the Annual Meeting of Council. Changes in legislation have enabled Councillors to continue in their roles until May 2021.

·       Vandals have caused over £1,000 worth of damage to the Village Hall roof but it had been repaired. The fencing around the Tennis Courts had also been vandalised on 2 occasions and would need repairing.

·       Thanks to Cllr Ellens the Tommy figure was placed on the Village Green for VE Day to mark the 75th Anniversary of the end of the 2nd World War in Europe.









As Council meetings have resumed the Delegation Scheme has ceased.












a)     Cllr Floss Mitchell’s written report was previously circulated.

HCC has opened the councillors’ grant fund early this year and increased the sum available to £10,000. This is so that county councillors can provide grants to local schemes to support our community during the current situation, and to help local charities that might be struggling.

There is a Coronavirus Helpline Hantshelp4vulnerable for frail or vulnerable Hampshire residents who do not have support from family, friends or their local community, and who need urgent assistance with essential food or household supplies, the collection of medication, or who are at risk of loneliness. Anyone in need of help can call 0333 370 4000 seven days a week, from 9am-5pm. There are 70,000 residents on the list as shielding in Hampshire.

To date, since the phone lines opened on 1 April 2020, over 3,500 calls have been received. Hantshelp4vulnerable provides advice and information, as well as co-ordinating requests for practical help, passing them through to the appropriate Local Response Centre – there is one based in each of Hampshire’s 11 districts. Due to the volume of calls, replying to these residents has been automated. However, residents are concerned the calls are scams. Cllr Mitchell confirmed that the calls are legitimate. The call centre number is used and will appear where residents have caller display or use ring back.

The Household Waste Recycling Centres are now open for those not able to store waste at home during the lockdown. This follows a clarification of the government’s guidance. However, opening hours are reduced (10.00am to 4.00pm). Councillors commented that cars were queuing for hours to enter the site in Bordon.









Councillor Williams reported that EHDC use Skype for business to hold virtual meetings. The first Planning Committee would be held on Thursday 21st May. Two meetings of the Local Plan Working Group have taken place. Members are updated weekly.  90% of businesses in the District are accessing the Government’s grants.









Members received an update on the recruitment of a replacement Clerk & Executive Officer, following the resignation of Miss Knowles in March. The post will continue to be advertised for a month, the contact details in the advert to be updated to that of the Chairman.


Members considered proposals for interim arrangements in the absence of the Clerk and Proper Office and for the purposes of summoning meetings only. In accordance with Standing Orders it was RESOLVED:


a)     To nominate the Responsible Financial Officer as Proper Officer for the purposes of summoning Councillors to meetings of the Planning Committee,

b)     To nominate the Assistant Clerk as Proper Officer for the purposes of summoning Councillors to meetings of Full Council,

c)     In the absence of both the Clerk and nominated alternative staff members, the Chairman may be nominated as Proper Officer purely for the purpose of summoning meetings.

d)     The Chairman temporarily monitors and responds to the Clerk’s emails using their designated laptop and relevant passcodes.

e)     In the absence of the Clerk, the Chairman will authorise bacs payments set up by the RFO and signed by two Councillors. During this interim period, the Chairman will not be able act as a signatory for invoices and other payments.













a)     It was RESOLVED to approve the final Income and Expenditure report up to 31st March 2020, attached herewith.



b)     It was RESOLVED that a list of payments made during March 2020 which had been previously distributed, was approved and signed by the Chairman.



c)     Members RESOLVED to approve the bank statements, corresponding bank reconciliation and trial balance as at 31st March 2020. 



d)     Member considered the Council’s Financial Statements for the year ended 31 March 2020. 


Members noted that a Balance Sheet was missing from the copy provided for the meeting. Councillors had no comments on the information provided. It was therefore RESOLVED to delegate the approval of the Financial Statement to the Chairman and Vice Chairman.


             Following the delegated authority given to the Chairman and Vice Chairman at the meeting,

             it was confirmed that figures on the Balance Sheet and Income and Expenditure Account, 

             both for the year ending 31 March 2020, match those on the AGAR Section 2 Accounting

             Statements. The Financial Statement has therefore been duly approved and signed.




e)     Members received and considered the internal audit report for 2019/20 by Auditing Solutions Ltd. There were no recommendations. Members thanked the RFO and Clerk & Executive Officer. 



f)      Members RESOLVED to approve and sign Section 1, Annual Governance Statement for 2019/20.



g)     Following the decision on item 10d (minute reference CO009 d)), Members RESOLVED to delegate the approval of Section 2, Accounting Statement of the Annual Return 2019/20 to the Chairman and Vice Chairman.


             Following the delegated authority given to the Chairman and Vice Chairman at the meeting,

             it was confirmed that figures on the Balance Sheet and Income and Expenditure Account, 

             both for the year ending 31 March 2020, match those on the AGAR Section 2 Accounting

             Statements and therefore it was duly approved and signed.




h)     Members considered the Council’s annual Risk Assessment 2019/20.


The section covering a Pandemic was highlighted by the Chairman. The Chairman advised that in order to enable the safe return to working in the office, a  Covid 19 Risk Assessment would need to be completed. The Clerk confirmed that not all staff members had been provided with the equipment to be able to work from home. The quote obtained by the Clerk and circulated to the Chairman and Vice Chairman was shared with Councillors. 


£446.62 Laptop

123.75 Labour Charge to set lap-top up

£25.00 Remote support licence

£21.96 Internet Security licence


Members discussed the operational requirements of an additional laptop and determined it would be beneficial for all staff to have the provision to work from home. It was highlighted that if all staff work from home, the office phone must be diverted to an operational one.


It was RESOLVED to approve the Council annual Risk Assessment 2019/21 and to purchase an additional laptop as set out above, for all staff to have the provision to work from home.




i)      Members received an annual report on the Council’s investments for 2019/20



j)      Members RESOLVED to continue its membership of HALC and the affiliation fees for 2020/21



k)     Members considered an application by Headley Down Nature for £3,200 of S106 ‘Environmental Improvements’ funding for a project entitled 'Heathland Heritage: Putting the heather back in Heatherlands'. It was RESOLVED to support the application in principle however further information was required to determine whether the application is supported in part or in full.





Cllr Mitchell left the meeting.






Members RESOLVED that the press and public be excluded from the meeting for the final item of business on the grounds that it involved the likely disclosure of sensitive information about employees, as defined in Paragraph1 of Part 1 of Schedule 12A to the Act.






There being no further business the meeting closed at 9.23pm