ROWLANDS CASTLE PARISH COUNCIL Minutes of the FULL COUNCIL

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1 Monday 2 October 2017 at 7.00pm The Small Parish Hall, Links Lane, Rowlands Castle PO9 6AD These minutes are subject to confirmation by the Council at its next Full Council Meeting PRESENT: Cllr C Stanley (Chairman), Cllr A Lee, Cllr E Longman, Cllr R Raley, Cllr D Symonds and Cllr D Hooper. C Cllr M Harvey and D Cllr N Wren were also present in part. MINUTES: Taken by Gill Whatley (Admin Assistant to the Council) and then Lisa Walker (Clerk to the Council). THE CHAIRMAN'S SAFETY ANNOUNCEMENT WAS MADE 1. To Receive any Councillors Apologies for Absence Apologies for absence were received from Cllr Wilson and D Cllr Johnson. It was also noted the Clerk would be joining the Meeting later on. 2. To Receive any Declarations of Interest There were no declarations at this point in the Meeting. 3. To Receive and Confirm the Accuracy of the Draft Minutes of the Previous Meeting held on 4 September 2017 The Minutes of the Meeting (circulated previously) were unanimously CONFIRMED as an accurate record and were duly signed by the Chairman. 4. To Receive a Written Update on Progress of Resolutions from Previous Meeting(s) Members received and noted the Clerk s Report (circulated previously and held with these Minutes). HCC-related matters - C Cllr Harvey undertook to chase HCC to progress Council s Community-funded Initiative Application, additional locations for the Speed Limit Reminder and Low Bridge signage for the railway arches. Action: C Cllr Harvey to chase progress on the relevant projects Replacement Bench for Finchdean Green It was AGREED a bench from the Rec Ground could be used as a replacement or a new bench purchased. D Cllr Wren offered Community Grant funding if required. Action: Clerk to investigate suitable bench and apply for funding if necessary 5. Parish Notices and Clerk s Report: The following were reported: Residents Dealings with Parish Office in September - (circulated previously, held with these Minutes) Noted. Report on East Hants Association of Parish & Town Councils Mtg on 6 September in Steep Cllr Wilson attended but was not present to report. SDNPA Parish Workshop on 27 September Cllrs Lee and Wilson attended. The main themes of the SDNP Local Plan were explained, with the tone of the Plan promising to preserve the ethos of the Park. Its production within a timeframe of 3 years was praised. There appears to be very little in the Plan which might concern the Parish. It was noted that the inclusion of part of the Parish in the Park has afforded that portion more protection than had it not been included. Footway Resurfacing on The Fairway from w/c 2 October for 8 weeks Noted. NB: This work has since been postponed to a date as yet unknown. Citizens Advice East Hampshire to provide Advice Services in District - Noted. Support for Stansted Estate Foundation Project(s) It was AGREED to support the lottery bid being prepared by the Foundation. Action: Clerk to write a Letter of Support for the Foundation s Bid 6. To Receive Reports from County & District Councillors, and other Delegates, if appropriate: County Cllr Marge Harvey Cllr Harvey read her written report (a copy of which will be kept with these Minutes), including information on the following: Footway Resurfacing on The Fairway (see Item 5) Drainage matters on Bowes Hill and at the Comley Hill Plots Woodberry Road will be closed for one day for maintenance work. Re-lining around the Parish incl Links Lane, Forthcoming meeting with Cllr Humby, HCC Portfolio Holder for Transport re Oaklands II development. Cllr Lee undertook to approach the SSE Community Team and/or the Lengthsman for help in clearing a watercourse on a Comley Hill Plot. Action: Cllr Lee to progress clearance matters with Clerk Confirmed: Date:.. Page 1

2 District Cllr Malcolm Johnson Members noted Cllr Johnson s written report (previously circulated and a copy of which will be kept with these Minutes), including information on the following: The Government s increase in housing targets, especially in the south, Local Council Boundary Commission s Consultation on its East Hants District Boundary Review Outsourcing of back office functions New Citizens Advice Contract (see Item 5), and Financial Support via the Business Rate Scheme District Cllr Nigel Wren was welcomed back after his absence through illness. He had nothing to report. 7. OPEN FORUM - Limited to 15 minutes in total and a max 3 mins for each individual speaker There were no members of the public present at the Meeting. 8. PLANNING MATTERS: To Consider and Agree Action, if appropriate, on the following: a) Planning Applications: 35882/004 Lawful Development Certificate Proposed Application: THE OVERALL SPACE TO BE DIVIDED INTO A SMALLER GARAGE/STORAGE AREA, AN L SHAPED SALON UNIT WITH A TOILET, SINK, BASIN AND HAIR WASHING UNIT Tynan Croft, 81 Finchdean Road, Rowlands Castle, PO9 6DA Cllr Stanley outlined the Application, which he had reviewed. After some discussion, it was AGREED to note but make no further comment on the Application SINGLE STOREY REAR AND SIDE EXTENSION WITH PITCHED ROOFS 9 Nuthatch Close, Rowlands Castle PO9 6HW Cllr Hooper outlined the Application which he had reviewed. It was unanimously RESOLVED to make NO OBJECTION /002 NEW DUAL ENTRANCE PIERS AND GATES WITH SLOPING WALL 77 Links Lane, Rowlands Castle PO9 6AF Cllr Raley outlined the Application which he had reviewed. It was unanimously RESOLVED to make NO OBJECTION SINGLE STOREY REAR EXTENSION Railway Cottages, 2 Woodberry Lane, Rowlands Castle PO9 6DP Cllr Lee outlined the Application which he had reviewed. It was unanimously RESOLVED to OBJECT on the grounds that the proposed flat roof is not in keeping with the rest of the building. Council AGREED it would prefer a revision to the plans to include a pitched roof instead REPLACEMENT PVCu WINDOWS AND DOORS, RENDER FINISH TO FRONT ELEVATION AND A PITCHED ROOF TO EXISTING GARAGE AND PORCH 9 Links Lane, Rowlands Castle PO9 6AD Cllr Longman outlined the Application which she had reviewed. It was unanimously RESOLVED to make NO OBJECTION /001 For Note Only Notification of Intention to carry out Works to Trees within a Conservation Area: WILLOW FELL 1 The Green, Rowlands Castle PO9 6BW It was noted Cllr Lee had reviewed this Application prior to the deadline for comments of 26 September. On his recommendation, and with the agreement of a majority of other members, a comment of NO OBJECTION had been submitted /002 For Note Only SINGLE STOREY EXTENSION TO REAR 8 Greatfield Way, Rowlands Castle PO9 6AG It was noted Cllr Longman had reviewed this Application prior to the deadline for comments of 28 September. On her recommendation, and with the agreement of a majority of other members, a comment of NO OBJECTION had been submitted. Action: Clerk/Admin Asst to submit comments on Application(s) to EHDC/SDNPA Planning Depts Confirmed: Date:.. Page 2

3 The Clerk arrived at this point, thanked the Admin Asst for covering for her, and took over minuting the Mtg b) Update on Land South of Oaklands House Development ( Oaklands II ) Members expressed disappointment with the proposals for Whichers Gate Road (WGR) put forward by Bellway Homes at its Exhibition on 19 September and the lack of any HCC representation at the event. It was noted that Bellway is due to pay HCC 200K in transport contributions for this development, with 4 spending criteria identified, one of which is traffic calming on WGR. In addition, 40K+ remains from developers contributions for Oaklands I for improvements to Bridleway 24. Members recognised the importance of achieving a joined up approach to traffic calming on WGR with the monies available. They AGREED to represent this view at the forthcoming meeting between C Cllr Humby, HCC Portfolio Holder for Environment &Transport, and reps from RCPC on 10 October. Action: RCPC Attendees to clarify objectives, questions etc before 10 October c) Government Consultation on Proposed Revisions to Housing Need Assessment Members thanked Cllr Wilson for his Paper (circulated previously) and noted the contents. d) South Downs Local Plan Pre-Submission Consultation Members noted information on the Consultation (circulated previously) and the deadline of 21 November for responses. It was AGREED Cllrs Lee and Wilson would draft RCPC s response to any sections deemed relevant to the Parish. Action: Cllrs Lee and Wilson to draft RCPC s response to Consultation e) Review of Terms of Reference of Neighbourhood Plan Steering Group (NPSG) Members noted and unanimously AGREED the revisions the NPSG had requested to the Terms of Reference (circulated previously), with one minor amendment. Action: Clerk to finalise and publish the revised Terms in liaison with NPSG f) Schedule of EHDC s and SDNPA s Planning Decisions up to Friday 29 September 2017 Members noted the Schedule (a copy of which will be held with these Minutes). Decisions were broadly in line with Council s comments. 9. COUNCIL S OPERATIONAL MATTERS: To Consider and Agree Action, if appropriate, on the following: a) Update on Tree Survey of February 2017 Recommendations, and revisions to Council s Tree Policy Members noted the Clerk s Background Note on Tree Issues around the Parish (circulated previously), including advice from Council s qualified arboriculturalist (QA) on the prioritisation of works following his re-visit on 22 September. They also noted the draft revised Tree Policy (circulated previously), amended in line with the QA s recommendations. In accordance with the QA s advice, it was unanimously RESOLVED to: i) Commission Sapling Arboriculture to conduct a detailed assessment (incl tests) of the prominent mature oak near 6 Mallard Rd at a cost of VAT to inform future works to the tree, ii) Instruct Titchfield Tree Services (TTS) to fell the mature maple in the Recreation Ground car park, subject to receipt of a quote for such works, and plant a rowan there instead iii) Instruct TTS to crown reduce the mature poplar at Kingfisher Close at a cost of VAT, subject to EHDC s agreement because the tree is subject to a TPO, iv) Put all trees and other assets onto the subscriber-based listing service, Parish Online, v) During the next growing season, allow grass around particular trees to grow long to protect the base and root system from accidental machinery damage and encourage flora and fauna, vi) Approve the revised Tree Policy. It was also noted that the budget for Tree Work in 2018/19 and future years would need to be increased. Action 1: Clerk to commission Sapling Arboriculture to undertake relevant test Action 2: Clerk to commission TTS to undertake work, subject to quote and EHDC s agreement Action 3: Clerk to progress matters with Parish Online Action 4: Clerk to finalise and publish Tree Policy b) Consideration of Response to RCPC s Comments via East Hants Passenger Transport Members noted the Response (circulated previously) and that the No 27 bus service costs 78K pa to run, which may mean it is axed in future. Local tax payers need to consider whether they wish it to continue and are prepared to use it. It was also noted that RC Good Neighbours Service could be used as an alternative mode of transport. Confirmed: Date:.. Page 3

4 c) Recreation Ground Management Committee s Decision re RCA Firework Display on 4 November It was unanimously RESOLVED to confirm the Committee s decision to permit the Show at the Ground, subject to appropriate insurance, improved parking arrangements and a reduction in attendees compared to last year s event. Action: Clerk to liaise with RCA on the relevant matters d) Request by Village Fair Committee (VFC) to erect Christmas Tree on The Green for December 2017 It was unanimously RESOLVED to grant VFC permission to erect the Tree on Green, subject to the usual electrical checks. Rowlands Home Hardware will be providing the Tree. Action: Clerk to advice VFC of Council s decision, and arrange appropriate electrical checks 10. FINANCIAL MATTERS: To Consider and Agree Action, if appropriate, on the following: a) Report on External Auditor s Examination of Annual Return for year ending 31 March 2017 The clerk presented the Annual Return to Council (previously circulated), which had been examined by the external auditor, passed with no matters raised for attention ie a clean audit and published. In accordance with regulations, the requisite Notice of Conclusion of Audit had also been published. It was noted that the current auditor, BDO, had not been appointed for year ending 31 March 2018 onwards. It was unanimously RESOLVED to approve and accept the Return, including the Auditor s Certificate. b) September 2017 Schedule of Payments, for authorisation Cllr Lee stated he had reviewed and confirmed the relevant invoices. It was unanimously RESOLVED to authorise the Schedule (circulated previously) for payment and it was signed by the 3 nominated signatories. A list of payments is included below (incl VAT where appropriate, which is reclaimable by the Council): Method Amount Payee Reason DD HS Administrative Services Ltd Monthly payment of pension contributions DD BT Payments Services Ltd Monthly Telephone and Broadband charges IBT BDO LLP External Auditor s fee for Year End 31/03/17 IBT R J Winnicott Ltd Office rental + cleaning 01/10/17 to 31/03/18 IBT RCPHMC Hall Hire for Mtgs in Sept (incl NPSG) IBT Maxwell Amenity t/a Pitchcare Replacement White Lining Machine IBT Sapling Arboriculture Ltd Tree Condition Re-Survey and Advice IBT Novatech 2 x PC screens for Office IBT CPRE Hampshire 2 x Tickets for N hood Planning Conference IBT Condor Office Solutions Ltd Monthly Copier/Printer costs and maintenance IBT 9.24 Rowlands Home Hardware Consumables for Parish Office and SLR IBT Exterior Living Rooms Ltd Grass Cutting, Lengthsman & Handyman IBT 5.50 Cllr W Wilson Travel expenses to EHAPTC Mtg IBT 6.75 Cllr C Stanley Travel expenses to EHDC Licensing Comm IBT L Walker, Clerk Travel expenses and reimbursements IBT G Whatley, Admin Asst Office chairs + consumables reimbursement IBT Quality Land Services Ltd Quarterly litter and dog waste collection fee IBTs Staff salaries including HMRC, PAYE, NIC and Pension Contributions Total 10, IBT = Inter-bank Transfer, Council s main payment method now it is registered for online banking. DD = Direct Debit SO = Standing Order Action: Clerk to make payments according to Schedule A list of receipts is included below: Method Amount Payer Reason IBT 50, EHDC 2 nd of 2 Instalments of 2017/18 Precept Total 50, c) Report on Council s Bank Accounts as at 30 September 2017 Members noted the Report (circulated previously). Account Balance Date Current 88, incl reserves ( 81, after reconciliation to September s Payment Schedule.) 30/09/17 Council currently holds c 16,500K in unrestricted reserves, plus other funds for specific projects. Confirmed: Date:.. Page 4

5 d) Council s Insurance cover from 1 October 2017 Members noted and AGREED the premium of 1, (details circulated previously) and that Council was in the last year of a 3-year Agreement with Zurich to provide its insurance cover. Action: Clerk to include payment in October Schedule 11. Date of Next Meeting: Monday 6 November 2017 in the Small Parish Hall, Links Lane. The Meeting ended at 8.50pm During the course of the Meeting (both part and whole) there were no members of the public or Press present. Confirmed: Date:.. Page 5