ROPLEY PARISH COUNCIL

Tuesday 3rd April 2018 at 7.30pm in Ropley Parish Hall

MINUTES

Those in attendance: Cllr G. Brown (GB) Chair, Derrick Speed (SP) Vice Chair & Jenny Nops, Mrs J. Nops (JN), T. Day (TD), District, Cllr C. Louisson (CL), G. Stogdon (GS), D. Fielden (DF) & Becky French (BF) Clerk to the Parish Council.

1 Apologies for absence

J Culverwell (JC), S. Perkins (SP) and J. Parsonson (JP)

2 Declaration of Interest in respect of matters to be discussed.

The Chairman declared an interest in item 9, new planning applications: 25454/009 at Hall Place Cottage.

3 Minutes of the Ordinary Parish Council meeting held on 6th March 2018 - to approve the minutes as a true record.

It was unanimously resolved that the Minutes of the ordinary meeting held on 6th March 2018 be accepted as an accurate record & were duly signed by the Chair.

4 Matters arising from the minutes

- Radian’s plan for sewage treatment replacement at Dunsell’s Close. The Clerk contacted Radian and they confirmed the intended works, currently at the consultation phase. Once this phase has been completed and plans formulated, a planning application will be submitted to East Hampshire District Council. Radian has agreed to send the Clerk the revised plans (after Easter break) prior to the planning application submission and is available to attend the May parish meeting to answer any further questions. CL confirmed that there had been a meeting between Radian and the adjacent landowner and that they had offered Radian part of the land as a drainage area and to include associated machinery. Radian are looking at reconfiguring the pumping station to move this further down Dunsell’s Close and nearer to house number 1, to remove issues associated with power failure. The plans are still being evaluated. Clerk to include on next agenda. Once plans have been updated, the Parish Council will invite a Radian representative to an ordinary meeting.

- Street naming of new development at Hale Close – Update (Clerk) The Clerk confirmed with East Hampshire District Council the decision of the last Parish Council meeting, which was to reject the developer’s proposal to name the new development ‘Orchard Gate’. Instead Councilors felt that a continuation of the existing development 24-29 Hale Close, more reflects the layout of site. East Hampshire District Council have indicated that the developer isn’t keen on a continuation of numbering within Hale Close. The developer looked at various options, but after looking through East Hampshire’s District Council’s Street Naming and Numbering Policy, suggested a new road name, based on the below reasoning. • The new road name was suggested as a development with 5 or more properties can have a new road name (Point 5.2.1). • The road name has a local connection, relating to the former use of the site (Point 5.2.4). • The developer would make sure adequate signage is put up at the development site, but also at the junction of Hale Close and Church Street (Point 6 - Street Nameplates). • Royal Mail have been consulted on this site and are happy for a new road name to be used. If a new road name was used the properties would have a different postcode to the properties on Hale Close, thus this would help with locating the properties in the future. • The Council inform various internal and external contacts including the emergency services and sat. nav. companies of the new addresses. There are now 3 options available for naming the new development. These are; - Orchard Gate - An alternative road name suggested by Ropley Parish Council which might have more relevance to the site / Ropley’s local history? - Provide the six properties with house names instead of numbers and address them on to Hale Close. If this option was taken, then choices of house names would come down to the developer / new home owners. Following a discussion, the council members felt that due to the new development being an extension of the existing close, that the most suitable name would be a Hale Close. Providing the new houses with house names and retaining the Hale Close road name, was considered the preferred option. All in favour. Clerk to update East Hampshire District Council.

5 Public participation in accordance with Standing Orders s3 (d – k)

- Is the Parish Council intending to comment on the alternative for the new proposed pipeline route through Ropley? The consultation ends on 14th April 2018. Cl confirmed that there are 3 proposed routes through the village, with the proposal closest to the village being the most concerning. There are exhibitions through the area and there is an event scheduled at Ropley on 11th April in the village hall. Ropley Councillors were asked to attend an event and report back to the Council. If there is a need to make comments then an additional meeting would need to be called in time to meet the consultation deadline of 14th April. Councillors were encouraged to look at the online maps, as these provide good detail. - TD sought permission was requested to hold the Pram Race 2018 in May – all Councillors were in favour. - TD highlighted the need for the pavilion to be repainted and enquired about whether such works were VAT rechargeable due to it being ‘repair works’. Clerk to investigate and report back.

6 Review of Standing Orders, Financial Regulations and Risk Assessment – to summarise items of interest to members and to adopt the documents.

- The Clerk has identified a number of additions to the document. Clerk to email suggestions to the working group of JN, JP & SP.

7 Recreation ground

- Safety Cricket matches netting – Update (DF) The Consultation period for comments on the proposed safety netting ends on 5th April. There may be a delay in East Hampshire District Council’s decision on planning permission, as it has gone to Sport England to comment. They have 21 days to respond from 27 March when they ‘accept’ the application. If Sport England want further details then the 21 days are suspended until answers have been received, therefore an exact timescale of decision is unclear. Contractors have been asked to look at Mid-May at a potential start date for installation. - The Cricket Club have confirmed that they will act as agents for the Parish Council and will monitor the condition of the safety netting. They have also agreed to take the netting down and erect it every season. The Parish Council will own the netting and will provide the appropriate insurance and any maintenance costs. The Parish Council will need to provide an amendment to their contract to reflect these activities. The Parish Council also needs to write to Cricket Club to ask the Cricket Club to formalise this agreement and to ask them to record the instances of stray cricket balls through this season.

- Skate Park Update (SP) Clerk has sent an email to the suggested funding company who sent a reply seeking more detail. Clerk waiting for a reply and will provide an update once received. The young parishioners have confirmed that local parents are looking into forming an action group to secure funds and support with the project.

- MUGA lighting (GS) Ed Lane, Chair Ropey Tennis Club sends apologies for the meeting. GS has been asked to present their findings to the tenders for MUGA lighting.

Over the course of February and March the MUGA lighting tenders with the three preferred suppliers were re-run. The detailed quotes as well as a comparative table are shown in the spreadsheet circulated before the meeting. Based on various interactions with the suppliers and subsequent discussions and reviews of the quotes, Cllrs Fielden and Stogdon and Edward Lane on behalf of the RLTC recommend that the Parish Council proceed to contracts with Luminance Pro. This is based on the following: 1. Luminance Pro are a known supplier • They are the incumbent provider of the Tennis Club lights and the RLTC has had a very positive post-sales experience with them • They were the most consultative throughout the process 2. Luminance Pro have the highest Functional Specification • The specified lighting has the highest Initial illumination levels in the Principle Playing Area (PPA), and Total Playing area (TPA), whilst for the Maintained Illumination level, they are the best in the PPA and less than 4% worse than the cheapest quote. They also have the best uniformity of light for the PPA. • Lowest column height at 6.7 metres. Columns and lamps will be green. 3. Luminance Pro’s Pricing & Warranty • They are neither the most expensive nor the cheapest with the total cost falling within the funds available and budgeted • Highest level of Warranty (5 years on everything) Notes: 1. Upon request from the cricket club, this specification includes wiring to be laid to cater for an LED scoreboard which the cricket club are intending to install at a later date. As such the requested spend above is not entirely related to the MUGA floodlights. However, the wiring for the scoreboard will provide a power supply to that part of the recreation ground which is an asset and it makes economic sense to carry out this work at the same time as the major wiring exercise for the MUGA lights 2. The recommendation is not to use a coin/token operated meter to control the lights, but rather to use an LTA module which integrates the lights to the online booking system. This removes the need to administer and manage a coin/token-based system and makes the whole process completely automated and electronic. This will require a separate contract with the LTA. This approach is slightly more expensive to install and does come with an ongoing annual fee of £280 + VAT which will need to be paid out of the proceeds from the lights. It is suggested that any further proceeds from the use of the MUGA lights are accounted for separately by the Tennis Club and set aside for ongoing maintenance.

Motions 1 and 2 include an amendment to refer to suppliers rather than supplier.

Motion 1: The Council to consider the 3 quotations for the provision of the MUGA lighting and associated ancillary works and select their preferred suppliers.

The proposed contractor was Luminance Pro Lighting Systems Ltd. Proposed by GS, seconded by DF and all in favour.

Additional to the associated works on the MUGA lighting, the quotations include an extra power supply for the Recreation Ground. Councillors discussed the power supply for the scoreboard and were content that its inclusion in the tender was acceptable.

- Item 10, IV Invoices for rent from Clubs was raised under this section. The Clerk attended the HALC finance conference last year. VAT was discussed briefly and the Clerk queried our rent fees to the Tennis, Football and Cricket Club of £85. The presenter felt that these fees could present us with difficulty in the future, as anything above £1 rent is classed as a business activity and as such if we needed to complete works related to the facilities of these clubs, then we wouldn’t be able to claim VAT back. He felt that the £85 fee might not be worth it in the long-run, as this could compromise any future or past VAT claims. Clerk asked to include a Motion on the next agenda to reduce the rent amount of the Tennis, Football and Cricket Clubs to £1.

Motion 2: The Clerk be authorised to contract with the preferred suppliers for the provision of the MUGA lighting and ancillary works in accordance with the quotation.

Proposed by GS, seconded by DF and all in favour.

Motion 3: The Clerk be authorised to draw down from East Hampshire District Council, the balance of Section 106 monies held in relation to the provision of the MUGA facilities.

Proposed by GS, seconded by DF and all in favour.

For information- there is a Cricket Festival being planned for this year. Clerk to contact David Burgess to confirm details and complete relevant paperwork.

8 Neighbourhood Plan- Update

- CL confirmed that the Public consultation has now finished. Approximately 100 people overall attended the drop-in events. 193 responses were received, of which 160 came from residents, which is enough to be representative. The Steering Group will be meeting shortly to discuss the results.

9 Planning

I. Previous applications: decisions notified by EHDC and comments from PC

Reference No: 21807/014 PARISH: Ropley Location: Pembury Farm Cottage, Parkstone Road, Ropley, Alresford, SO24 0EP Proposal: Raise the ridge to allow installation of new warm - roof insulation, replacement single storey rear extension, conversion of existing internal garage, replacement garage following demolition of existing garage (as amplified by email received 1 March 2018). Decision: PERMISSION Decision Date: 16 March, 2018

Reference No: 20717/005 PARISH: Ropley Location: Beech House, Soames Lane, Ropley, Alresford, SO24 0ER Proposal: Prior notification for single storey development extending 5.3 metres beyond the rear wall of the original dwelling, incorporating an eaves height of 3.5 metres (max) and a maximum height of 4 metres Decision: Gen Permitted Development Conditional Decision Date: 19 March, 2018

Reference No: 27637/005 PARISH: Ropley Location: Elm Grove, Church Street, Ropley, Alresford, SO24 0DS Proposal: Variation of condition 6 of 27637/003 - to allow amendment to the external materials Decision: PERMISSION Decision Date: 12 March, 2018

Reference No: 31642/009 PARISH: Ropley Location: New Park Farm (formerly Grasscroft), Park Lane, Ropley, Alresford, SO24 0BE Proposal: Variation of condition 2 of 31642/005 to allow the retention of remodelled original dwelling as accommodation ancillary to the main dwelling (amended plans and description received on 6/12/17 and 11/12/17) Decision: PERMISSION Decision Date: 13 March, 2018

Reference No: 23200/013 PARISH: Ropley Location: Ropley School, Church Street, Ropley, Alresford, SO24 0DS Proposal: Synthetic grass pitch on porous asphalt with 3m high rebound fence, 1.2m wide gate and 3m wide gate (plans to view on the HCC website) Decision: NO OBJECTION Decision Date: 5 March, 2018

II. New applications: to be discussed:

Case no. Address: Description 24529/001 Guide Post, Increase in roof height to provide first Winchester Road, floor accommodation, dormer windows Ropley, Alresford, and pitched roof to existing garage Alton, SO24 0BS (amended plans and description received on 14/3/18)

Overdevelopment of site Planning Inspectorate Chequers Inn, Planning Appeal 30024/008 Reference: Winchester Road, APP/M1710/W/18/3193239. Ropley, Alresford, SO24 0BS

25454/009 Hall Place Cottage, Fell one Ash and one Cedar of Lebanon Petersfield Road, Ropley, Alresford, SO24 0EJ 35076/007 Bede House, Lawful development certificate Bighton Hill, proposed - single storey outbuilding Ropley, Alresford, comprising garages, workshop and SO24 9SQ machinery storage - for use ancillary to the enjoyment of Bede House, associated hard standing and utilising existing site access

No comments 51184/002 Land South East of Agricultural storage barn Westfield House, Andrews Lane, Ropley, Alresford 57140/002 Little Barn, 7 Single storey side extension (HSE) Colebrook Field, Ropley, Alresford, The conditional hedge is absent- SO24 9FP enforcement query. 39720/012 Old Down House, Lawful Development Certificate existing Swelling Hill, - to confirm that work constitutes a Ropley, Alresford, start on site SO24 0DA 35076/006 Bede House, Raising level of existing link roof Bighton Hill, between house and garage to form first Ropley, Alresford, floor extension to provide en suite. SO24 9SQ (Variation to that approved under 35076/005) (HSE) 26023/015 Recreation Safety netting along boundary of Ground, Vicarage recreation ground (FUL) Lane, Ropley, Alresford

10 Finance

I. Payments paid electronically in line with item 9 (iii) of Ropley Parish Council minutes dated 5th April 2016. 22.03.18 Affordable IT Monthly 365 subscription 11.28 31.03.18 B. French Clerk salary Feb-March 2018 433.00

II. Payments to be authorised. None.

III. Q4 Bank reconciliation. JC/Clerk has asked for this to be postponed until next month. IV. Invoices for rent from Clubs- see Item 7 Recreation Ground Update.

11 Report from District Councillor (CL) - Boundary Review has ended and concluded that there will be no change to the recommendations for Ropley to become a large ward including East and West Hawkley, Priors Dean & Monkswood. - Last year’s Councillor Grant has ended. Funds supported women’s Cricket Club, Play Group for equipment and the defibrillator project in Ropley, as well as numerous others outside of the parish. - The Local Plan is being revised and CL has been asked to sit on Committee. East Hampshire District Council are being proactive to minimise the risk of speculative development once the plan starts to lose weight within Planning Law. A local Plan cannot last longer than 5 years, so in 2019 East Hampshire’s Plan starts to lose weight. The draft plan will go out for consultation before this time. Once the draft is in consultation it starts to hold weight, so there should be a smooth transition between the plans. There will be 2 types of consultation and an external review. The Government is imposing a standard formula for assessing housing numbers across the country and this is likely to mean a figure of 620 houses a year for East Hampshire District.

12 Police Report – PC Nops - Apologies given. PC Nops attending a neighbouring parish meeting.

13 Reports of Committees: I. Highways The white lines on Petersfield Road have been updated, as well as other non-scheduled works. The most important aspect of the improvements was the intended bollard at the junction and this has not been supplied. DS will contact Hampshire County Council for an update. - Speed indicator devices (SID) no further update. II. Footpaths –Easter Monday walk was attended by 86 parishioners despite the weather. III. Communications – nothing to report.

14 Reports of Representatives: I. Ropley Society – nothing to report. II. Friends of St. Peter's – the soup lunch is scheduled for 5th April and still has tickets available. III. HALC /EHALC – nothing to report. IV. Parish Hall Management Committee – Fire Risk Assessment report has been received (29 pages). The Committee is holding a meeting on Thursday 5h April to go through the report, but there is nothing serious to address. Items such an annual gas tank inspection by Calor, a designated gathering point, changing existing smoke detectors and installing log books for various items will all been implemented. Updating the electricals is approximately £1500. Annual PACT test for items is scheduled for next week. The planning application for the hall extension has now been submitted to East Hampshire District Council.

15 Correspondence up to 3rd April 2018

No further correspondence.

08.35 finished.

Signed

Date