ROPLEY PARISH COUNCIL

Tuesday 7TH August 2018 at 7.30pm in Ropley Parish Hall

MINUTES

Those in attendance: Cllr G. Brown (GB) Chair, J Culverwell (JC), and J. Parsonson (JP), J. Nops (JN), District, G. Stogdon, D. Fielding, Cllr C. Louisson (CL) & Becky French (BF) Clerk to the Parish Council.

1 Apologies for absence

Derrick Speed (DS) Vice Chair, S. Perkins (SP) & T. Day (TD) gave their apologies.

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

No interests declared.

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

It was unanimously resolved that the Minutes of Ordinary meeting held on 3rd July 2018 be accepted as an accurate record and were duly signed by the Chairman.

4 Matters arising from the minutes

- Meeting to review Standing Orders, Financial Regulations and Risk Assessment – update. See Item 6. - Missing stiles on footpaths – TD TD provided an update, read out by the Clerk. The footpath that runs parallel to the Petersfield Road and across to the Station is completely overgrown and is about 50 metres long. Clerk also received correspondence from resident concerning two blocked Rights of Way. I understand Ropley Parish Council is responsible for keeping local Right of Ways clear. If this is correct, would it be possible for urgent action to be taken regarding the two Right of Ways within Colebrook Field development? Both of these are currently impassable. One Right of Way runs from Colebrook Field down to the A31 and the second from Colebrook Field to Ropley Station. As you are probably aware, there was a major barn fire on Bighton Hill yesterday which was extremely close to Colebrook Field and this highlighted the fact that should our residents be trapped in their homes, we would have been able to use the Right of Ways as an escape route. Apart from any need in an emergency, these Right of Ways would be used, needing regular maintenance. Your urgent help in this matter would be very much appreciated. Councillors were unsure who owned this land and it is understood to be landowner’s responsibility to clear the path. Clerk to complete Land registry search to determine who owns the land in question. Also to communicate that this work is in-hand to the parishioner who raised the query. It has also been reported that there is some building debris on the footpath. Clerk to contact Gary Russell to ask him to remove this waste. - Replacement post-box at Dene Stores Clerk provided an update from Royal Mail; An engineer is soon to visit site to carry out the necessary health and safety checks, as well as scan the area for underground utilities. If this comes back clear then we can write to the Local Planning Authority for their approval before instructing for the works to proceed. If everything runs smoothly, I would estimate that the works should be completed within 14 weeks. - Overgrowing hedge on Dunstalls Lane- occupant hedge man coming shortly. CL confirmed that he had spoken to the owner and that the work should now have been completed.

5 Public participation in accordance with Standing Orders s3 (d – k) - A resident made a complaint about the siting of the new safety cricket nets, stating that the poles were in an incorrect position and were not continued to the tree line. They were concerned that the netting does not cover Cobblers Cottage. - DF confirmed that in accordance to the stipulation of East Hampshire District Council’s Landscape Officer, the poles must be a minimum of 2 metres away from any tree and the current positioning complies with this. The original plan was to site the final pole 1 metre away from the tree line, but this overruled by East Hampshire District Council’s policy. The coverage of the nets will be exactly the same as the original plan. Whilst a pole had to be removed due to its proximity to the tree, the netting continues under the tree canopy, so there is no change to the coverage of the nets once erected. Due to this change, which was not picked up in the final plans, the Parish Council will now have to make a non-material amendment to the planning application for the safety netting at a cost of £117. - GB highlighted that we should be concerned with net coverage and not the positioning of the poles and confirmed that by the next meeting, we will be able to determine if the net is sited correctly. Clerk to put on the agenda for next meeting.

6 Review of Standing Orders, Financial Regulations and Risk Assessment- for approval

- JN & JP have reviewed the documents and highlighted the changes from the previous document in the standing orders, so other Councillors could identify them. - On the Risk Assessment the sentence regarding the Assess Register we need to confirm that this is complete. Clerk to review document and send to JN. - JN confirmed that the Parish council will need to identify and adopt some new policies including, a Data Protection Policy, a Retention and Safe Destruction of Info Policy and to identify a data protection officer. JN confirmed that she is happy to identify the relevant policies for adoption. A quick internet scan has made it clear all councils have had to do this this year and they are all readily available on the internet. JN to develop policies and bring to next meeting for approval.

Motion: to accept the Standing Orders, Financial Regulations and the Risk Assessments reviewed on 31st July 2018 Proposed by JN, seconded by JP and all in favour.

Councillors wished to thank JN & JP for their work on this.

7 Recreation ground

- Stray cricket balls/safety netting –update DF DF asked for the authority to spend a further £117 for the non-material amendment to the planning application for the safety netting. Proposed by JP, seconded by JN and all in favour

- MUGA lighting- GS update The MUGA lighting has been installed. Looking at the budget for the scheme, the April Ordinary meeting minutes note that we had £5000 coming from PC funds, £2000 from HPFA grant, £16,760.35 from developer contributions held on our behalf by East Hampshire District Council. A total project budget of £23,760.35. GS highlighted that these minutes note that CL had suggested that he would accept an application for a grant for £1000 towards the project, but this was within the 2017/18 budget. The project final cost is £21,425.00, with a surplus of £2335.35 There was an error in measuring the position of the scoreboard. An additional 18 metres of excavation and cabling was required, 10 metres of which was provided free of charge by the contractor, but the additional 8 metres came to a cost of £280+ VAT. The April 2018 minutes note that it was agreed that the supply to scoreboard would be included in these work budget and given the surplus, it was agreed that the additional works could be covered by these Parish Council funds. Including these additional work costs the final projects cost would be £21,705.00, with £2055.35 surplus from the budget. Motion: to use Parish Council funds to pay for additional works that are required for the installation of the cricket scoreboard of £280.00 + vat. Proposed by GS, seconded JN and all in favour. Clerk to include motion in next meeting agenda to reduce the Parish Council contribution towards MUGA lighting and scoreboard works project by £1000 to go back into the general funds of the Parish Council. It was felt that the surplus should remain within the MUGA budget until the contract with the Tennis Club is finalised and the any future costs and identified.

8 Neighbourhood Plan- Update SP

SP provided a written report, which was read by the Clerk.

- The Public Consultation Comments continue to be worked on. Frameworks have been completed for 95% of the responses, requiring final commentary adde to the Consultation Document. This now stands at 223 pages and 61,000 words. The team plan to continue to review throughout August on Monday evenings and have added several working sessions planned for Weekends to complete the task. - Our Session with John Slater in July proved highly useful and we have approval for the methodology we are using and advise on how to respond to comments. Review of Statutory Bodies has yet to be started, but the team have escalated the more technical responses to John for Comment.

9 Planning

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

Reference No: 55567/004 PARISH: Ropley Location: Land West of Oak Leigh, Park Lane, Ropley, Alresford Proposal: Variation of Condition 2 of planning permission 55567/003 to stipulate no development above ground level to commence until materials are approved Decision: PERMISSION Decision Date: 18 July, 2018

Reference No: 34120/003 PARISH: Ropley Location: Hilden, Swelling Hill, Ropley, Alresford, SO24 0DA Proposal: Construction of double garage (as amended by plan received, 8 June, 2018). Decision: PERMISSION Decision Date: 19 July, 2018

Reference No: 23929/003 PARISH: Ropley Location: Land adjacent to Hawkstone, Swelling Hill, Ropley, Alresford Proposal: Notification for a prior approval for a proposed change of use of agricultural buildings to one dwelling (Amended plans received 10/7/18) Decision: PRIOR APPROVAL IS REQUIRED AND APPROVED

Reference No: 34530/002 PARISH: Ropley Location: Carrick Cottage, Petersfield Road, Ropley, Alresford, SO24 0EF Proposal: Single storey side extension following demolition of existing timber frame structure (as amended by bat survey received 25/06/2018) Decision: PERMISSION Decision Date: 20 July, 2018

Reference No: 24614/006 PARISH: Ropley Location: High Cross, Hill Farm Road, Monkwood, Alresford, SO24 0HG Proposal: Increase size of rear dormer, replacement front porch, installation of rooflight in front roof slope and veranda to side (amended description). Decision: PERMISSION Decision Date: 20 July, 2018

Reference No: 55567/005 PARISH: Ropley Location: Land West of Oak Leigh, Park Lane, Ropley, Alresford Proposal: New build 5 bedroom dwelling (updated landscaping plan 03/07/2018) Decision: PERMISSION Decision Date: 25 July, 2018

Ropley Parish Council to write to EHDC. GB to write- to simon Jenkins- Nick Leach Reference No: 56109/002 PARISH: Ropley Location: Telecommunications Mast, Gilbert Street Farm, Gilbert Street, Ropley, Alresford Proposal: Removal of condition 2 of 56109 - antennas/dish not to be painted olive green. Decision: PERMISSION Decision Date: 31 July, 2018

II. New applications: to be discussed:

Case no. Address: Description 20717/006 Beech House, single-storey extension to rear, single- Soames Lane, storey garage extension to front. Ropley, Alresford, SO24 0ER No objection. 55567/005 Land West of Oak New build 5 bedroom dwelling Leigh, Park Lane, (updated landscaping plan 03/07/2018) Ropley, Alresford Objection. 57874 Land adjacent Formation of access and stopping up of Merryview House, two existing accesses with associated Soames Lane, landscaping. Ropley, Alresford No objection. 55567/006 Land West of Oak Detached dwelling Leigh, Park Lane, Ropley, Alresford Objection. 24003/027 Home Farm, New B1(a), B1(c) commercial building Petersfield Road, Ropley, Alresford, SO24 9SQ No objection. 31642/010 New Barn Farm, Revised roof line to retained annexe - Park Lane, Ropley, amendment to 31642/009 Alresford, SO24 0BE No objection. 53701 16 Dunsells Close, Lawful development certificate for Dunsells Lane, existing - A loft extension to create 2 Ropley, Alresford, further small bedrooms and a toilet via SO24 0DN a dormer extension has been created

No objection. SDNP/18/03749/HOUS Charlwood House Detached outbuilding with ancillary Charlwood Lane accommodation above following Monkwood demolition of existing Alresford SO24 0HA outbuilding/shed.

No objection.

- The Clerk was asked if we had received a response from East Hampshire District Council regarding the proposed netting at the new Hale Close development. There has been no response and with the football season approaching, there is a need for this netting. Clerk to contact East Hampshire District Council.

10 Finance

I. Payments paid electronically in line with item 9 (iii) of Ropley Parish Council minutes dated 5th April 2016. Complete Weed 16.07.18 Control Weed control Rec ground 649.20 Complete Weed 17.07.18 Control weed control carpark/tennis courts 153.00 17.07.18 OCS Rec maintenance Period 4 621.60 17.07.18 Southern Electric Bowling Club electric 67.81 June/July salary plus back dated 24.08.18 R. French salary payment 668.97

II. Payments to be authorised.

- Re-imbursement of £29.34 to DF for purchase of padlock for the parish hall carpark. This cost was authorised for payment and will be made through online banking. - Balance of MUGA lighting works of £16,857.12. A cheque was duly signed. - Payment for the Speed Indicator Device of £3600.00. A cheque was duly signed. - Insurance for the new safety netting was required. The Insurers confirm; A new category for Sports Equipment has been added with a sum insured of £3,190.00 to cover the safety netting. This amendment has increased the Total Risk Sum Insured to £60,356.63. The annual premium due for this amendment is £15.36 including Insurance Premium Tax (IPT) which has increased the future annual premium payable to £2,187.78 including IPT. However I am pleased to advise there is no pro rata additional premium due until the next renewal date on 1st October 2018. - With regards to the Speed indication device; to cover it against loss or damage based on a sum insured of £4,000.00 will increase the annual premium by £19.26 including Insurance Premium Tax (IPT) which will increase the future annual premium to £2,207.04 including IPT. Councilors authorised this cost for payment, when the insurance is needed to start the Clerk will inform the Insurer.

III. Requests for Parish Council funding Parish Hall insurance - discussion. Motion: to provide a grant of £750.00 to Ropley Parish Hall Committee towards the hall Insurance 2018/19. Proposed by JP seconded by DF and all in favour. The hall insurance is up for renewal next year. In accordance to previous discussions, the Clerk has asked for further details, so that she can obtain a quote from our insurance company.

IV. Q1 Bank reconciliation- for approval. JC approved the document as true financial record.

11 Report from District Councillor (CL) - The contract for waste and cutting verges is due for renewal. East Hampshire District Council has been evaluating a number of options and 8/10 proposals were investigated. They have selected an inter- authority agreement with Havant Borough Council to use a company called ‘Norse’ who have a lot of experience with public sector. - Having worked with the East Hampshire District Council ecologist, the quarry applicant has submitted a new peregrine safety procedure. This application will go to Committee on 13th September. Councillors were concerned that many of the other important points about the application were being missed. CL was pushing for these to be given more weight. JP will attend the committee meeting in September. - The ward boundary review undertaken by East Hampshire District Council has been approved by Government.

12 Police Report – PC Nops - We need a few volunteers to lock the new gate padlock for the top carpark. GB asked if PC Nops to ask around for suitable volunteers.

13 Reports of Committees: I. Highways Hale Close parking signage needs to be erected after the Church has been completed. II. Footpaths – Nothing further to add. III. Communications – JP received communication from a resident, who reported that her puppy was attacked whilst walking on the lead at the Recreation Group by a group of Chihuahua who were off the lead. JP confirmed that enforcing a lead only policy on the Recreation Ground would be difficult.

14 I. Ropley Society - Only one item to report and that is the final report on the Village Cleanup which took place Feb/March this year. 44 villagers took part and between them collected some 49 binbags of rubbish. The only major comment was the amount of discarded road signs down the A31. This was reported to Derrick Speed on the Parish Council. We propose to initiate another cleanup next year and would like to record our thanks to all of those who took part and coordinated the cleanup. Note of thanks for organising that clean up. II. Friends of St. Peter's Church- nothing further to report. III. HALC /EHALC- nothing further to report. IV. Parish Hall Management Committee TD provided a written report, read by the Clerk. Pricing requests regarding the Hall extension have now gone out for tender.

15 Correspondence up to 7th August 2018

- Correspondence from Village Fayre Committee; We ask the Parish Council to consider another option for the siting of the second defibrillator which will involve a slightly increased cost. As you know my original concern was to have a defibrillator installed in the telephone kiosk outside the Parish Hall but then the Parish Council wanted a second defibrillator in the telephone kiosk at the Dean, which l made the arrangements for but then it was discovered that the kiosk was on private land and it was removed. The only option seemed to be to proceed with one at the hall but I have spoken to Searle and Taylor and they are very happy to have the defib on their wall and bear the cost of the electricity, where there will be the added bonus of CCTV, this will however involve a slightly higher cost as the mild steel cabinet would not be suitable and a stronger casing is needed. I am sure that this will still be within the £4000 that the Parish Council committed to this project, we also have the £750 grant that I obtained through our District Councillor. I hope to have both defibrillators installed by mid September. Councillors supported this approach and authorised the addition of a second box at Searle and Taylor. The Council wished to thank Searle and Taylor for this contribution. JP to highlight this in the village magazine.

Meeting closed 21.00