Notice is hereby given that a meeting of Elvetham Heath Parish Council will be held virtually on Monday 19th October 2020 at 7.30pm

All parish councillors are summoned to attend

AGENDA

46/20 Apologies for Absence To receive and record apologies for absence from parish councillors

47/20 Approval of the Minutes To approve the minutes of the following meeting: • Monday 21st September 2020: Nos. 32/20 – 45/20 To receive the minutes and accept recommendations from the following committee: • Planning Committee – 21st September 2020: Nos. 13/20 – 19/20

48/20 Declarations of Interest Declarations by members of any disclosable pecuniary or other interests in an item on the agenda and to receive any dispensation requests

49/20 Public Session An opportunity for members of the public to bring matters to the attention of the Council. For this meeting, please submit questions or requests to attend via email by Friday 16 September 2020.

50/20 Police Report – if available

51/20 Contract Tendering • To consider whether to tender the grounds maintenance contract • To agree to instruct a third party to carry out the tendering process

52/20 Budget Review To review performance to budget and the forecast for the second half of 2020/21

53/20 Monthly Financial Review • To review & accept the financial reports for September • To review the schedule of debtors dated 30 September 2020 • To review and approve the schedules of payments for October.

54/20 Chairman’s Report & Announcements To receive a report and any announcements from the Chairman of the Council

55/20 Councillor Reports To receive reports from councillors on meetings attended, updates on projects and other matters not requiring any substantive decision

56/20 Officer Report To receive a report from the Executive Officer of the Council

57/20 Date of Next Meeting To consider holding a meeting on 16 November 2020

Signed

Executive Officer

The Key Centre Elvetham Heath Fleet GU51 1HA Tel: 01252 819204 Email:[email protected]

Minutes of the Meeting of Elvetham Heath Parish Council Held virtually on Monday 21st September 2020 at 7.30pm

PRESENT Cllr Marilyn Robson (MR) Chairman Elvetham Heath PC (EHPC) Cllr Nicky Bond (NB) Elvetham Heath PC Cllr Claire Brooks-McGoldrick (CBM) Elvetham Heath PC Cllr Martyn O’Donoghue (MOD) Elvetham Heath PC Cllr Gordon Smith (GS) Elvetham Heath PC Cllr Candice Walmsley (CW) Elvetham Heath PC Cllr Nick White (NW)) Elvetham Heath PC Jan Hyatt (JH) Executive Officer Elvetham Heath PC

Also Present Cllr Angela Delaney Council (HDC) Cllr Steve Forster (HCC) & HDC Cllr Sara Kinnell from 7.45pm Hart District Council Cllr Adrian Collett from 7.50 pm Hampshire County Council

32/20 Apologies for Absence There were no apologies as all members were present.

33/20 Approval of the Minutes The minutes of the meeting of 20th July 2020 (nos. 19/20 - 31/20) were confirmed as an accurate record and will be signed by the chairman when possible.

The minutes and recommendations of the following committee were received and accepted: • Planning Committee – 20th July 2020: 07/20 – 12/20

34/20 Declarations of Interest & associated dispensations None

35/20 Public Session None

36/20 Police report Members of the local neighbourhood team were unable to attend the meeting but had sent through the crime report for August which was reviewed. Cllr Steve Forster stated that he had attended the Crime & Disorder Joint Scrutiny Committee and reported that:

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• details of local issues and initiatives which had been presented would be shared with the parishes. • Safer Neighbourhood Team are very aware of issues on the Heath relating to anti- social behaviour and meet regularly. There are actions being taken but this is a work-in-progress. • & Deane Borough Council employs local community safety patrol officers and have had some success in reducing the number of issues with ASB. Information will be shared with other districts and parishes • Road Policing unit has reported some success in dealing with anti-social driving on the Heath • Local Police Inspector is very aware of the problems with the 101 phone line and encourages online reporting.

37/20 Grant Request under S137 LGA 1972 – Victim Support A grant request for £100 had been received from the Hampshire & Isle of Wight branch of Victim Support prior to the previous meeting. The item had been deferred awaiting more Elvetham Heath specific information. This had been received.

Resolved: to award the £100 grant as requested.

38/20 Investment JH explained that following the July meeting (Minute ref 26/20) the £200k of S106 funds had been transferred from the HSBC Money Markets savings account. It has now been paid into a one-year Business Savings Account with Nationwide Building Society which offers one of the best returns available currently given the restrictions on parish council investments. The account was at the beginning of September with the agreement of 3 of the bank signatories.

Resolved: to confirm the investment in the Nationwide Business Savings Account.

39/20 Turner’s Way Recreation Area • NW reported that following the works to the motorway fence, an online survey had run throughout August to ascertain how residents want the area used: . Over 100 residents responded . Outdoor gym equipment and picnic benches were the most popular requests . 28 People have offered to be part of a working group to look after and shape the future of the area. He also reported that the Police Commissioner had awarded a £500 grant towards work which would be put towards phase 2 of the works – lowering the front hedges and better securing the area. He added that having walked the area, it was still looking good with little evidence of problems. MR suggested inviting the members of those agencies who met to find a solution to the problems to see what has been done.

• MR proposed that the community orchard be extended and possibly doubled in size. There had been a suggestion for this in the survey and she was aware of people who would like to sponsor a tree. Resolved: To extend the orchard by up to 22 trees

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40/20 Pavilion/Scout HQ • JH reported that the lease had been drafted that will hand responsibility for the pavilion to the 100th Elvetham Scout Group for the next 10 years. It has been sent to the Scouts for comment and will have to be approved by Persimmon as they hold the freehold to the building. • As the area seems to be a focal point for ASB, measures need to be taken to make it less attractive. Resolved: to organise a working party for Saturday 26th September to cut back the hedges and shrubbery and make the area more open so that anyone loitering there would be more visible.

41/20 Monthly Financial Review • The financial reports for August were reviewed and accepted. JH highlighted the £40k of S106 receipts which had been forwarded by HDC as an instalment of the funds to be transferred once the legal process to transfer the additional highway verge land has been completed. She also reported that whilst income from facilities still appears low, it has improved greatly this month as hirers are returning and this will show in the reports for the next meeting. • The schedule of debtors as at 31 August was reviewed. • The schedules of payments for August & September were reviewed and approved (see attached).

42/20 Chairman’s Report & Announcements MR reported that she has been receiving a large volume of emails and messages as follows: • Issues about the ASB at the pavilion/scout HQ • Concerns about the height of shrubs on the roundabouts making pedestrian visibility difficult. Particular concern re: children walking to school. Action: JH to contact Lotus Landscapes again to prioritise. • Residents in Ravelin Close concerned that the resident at No 20 has removed all the shrubs alongside the public open space and has tried to erect a tall fence. Action: to monitor • Morrisons’ delivery yard – it is a complete mess and rubbish from it blows all over the road, lorries cannot access and park along EH Way (contrary to planning consent), damage by lorries to verge and kerbs adjacent to the entrance. Action: JH to contact Planning Enforcement and Cc Environmental Health re litter SF reported that he had already raised the litter issue with HDC MR also reported that she and Cllr Delaney had spent the second morning of the school term observing the traffic and children walking to school across the two roundabouts at the railway bridge. The amount of traffic and numbers of children were shocking although most took great care.

43/20 Councillor Reports Councillors with reports as follows: • Cllr Bond o Carried out an allotment site check with Jo, the allotment manager. A lot of issues were highlighted, and a letter is to go out to all plot holders reminding them of the Ts & Cs

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• County Councillor Collett o Dealing with concerns from residents about road safety near Whitewater Road. o Footbridge – JH forwarded details of issues relating to youths climbing on top of the footbridge. Anti-climb paint has now been applied. o HCC telephone lines have not all been operational. This should be rectified shortly. o HCC financial situation – Covid has had an estimated £210million impact to finances. Going forward to deal with adult social care, the county has to find an additional £40million each year. • County/District Cllr Forster o Work has started on the Calthorpe Park School extension o Pedestrianisation of Fleet Road is to be debated at HDC full council. There is strong opinion on both sides. Important that local councillors receive feedback from residents. • District Cllr Delaney o The school run traffic survey – there were 360 vehicles in 37 minutes travelling from the Hartley Wintney direction of which 11 were HGVs o 20 Ravelin Road – the resident has moved the lean-to off the neighbour’s fence and suspended fencing work until permission has been granted.

30/20 Officer Report JH highlighted the following from her written reported • September market was very successful • EHPC has received £10,000 Small Business Relief Grant – at the end of August the government extended this to parishes with community buildings. • Parish in Bloom – we again received the Silver Gilt award and the identical score to last year • A hole appeared in the motorway fence at the allotment site which has now been repaired. The area is adjacent to the slip road from the motorway to the services. SF suggested reporting to Highways Agency given its proximity to the motorway.

31/20 Date of next meeting The next meeting is scheduled for Monday 19 October 2020.

There being no further business the meeting closed at 9.10pm

Signed...... Date......

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2020 09 21 EHPC Minutes

Payments - August

Payment Payment Payee Invoice Ref Invoice Date Description Date Net Amount VAT Total Ref Internet Payments Total Employment Costs August Payroll 19-Aug 6,101.50 6,101.50 BP Community Matters 2007/C185 24/07/2020 Online course 28-Jul 10.00 10.00 BP Roupcycle Inv-3413/3379 20/07/2020 Turner's Way clearance work 31-Jul 195.83 39.17 235.00 BP Rugby Tots CN1118 19/03/2020 Hall hire credit (not returning) 30-Jul 160.00 - 160.00 BP J Hyatt August 15/08/2020 Expenses - SIM, Zoom & stationery 19-Aug 46.99 1.00 47.99 BP L Ivie September 15/08/2020 Expenses - Phone & Facebook ad 19-Aug 33.50 33.50 BP HCC 8159387/8/60126 27/07/2020 Janitorial supplies & stationery 19-Aug 68.83 12.29 81.12 BP Disconsulting Ltd INV-17198 28/07/2020 IT Support - July 19-Aug 175.41 35.08 210.49 BP Lotus Landscapes Ltd LT011877 26/07/2020 Grounds maintenance - July 19-Aug 6,041.67 1,208.33 7,250.00 BP Cllr White Expenses 04/08/2020 Paint for Turner's Way fence 19-Aug 39.97 39.97 BP Serco Ltd 91706109/110 03/08/2020 Commercial bins August 19-Aug 83.00 16.60 99.60 BP The Sign Shed SHED711863 06/08/2020 Play area safety signs 19-Aug 74.40 14.88 89.28 BP County Tree Care 7809 07/08/2020 Tree surgery - Fullerton Close 19-Aug 100.00 20.00 120.00 BP SMS Environmental Ltd 117688 31/07/2020 Annual water testing - Key Centre 19-Aug 96.00 19.20 115.20 BP Robs Cleaning Co July 17/08/2020 Cleaning/caretaking - July 19-Aug 1,283.00 1,283.00 BP Amazon Business AFUSD8P2ZG5UJ 13/08/2020 Hand cleanser dispenser & signs 30-Aug 24.76 4.17 28.93 BP Direct Debit Payments Gocardless/Orange Pixel 6586 01/08/2020 Web hosting & support - August 01-Aug 39.00 7.80 46.80 DDR Intouch Communications 202734 31/07/2020 Telephone & Broadband - July 15-Aug 83.93 16.79 100.72 DDR British Gas Business 957624178 01/08/2020 courts & key electric - July 18-Aug 8.37 0.41 8.78 DDR Engie Gas Ltd 1-00378231 44049 Key Centre gas - July 20-Aug 97.84 4.89 102.73 DDR SSE Swalec 02/08/2020 Cycle path electricity - July 21-Aug 16.79 0.83 17.62 DDR HSBC 30/06/2020 Bank charges - July 21-Aug 10.73 10.73 DDR

TOTAL 14791.52 1401.44 16192.96

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2020 09 21 EHPC Minutes

Payments - September

Payment Payment Payee Invoice Ref Invoice Date Description Date Net Amount VAT Total Ref Internet Payments Total Employment Costs September Payroll 19-Sep 6,101.50 6,101.50 BP PSDF 11825 28/08/2020 Deposit of S106 receipt pt 1 28-Aug 20,000.00 20,000.00 BP PSDF 11826 29/08/2020 Deposit of S106 receipt pt 2 29-Aug 20,000.00 20,000.00 BP Amazon Business AFUSD8P2ZG5UJ 11/09/2020 Padlocks 11-Sep 21.38 4.29 25.67 BP J Hyatt August 14/08/2020 Expenses - SIM, Zoom & stationery 19-Sep 37.08 1.00 38.08 BP L Ivie September 15/08/2020 Expenses - Phone & Facebook ad 19-Sep 33.50 33.50 BP Pegasus Building Services SI-147/152 24/08/2020 Lighting replacements & roof tiles 19-Sep 323.00 64.60 387.60 BP Lotus Landscapes Ltd LT011944 25/08/2020 Grounds maintenance - August 19-Sep 6,041.67 1,208.33 7,250.00 BP Lyreco UK Ltd 6300271266 31/08/2020 Stationery 19-Sep 48.00 9.60 57.60 BP Disconsulting Ltd INV-17395 28/08/2020 IT Support - August 19-Sep 175.41 35.08 210.49 BP Serco Ltd 91711740/41 02/09/2020 Commercial bins September 19-Sep 88.00 17.60 105.60 BP Hampshire County Council 58161816 28/08/2020 Janitorial Supplies 19-Sep 65.05 13.01 78.06 BP Pegasus Building Services SI-163 02/09/2020 Washroom fan replacement 19-Sep 135.18 27.04 162.22 BP Pegasus Building Services SI-164 14/09/2020 Allotment bollard replacement 19-Sep 244.78 48.96 293.74 BP Robs Cleaning Co August 17/09/2020 Cleaning/caretaking - August 19-Sep 1,257.00 1,257.00 BP Amazon Business AFUSD8P2ZG5UJ 12/09/2020 Hazard tape 19-Sep 10.40 2.08 12.48 BP Direct Debit Payments Gocardless/Orange Pixel 6709 01/09/2020 Web hosting & support - September 01-Sep 39.00 7.80 46.80 DDR Intouch Communications 202912 31/08/2020 Telephone & Broadband - August 15-Sep 82.71 16.54 99.25 DDR British Gas Business 957624178 01/09/2020 courts & key electric - August 17-Sep 8.37 0.41 8.78 DDR Engie Gas Ltd 1-00388589 44081 Key Centre gas - August 21-Sep 145.07 7.25 152.32 DDR SSE Swalec 02/09/2020 Cycle path electricity - August 19-Sep 15.42 0.76 16.18 DDR HSBC 31/08/2020 Bank charges - August 21-Sep 11.20 11.20 DDR

TOTAL 54883.72 1464.35 56348.07

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PLANNING COMMITTEE

Minutes of the Meeting of Elvetham Heath Parish Council Planning Committee held virtually Monday 21st September 2020 at 7.00pm

PRESENT Cllr Claire Brooks-McGoldrick (CBM) Chairman Elvetham Heath PC Cllr Marilyn Robson (MR) Elvetham Heath PC Cllr Nicky Bond (NB) Elvetham Heath PC Cllr Nick White (NW) Elvetham Heath PC Jan Hyatt (JH) Executive Officer Elvetham Heath PC

13/20 Apologies for absence There were no apologies as all members were present.

14/20 Declarations of Interest & associated dispensations None.

15/20 Approval of the Minutes The minutes of the meeting held on 20th July 2020 (Nos. 07/20 – 12/20) were confirmed as an accurate record and will be signed by the Chairman at a later date.

16/20 Consideration of Current Planning Applications

Reference: 20/02038/HOU Address: 2 Lane Proposal: Erection of a single storey rear extension following demolition of existing conservatory, removal of porch and alterations to fenestration. Comment: No objection

Reference: 20/02058/HOU Address: 3 Knights Enham Drive Proposal: Demolition of existing single storey rear extension and erection of a single storey rear/side extension. Alterations to fenestration. Comment: No objection

Reference: 20/02128/HOU Address: 8 Whitchurch Road Proposal: Erection of a single storey side and rear extension, enlargement of existing front door with canopy and alterations to fenestration. Comment: No objection

2020 09 21 Planning Minutes

Reference: 20/02159/HOU Address: 3 Fullerton Close Proposal: Demolition of existing rear extension and erection of a single storey rear extension. Comment: No objection

Confirmation of response

Reference: 20/01849/HOU Address: 20 Whitewater Road Proposal: Part conversion into habitable accommodation and alterations to fenestration. Comment: Objection – on basis of insufficient parking. The applicant is proposing to park 2 vehicles in the hammer head which must be required to allow the neighbour to turn and leave the driveway in a forward direction.

17/20 Monthly lists The following decisions from Hart District Council were reviewed:

Ref: 20/01098/HOU Address: 14 Longmoor Court Proposal: Erection of rear conservatory Decision: Grant Permission EHPC: No objection

Ref: 20/02865/HOU Address: 20 Ravelin Close Proposal: Erection of greenhouse attached to the existing detached garage. Decision: Decline to determine – due to incorrect land shown on application EHPC: Objection

Planning Appeal Ref: 19/02312/AMCON Address: 8 Kingsley Square Proposal: Variation of Condition 7 attached to Planning Permission 00/01347/REM dated 12/07/2001 to allow the use of the double garage as a Pilates studio until 1 December 2022. the garage to revert to use for the parking of cars. Decision: Appeal Allowed

There were enforcements cases to review.

Ref: 1 Maplers Drive – en-bloc garage conversion A resident has been in touch about this conversion which appears to have been carried out under permitted development rights. The neighbour has concerns about overlooking from a velux window. Enforcement officers viewed the property, but no action was deemed necessary. District Councillor Delaney has arranged a visit for the neighbour to view the interior of the garage to show him that there is no possibility of overlooking.

2020 09 21 Planning Minutes

18/20 Consultation on Planning System Reform It was agreed that this consultation from central government required more expert analysis and responses would have more weight from larger organisations.

19/20 Date of Next Meeting The next planning committee meeting is scheduled for 19th October 2020 at 7pm

There being no further business the meeting closed at 7.30pm

Signed...... Date......

2020 09 21 Planning Minutes

Elvetham Heath sector NHW update.

The aim of this report is to allow members of the local community represented by members of NHW to be aware of what crime has occurred recently. Thereby allowing the local community to be on the lookout and to ensure their property is secured and the chances of being a victim of crime reduced.

In terms of crime per thousand population Hart remains the safest district in the Hampshire and IOW Constabulary and one of the safest in the UK. With the communities support we will continue reducing crime and the fear of crime.

Fleet Neighbourhood Police Team – ‘NPT’:-

PC 21758 Dan Lehec –

Email: [email protected]

PCSO 15965 Ben Allman –

Email: [email protected]

Crime Report for September 2020

There were 58 occurrences on Elvetham Heath recorded by Hampshire Police in September 2020.

17 ASB 2 Public Order. 5 Suspicious Incidents. 4 Drug Offences. 3 Assaults. (1 without injury) 2 Road related incidents. 5 Thefts. 3 Missing Persons.

The remaining 17 are various incidents, which will not be made available to this public meeting.

Criminal Damage

The Church on the Heath, 12:00 -19:30 on the 1st September 2020.

Online report of damage to the rear windows of the church. Report stated during that time there were teenagers in the area, but no evidence provided to identify them as the suspects. No witnesses of the incident and no CCTV available to view. Incident filed.

Theft from motor vehicle

Copse Close, 15:00 -16:00 28th September 2020.

Report from maintenance gardener on site working had left his van insecure. On returning discovered that his petrol hedge trimmer had been stolen. No CCTV, no witnesses. Incident filed. Theft

Tunworth Close, 27th August – 12th September 2020

Reports from three separate households of theft of milk from doorstep. First report on the 27th August via online reporting. All three households targeted between 02:30 and 03:00 on the 5th September 2020. Approximately 10 bottles stolen.

Drug Offences

The Key, 15:00 19th September 2020

Report made to the Police that a drug deal had just taken place between a band of males. Police attended shortly after and detained a group of male youths. The Officers conducted a search and two young males found in possession of Herbal Cannabis. One issued with a Community Resolution. Police are still dealing with the other.

Drug Offences

Elvetham Heath Way, 18:00 19th September 2020

Vehicle stopped by police with four young male occupants. A strong smell of Cannabis within. Vehicle searched by police and driver admitted a joint found within the car was his.

In the car boot, the officers located a small amount of Herbal Cannabis and one of the passengers admitted that this was his property.

Multiple ASB reports

The Key, Falconer Road, Turners Way Football field, and the area around the Scout building.

A continuation of reports of youths in the area being a nuisance, banging on doors, and loitering around the Scout Hut (Some report of Cannabis use) being abusive towards adults and dispersing upon Police arrival and being abusive towards Police whilst running away. As mentioned above, youths have been detained and searched (where ground exist) and managed for any offences that they have committed. Patrols will continue being conducted (some plain clothed) to try to locate and identify whoever is involved in this and dealt with proactively if offences are identified.

Agenda Item 51/20

Contract Tendering - Grounds Maintenance

Background

The grounds maintenance was fully tendered in 2012 and Lotus Landscapes Ltd won the contract. This contract has developed and grown over time and has been extended on several occasions. Lotus had always proved financially competitive which enabled us to extend as the contract specification developed. There are still areas to add to the contract once they have been adopted.

Existing Contract

01 October 2012 – £35,935: £25,280.55pa plus £10,655pa for litter bins. 2-year contract

01 October 2014 – £36,798: one-year extension with slight increase to scope of contract

01 August 2015 – £73,507: 14-month contract to include highways verges (inclusive of litter)

01 October 2016 – contract extended annually until 31 March 2019 with no change in value.

01 January 2019 – Litter contract taken out reducing contract by £909 per month.

01 April 2019 – £70,000: agreed one-year extension.

01 April 2020 – £72,500: agreed a one-year contract at £87,000 but Lotus took that as VAT inclusive.

Options

1. Another extension with revised pricing as tendering held up by pandemic 2. Go out to tender.

Tender Process

Any contract with a value exceeding £189,330 comes under the OJEU rules for public contracts. Whilst these were incorporated in legislation whilst UK was a member of the EU, they continue to remain in force. The process is detailed and complex so assistance from specialists in public procurement is necessary.

Brief overview:

• Procurement must take one of five forms; the open procedure, the restricted procedure, competitive dialogue, the innovations partnership procedure; and competitive procedure with negotiation; • Accelerated forms of the open procedure and competitive procedure with negotiation and the restricted procedure in situations of urgency that a local council can duly substantiate; • Relevant contractual notices have to be published in the Official Journal of the European Union (OJEU); • There is a pre-qualification stage; • Councils will need to comply with the requirements in respect of tenders;

Agenda item 51/20 – Contract Tendering 19 October 2020 1

• Contracts should be awarded on the “most economically advantageous tender (Regulation 67); • Contracts can be varied without going through a new procurement exercise in specified situations. (Regulation 72); and • Contracts should be advertised on the Contracts Finder website (Regulation 106)

Next Steps

I have made enquiries with HALC for some assistance. Hampshire County Council could assist with this process and we are setting up a virtual meeting to discuss.

I also contacted Fleet TC who we believe used Rushmoor Borough Council to assist with their grounds maintenance tender at a cost of approx. £4k. We have not received a response yet.

Agenda item 51/20 – Contract Tendering 19 October 2020 2

Budget 2020/21 Annual Actual to Forecast % Spent Reserve Notes Budget 30.09.20 Yr End transfer 101 Central Administration 1820 S106 Receipts 40,000 40,000 40,000 From HDC to S106 reserve 1870 Interest Income 3,500 387 632 18.1% assuming no rate change nb. Excludes int on £200k held on 1 year 1900 Precept 139,500 139,500 139,500 100.0% Income 143,000 179,887 180,132 126.0% 4000 Salaries 64,165 32,083 64,166 100.0% 4001 Employers National Insurance 4,000 2,129 4,258 106.5% 4002 Employers Pension 5,600 2,397 4,794 85.6% 4030 Training 500 45 195 39.0% 4040 Professional Subscriptions 550 0 300 54.5% SLCC 4041 Mileage 100 0 0 0.0% 4050 HR Services 175 192 192 109.7% 4130 Insurance 7,600 7,628 7,628 100.4% 4185 Equipment 1,000 275 925 92.5% 4400 Stationery & Consumables 750 96 192 25.6% 4430 Promotion and Publicity 2,000 377 1,131 56.6% 4440 Telephone & Broadband 980 466 932 95.1% 4455 Postage 150 0 141 94.0% 4460 Subscriptions 950 965 965 101.6% 4480 IT Support 2,500 1,111 2,222 88.9% 4481 Software/Licences 1,750 900 1,792 102.4% 4555 Legal Fees 1,500 0 1,500 100.0% 4575 Bank charges 250 57 114 45.6% 4580 Audit Fees 1,500 -600 1,300 86.7% Indirect Expenditure 96,020 48,121 92,747 96.6% 105 Democratic 4030 Training 250 0 0 0.0% 4041 Mileage 50 0 0 0.0% 4530 Council Development 250 0 100 40.0% Indirect Expenditure 550 0 100 Budget 2020/21 Annual Actual to Forecast % Spent Reserve Notes Budget 30.09.20 Yr End transfer 110 Community 1050 Market Income 2,200 840 2,240 101.8% assuming continued level of attendance 1055 Trading Pitch Income 900 438 1,138 126.4% 1501 Fete income 1,500 40 40 2.7% Carried forward to 2021/22 1502 Event income 1,000 0 0 0.0% Income 5,600 1,318 3,418 61.0% 4290 Community Orchard 0 Possible £600 for new trees to be offset by sponsorship 4500 Council Events 5,000 1,150 1,150 23.0% RE 2021/22 4501 Village Fete 3,000 547 547 18.2% RE 2021/22 4502 Christmas Festivities 1,000 0 700 70.0% Christmas tree 4503 Farmers' Market 1,500 109 1,109 73.9% 4505 Christmas Lighting 1,000 0 1,000 100.0% 4800 Community Bus 1,000 0 0.0% 4810 Grants 500 0 0 0.0% 4830 CAB Grant 1,500 0 0 0.0% 4850 Section 137 Grants 1,000 100 600 60.0% Indirect Expenditure 15,500 1,906 5,106 32.9% 120 Projects 1800 Other income 500 500 PCC grant Income 0 500 500 4180 Key Centre Refurbishment 11,000 -280 10,280 93.5% -5,500 Still replace village room windows? Investigating costs 4181 Key Centre Car Park 5,000 0 0 0.0% For possible electrical works? Unlikely. 4189 Safety equipment/CCTV 36,000 0 20,000 55.6% -12,000 Check with HDC - possible for The Key 4236 Play/Sports Equipment 7,500 0 0 0.0% Work to MUGA surface? 4295 Turner's Way Rec Area 20,000 18,992 18,992 -10,000 50% funded from S106 reserve 4350 Environmental projects 5,000 0 Wildflower meadow? 4505 Christmas Lighting 2,600 0 2,600 100.0% Final instalment re work carried out 2019/20 Indirect Expenditure 87,100 18,712 51,872 59.6% Budget 2020/21 Annual Actual to Forecast % Spent Reserve Notes Budget 30.09.20 Yr End transfer 201 Facilities 1000 Hall Hire 110,000 23,663 70,989 64.5% assuming centre remains open 1002 Booking deposits 0 0 0 1060 Junior Pitch Hire 150 1,841 1,841 1227.3% Was used when centre unavailable/summer only 1063 Court hire 3,500 1,170 2,925 83.6% 1065 Tennis Hire 2,500 2,346 2,933 117.3% reduced use in winter months 1075 Contributions 3,500 1,382 3,332 95.2% 1800 Other income 0 10,000 10,000 SBR grant to offset loss of income Income 119,650 40,402 92,020 76.9% 4115 Water & Sewerage 1,350 1,430 1,788 132.4% Catch up from 2019/20 4120 Gas 3,500 1,798 3,596 102.7% Catch up from 2019/20 4122 Electricity 3,500 273 3,000 85.7% 4150 Cleaning/caretaking 13,500 5,298 12,648 93.7% 4152 Janitorial supplies 650 266 532 81.8% 4155 Refuse Collection 1,500 317 845 56.3% 4160 Hygiene 300 142 284 94.7% 4165 Health & Safety 1,000 145 945 94.5% 4170 Building Maintenance 10,000 458 4,500 45.0% 4171 Court Maintenance 500 0 500 100.0% 4172 Pavilion Maintenance 2,000 0 2,000 100.0% Work re vandalism 4175 Equipment Maintenance 500 0 220 44.0% 4182 Key Centre Equipment 4,000 0 2,000 50.0% Poss new tables for H&V rooms 4185 Equipment 500 73 323 64.6% 4440 Telephone & Broadband 75 30 60 80.0% 4740 Licences 1,000 0 850 85.0% Indirect Expenditure 43,875 10,230 34,091 77.7% Budget 2020/21 Annual Actual to Forecast % Spent Reserve Notes Budget 30.09.20 Yr End transfer 301 Open Spaces 1300 Allotment Rent 988 884 1,004 101.6% assuming all 20 plots filled 1800 Other income 6,500 2,754 6,500 100.0% Lengthsman & HCC highways contribution Open Spaces :- Income 7,488 3,638 7,504 100.2% 4122 Electricity 1,500 126 1,288 85.9% 4175 Equipment Maintenance 500 48 198 39.6% 4185 Equipment 1,000 0 1,000 100.0% Replacement litter bins 4190 Street lighting 500 116 232 46.4% 4200 Grounds Maintenance 90,000 30,383 77,883 86.5% -35,000 4210 Floral Displays 4,000 4,661 4,661 116.5% 4230 Playground Maintenance 3,500 131 1,281 36.6% 4250 Tree Surgery 7,500 3,287 6,574 87.7% work required under tree survey 4270 Litter Bin Service 7,500 487 3,967 52.9% 4272 Fly-tipping 300 196 196 65.3% 4300 Allotments 500 245 490 98.0% 4301 Allotment Water 400 15 400 100.0% Indirect Expenditure 117,200 39,695 98,170 83.8% Grand Totals:- Income 275,738 225,745 283,574 102.8% Income elevated by S106 receipt. Expenditure 360,245 118,664 282,086 78.3% Net Income over Expenditure -84,507 107,080 1,488 EM Reserve movement to/from -22,500 To/from general reserve 23,988 Finance Reports September

Bank Account Summary as at 30 September 2020

Opening Balance - b/fwd from Income - credits received to Expenditure - payments Account Closing Balance - per 30 31 August statement bank account presented in month Transfers September statement c/fwd to Cash Book Account next month

General Funds 1 HSBC Business Current Account 125,288.83 91,056.40 16,385.86 321.78 200,281.15 3 Paypal Account 302.27 160.00 47.26 - 287.28 127.73 Total General Funds 125,591.10 91,216.40 16,433.12 34.50 200,408.88 S106 Funds 1 HSBC Business Current Account 219,401.74 - 200,000.00 19,401.74 2 HSBC Business Money Market Account 61,717.50 0.52 61,718.02 4 CCLA Public Sector Deposit Fund 340,000.00 34.50 - 34.50 340,000.00 4 Nationwide Business Saver Account - 200,000.00 200,000.00 Total S106 621,119.24 35.02 - - 34.50 621,119.76 Grand Total 746,710.34 91,251.42 16,433.12 - 821,528.64 02/10/2020 Elvetham Heath Parish Council Page 1 09:42 Detailed Income & Expenditure by Budget Heading 30/09/2020

Month No: 6 Cost Centre Report

Actual Year Current Variance Committed Funds % Spent Transfer To Date Annual Bud Annual Total Expenditure Available to/from EMR

101 Central Administration 1820 S106 Receipts 40,000 0 (40,000) 0.0% 40,000 1870 Interest Income 387 3,500 3,113 11.1% 1900 Precept 139,500 139,500 0 100.0%

Central Administration :- Income 179,887 143,000 (36,887) 125.8% 40,000 4000 Salaries 32,083 64,165 32,082 32,082 50.0% 4001 Employers National Insurance 2,129 4,000 1,871 1,871 53.2% 4002 Employers Pension 2,397 5,600 3,203 3,203 42.8% 4030 Training 45 500 455 455 9.0% 4040 Professional Subscriptions 0 550 550 550 0.0% 4041 Mileage 0 100 100 100 0.0% 4050 HR Services 192 175 (17) (17) 109.7% 4130 Insurance 7,628 7,600 (28) (28) 100.4% 4165 Health & Safety 49 0 (49) (49) 0.0% 4185 Equipment 275 1,000 725 725 27.5% 4400 Stationery & Consumables 96 750 654 654 12.7% 4430 Promotion and Publicity 377 2,000 1,623 1,623 18.9% 4440 Telephone & Broadband 466 980 514 514 47.5% 4455 Postage 0 150 150 150 0.0% 4460 Subscriptions 965 950 (15) (15) 101.6% 4480 IT Support 1,111 2,500 1,389 1,389 44.4% 4481 Software/Licences 900 1,750 850 850 51.4% 4555 Legal Fees 0 1,500 1,500 1,500 0.0% 4575 Bank charges 57 250 193 193 22.7% 4580 Audit Fees (600) 1,500 2,100 2,100 (40.0%)

Central Administration :- Indirect Expenditure 48,170 96,020 47,850 0 47,850 50.2% 0

Net Income over Expenditure 131,717 46,980 (84,737)

6001 less Transfer to EMR 40,000

Movement to/(from) Gen Reserve 91,717

105 Democratic 4030 Training 0 250 250 250 0.0% 4041 Mileage 0 50 50 50 0.0% 4530 Council Development 0 250 250 250 0.0%

Democratic :- Indirect Expenditure 0 550 550 0 550 0.0% 0

Net Expenditure 0 (550) (550)

Continued over page 02/10/2020 Elvetham Heath Parish Council Page 2 09:42 Detailed Income & Expenditure by Budget Heading 30/09/2020

Month No: 6 Cost Centre Report

Actual Year Current Variance Committed Funds % Spent Transfer To Date Annual Bud Annual Total Expenditure Available to/from EMR

110 Community 1050 Market Income 840 2,200 1,360 38.2% 1055 Trading Pitch Income 438 900 463 48.6% 1501 Fete income 40 1,500 1,460 2.7% 1502 Event income 0 1,000 1,000 0.0%

Community :- Income 1,318 5,600 4,283 23.5% 0 4500 Council Events 1,150 3,500 2,350 2,350 32.9% 4501 Village Fete 547 2,000 1,454 1,454 27.3% 4502 Christmas Events 0 1,000 1,000 1,000 0.0% 4503 Farmers' Market 109 1,500 1,391 1,391 7.3% 4505 Christmas Lighting 0 1,000 1,000 1,000 0.0% 4800 Community Bus 0 1,000 1,000 1,000 0.0% 4810 Grants 0 500 500 500 0.0% 4830 CAB Grant 0 1,500 1,500 1,500 0.0% 4850 Section 137 Grants 100 1,000 900 900 10.0%

Community :- Indirect Expenditure 1,906 13,000 11,094 0 11,094 14.7% 0

Net Income over Expenditure (588) (7,400) (6,812)

120 Projects 1800 Other income 500 0 (500) 0.0%

Projects :- Income 500 0 (500) 0 4180 Key Centre Refurbishment (280) 5,500 5,780 5,780 (5.1%) 4181 Key Centre Car Park (0) 1,500 1,500 1,500 0.0% 4189 Safety equipment/CCTV 0 24,000 24,000 24,000 0.0% 4236 Play/Sports Equipment 0 2,500 2,500 2,500 0.0% 4295 Turner's Way Recreation Area 18,992 10,000 (8,992) (8,992) 189.9% 10,000 4350 Environmental Projects 0 5,000 5,000 5,000 0.0% 4505 Christmas Lighting 0 2,600 2,600 2,600 0.0%

Projects :- Indirect Expenditure 18,712 51,100 32,388 0 32,388 36.6% 10,000

Net Income over Expenditure (18,212) (51,100) (32,888)

6000 plus Transfer from EMR 10,000

Movement to/(from) Gen Reserve (8,212)

201 Facilities 1000 Hall Hire 15,213 110,000 94,787 13.8% 1060 Junior Pitch Hire 1,678 150 (1,528) 1118.7% 1063 Court hire 511 3,500 2,989 14.6%

Continued over page 02/10/2020 Elvetham Heath Parish Council Page 3 09:42 Detailed Income & Expenditure by Budget Heading 30/09/2020

Month No: 6 Cost Centre Report

Actual Year Current Variance Committed Funds % Spent Transfer To Date Annual Bud Annual Total Expenditure Available to/from EMR

1065 Tennis Hire 2,231 2,500 269 89.2% 1075 Contributions 1,382 3,500 2,118 39.5% 1800 Other income 10,000 0 (10,000) 0.0%

Facilities :- Income 31,015 119,650 88,635 25.9% 0 4115 Water & Sewerage 1,430 1,350 (80) (80) 105.9% 4120 Gas 1,798 3,500 1,702 1,702 51.4% 4122 Electricity 273 3,500 3,227 3,227 7.8% 4150 Cleaning 5,298 13,500 8,203 8,203 39.2% 4152 Janitorial supplies 266 650 384 384 41.0% 4155 Refuse Collection 317 1,500 1,183 1,183 21.1% 4160 Hygiene 142 300 158 158 47.2% 4165 Health & Safety 96 1,000 904 904 9.6% 4170 Building Maintenance 458 10,000 9,542 9,542 4.6% 4171 Court Maintenance 0 500 500 500 0.0% 4172 Pavilion Maintenance 0 2,000 2,000 2,000 0.0% 4175 Equipment Maintenance 0 500 500 500 0.0% 4182 Key Centre Equipment 0 4,000 4,000 4,000 0.0% 4185 Equipment 73 500 427 427 14.5% 4400 Stationery & Consumables 0 75 75 75 0.0% 4440 Telephone & Broadband 30 0 (30) (30) 0.0% 4740 Licences 0 1,000 1,000 1,000 0.0%

Facilities :- Indirect Expenditure 10,180 43,875 33,695 0 33,695 23.2% 0

Net Income over Expenditure 20,835 75,775 54,940

301 Open Spaces 1300 Allotment Rent 884 988 104 89.5% 1800 Other income 2,754 6,500 3,747 42.4%

Open Spaces :- Income 3,638 7,488 3,851 48.6% 0 4122 Electricity 126 1,500 1,374 1,374 8.4% 4175 Equipment Maintenance 48 500 452 452 9.6% 4185 Equipment 0 1,000 1,000 1,000 0.0% 4187 Street Lighting 116 500 384 384 23.3% 4200 Grounds Maintenance 30,383 55,000 24,617 24,617 55.2% 4210 Floral Displays 4,661 4,000 (661) (661) 116.5% 4230 Playground Maintenance 131 3,500 3,369 3,369 3.8% 4250 Tree Surgery 3,287 7,500 4,213 4,213 43.8% 4270 Litter Bin Service 487 7,500 7,014 7,014 6.5% 4272 Fly-tipping 196 300 104 104 65.3% 4300 Allotments 245 500 255 255 49.0%

Continued over page 02/10/2020 Elvetham Heath Parish Council Page 4 09:42 Detailed Income & Expenditure by Budget Heading 30/09/2020

Month No: 6 Cost Centre Report

Actual Year Current Variance Committed Funds % Spent Transfer To Date Annual Bud Annual Total Expenditure Available to/from EMR

4301 Allotment Water 15 400 385 385 3.8%

Open Spaces :- Indirect Expenditure 39,696 82,200 42,504 0 42,504 48.3% 0

Net Income over Expenditure (36,058) (74,712) (38,654)

Grand Totals:- Income 216,358 275,738 59,380 78.5% Expenditure 118,663 286,745 168,082 0 168,082 41.4%

Net Income over Expenditure 97,694 (11,007) (108,701)

plus Transfer from EMR 10,000 less Transfer to EMR 40,000

Movement to/(from) Gen Reserve 67,694 15/10/2020 Elvetham Heath Parish Council Page 1

11:31 Sales Ledger Aged Account Balances User: JH

Outstanding Balances by Month as at 15/10/2020

A/C Code Customer Name Balance Oct 2020 Sep 2020 Aug 2020 Prior Months On A/c Pymnts

501977 HEDTKD 786.48 786.48 0.00 0.00 0.00 0.00 502062 TWG 436.00 436.00 0.00 0.00 0.00 0.00 503439 LITTLEKICKERS 473.01 473.01 0.00 0.00 0.00 0.00 503599 HEATHHOOPS 123.00 123.00 0.00 0.00 0.00 0.00 504124 LADANCE 771.75 771.75 0.00 0.00 0.00 0.00 504256 LITTLE ELVES 2,702.20 2,702.20 0.00 0.00 0.00 0.00 600016 SCOUTS 120.00 0.00 0.00 0.00 120.00 0.00 600058 YOUNG AT HART 147.50 92.50 55.00 0.00 0.00 0.00 600059 TWG TENNIS 115.00 45.00 70.00 0.00 0.00 0.00 600070 CHOIR -81.00 0.00 0.00 0.00 -81.00 0.00 600081 DI RUDDICK DANCE 341.00 372.00 0.00 0.00 -31.00 0.00 600082 ALZHEIMERS SOCIETY 21.00 0.00 0.00 0.00 21.00 0.00 600090 EH AFTER SCHOOL CLUB 1,700.00 1,700.00 0.00 0.00 0.00 0.00 600100 SARAH'S NETBALL 581.02 581.02 0.00 0.00 0.00 0.00 600124 SLIMMING WORLD 425.00 425.00 0.00 0.00 0.00 0.00 AL001 HODGSON 52.00 0.00 0.00 52.00 0.00 0.00 AL005 BARNES 52.00 0.00 0.00 52.00 0.00 0.00 AL007 THOMAS 52.00 0.00 0.00 52.00 0.00 0.00 AL016 JONES 52.00 0.00 0.00 52.00 0.00 0.00 AL018 FISHER 52.00 0.00 0.00 52.00 0.00 0.00 AL019 PANKHANIA 52.00 0.00 0.00 52.00 0.00 0.00 CHELLEWEL CAROLEPILATES 418.50 170.50 248.00 0.00 0.00 0.00 HART HART SWIMMING CLUB 150.00 150.00 0.00 0.00 0.00 0.00 KLDC KAHLI LEWIS DANCE CO 598.50 598.50 0.00 0.00 0.00 0.00 REDSTARS REDSTARS DRAMA CLUB 147.00 147.00 0.00 0.00 0.00 0.00

Total Sales Ledger No 1 10,287.96 9,573.96 373.00 312.00 29.00 0.00

TOTAL SALES LEDGER BALANCES 10,287.96 9,573.96 373.00 312.00 29.00 0.00 Payments - October 2020

Payment Payment Payee Invoice Ref Invoice Date Description Date Net Amount VAT Total Ref Internet Payments Total Employment Costs October Payroll 19-Oct 6,101.50 6,101.50 BP Victim Support S137 25/09/2020 S137 grant 26-Sep 100.00 - 100.00 BP Intial Washroom Hygiene 33583990 04/09/2020 Hygiene services - 3rd quarter 01-Oct 74.88 14.98 89.86 BP Allotment Holder Deposit 12/10/2020 Return of car park key deposit 12-Oct 15.00 15.00 BP Oakland Services INV0088 28/09/2020 Green waste disposal - Pavilion 12-Oct 300.00 300.00 BP J Hyatt October 12/10/2020 Expenses - computer equipt, SIM, licence 19-Oct 156.61 28.93 185.54 BP J Perkins October 24/09/2020 Expenses - computer equipt 19-Oct 77.27 15.45 92.72 BP L Ivie October 12/10/2020 Expenses - phone contrib & Facebook ad 19-Oct 43.50 43.50 BP Pegasus Building Services SI-171 18/09/2020 Misc Key Centre maintenance 19-Oct 115.00 23.00 138.00 BP Lotus Landscapes Ltd LT012029 22/09/2020 Grounds maintenance - Sept 19-Oct 6,041.67 1,208.33 7,250.00 BP Amazon Business 5 x invoices 02/10/2020 Office heaters, stationery & janitorial 19-Oct 102.44 20.54 122.98 BP County Tree Care 2 25/09/2020 Misc tree works 19-Oct 430.00 86.00 516.00 BP Rialtas Business Solutions SM22299 25/10/2020 IT Support for VAT software 19-Oct 59.00 11.80 70.80 BP Serco LTd 91718323/4 01/10/2020 Commercial refuse - October 19-Oct 76.00 15.20 91.20 BP RDP Interiors Ltd 1188 01/10/2020 Completion acoustic panel work 19-Oct 560.00 112.00 672.00 BP Robs Cleaning Co September Cleaning/caretaking - September 19-Oct 1,259.00 1,259.00 BP Clearway Sport 7054 13/10/2020 Tennis court treatment 19-Oct 320.00 64.00 384.00 BP Light Angels Ltd 1057 14/10/2020 Christmas lights final instalment 19-Oct 1,297.16 259.43 1,556.59 BP Direct Debit Payments Gocardless/Orange Pixel 6840 01/10/2020 Web hosting & support - October 01-Oct 39.00 7.80 46.80 DDR Intouch Communications 203097 30/09/2020 Telephone & Broadband - September 15-Oct 79.89 15.98 95.87 DDR British Gas Business 965607480 08/10/2020 Courts & Key electric - September 22-Oct 8.10 0.40 8.50 DDR Engie Gas Ltd 1-00400179 07/10/2020 Key Centre gas - September 21-Oct 176.15 8.81 184.96 DDR SSE Swalec 02/10/2020 Cycle path electricity - September 19-Oct 15.79 0.78 16.57 DDR HSBC 30/09/2020 Bank charges - September 21-Oct 13.48 13.48 DDR

TOTAL 17,461.44 1,893.43 19,354.87

Agenda Item 56/20

Officer Report – 19 October 2020

Facilities: Key Centre & courts • The majority of hirers are back at the Key Centre. Hopefully, we will be able to keep the building open and operational, but we are prepared if restrictions are tightened. • We are still receiving enquiries and have some potential new hirers for the coming months. • The centre remains closed to the public and the office staff are working from home. • We have two regular weekend hirers, but parties are not possible under the current restrictions and so generally weekends are quiet. • The Perspex screen for the reception desk has finally arrived and should be fitted soon. • Under the current COVID rules, we now display the Track and Trace QR code although as everyone is booked into the hiring groups, these are not really being used. • Tennis & netball – the courts remain popular. There is regular netball 4 times per week and 3 regular tennis group bookings. The casual bookings are reducing however, as the weather deteriorates • The tennis courts have had their annual clean/treatment and ground works have been carried out to secure one of the central court’s net posts.

CCTV in The Key Although the Hart & Rushmoor CCTV service arrangements are changing but unlikely to be completed until next year, it looks as though we may be able to organise a camera for the Key area. The Community Safety Officer does not believe problems elsewhere on the Heath - ie, the Scout pavilion, the footbridge – are sufficient to justify the expense. We will now progress the camera for the Key for which we have held an earmarked reserve for over two years.

Market The October market was another success with the new plant and fruit and veg stalls proving popular. Traders reported that takings were slightly down compared to September. The November market takes place on Saturday 14th November with two additional stalls – a coffee van and homemade Christmas wreaths. Plans are underway for the festive Christmas market on December 12th.

Outside Spaces & grounds maintenance • We received a Freedom of Information request from a disgruntled resident wanting to know why the hedge was cut back hard next to his property. He would not give his full name or his address, just the footpath where the hedge is located. Despite visiting the area, we could not understand what he was talking about and this confusion resulted in his putting in the FOI request. Eventually he sent a photograph and it transpired that the land and hedge are privately owned. • The Contracts & Services Manager carried out a site inspection with the Lotus Landscapes. • Grass cutting has now stopped for the winter and the team is concentrating reducing the height of the shrubbery on roundabouts and the highway hedges. There is some concern that too hard pruning may kill some of the mature shrubs. • The winter schedule includes continuing to lower the height of the hedges, cutting down the swales, badger runs and leaf blowing/removing leaves from pavements and footpaths. • Lotus have told us that they are ‘feeling the pinch’ financially; the cost of green waste disposal has recently increased dramatically. The team has been told they cannot hire a tractor & flail arm to cut back the side hedges at Turner’s Way, hence the delay. We will follow this up as the work is overdue.

Agenda item 56/20 – Officer Report 19 October 2020 1

• The wooden litter bin on Turner’s Way near the car park was vandalised a few weeks ago and is now beyond repair. A new metal bin has been ordered to replace it.

Scout HQ/Pavilion Despite the work that has been carried out at the pavilion, a local resident has sent photographs to show that the problems still continue.

Allotments Having investigated the software package with an associated mobile app for inspections and allotment management, we decided it was too expensive for our needs. We are now improving our existing systems.

Communication • The autumn newsletter has been printed and is being delivered now. • The website accessibility statement was completed in time for the legal deadline. There are some improvements which need to be made in time, work is ongoing on a plan to rectify these issues as part of a full website review. • The live bookings calendars for the Key Centre should be integrated into the website over the next couple of weeks.

General & Admin • The VAT return was submitted on 12 October • We received a letter of thanks from Victim Support for the grant. • Executive Officer is on annual leave from 1 November for two weeks. • The interim audit has been booked in for Tuesday 15th December. We are still awaiting the conclusion of the external audit for 2019/20. • HALC is running 2 mini virtual conferences on Tuesday 20th October (morning) and Wednesday 4th November (evening). Their recent newsletter and Annual Report are attached. • Office Arrangements Following the change to government guidelines, staff are now back working from home – something the government wants for 6 months. As the Key Centre is in use, one of us works from the office daily and we alternate. It has meant that we have not been able to take our office equipment home so have had to purchase screens and keyboards to use with our personal laptops.

Agenda item 56/20 – Officer Report 19 October 2020 2

Monthly News & Updates October 2020

Inside This Issue AGM

1 AGM Hampshire ALC’s AGM was held virtually on Thursday, 24 September and we 2 Membership fees were delighted with the number of Councils represented, with over 100

3 Annual Review attendees! Thank you to everyone who logged on and we have had some great feedback from those who found it useful.

4 Training 5 Clerks Corner Our thanks to John Denham for his very interesting opening talk on “How local 6 News & Updates is local?” and Steve Tilbury for his excellent overview of the Planning Reform.

7 Funding Opportunities We would be grateful if those who attended the AGM could complete our survey , as we are interested in your feedback on how we run future events.

MEMBERSHIP FEES 2021/22

Following on from the Annual General Meeting, Hampshire ALC are pleased to confirm that we will not be

applying an across the board increase for the next financial year.

We recognise that it has been an extremely difficult six months for Councils across the country and we all

find ourselves in challenging times. We also recognise that many local Councils may be looking to minimise

precept increases next year due to the financial impact of Covid on their local communities. It is for this

reason that we decided not to implement a Hampshire wide increase this year, and whilst this is unlikely to be sustainable for future years, we believe it is the right decision in light of the exceptional circumstances. However, those Councils that have had increase in their parish population will see a slight increase in fees as membership charges are based on a formula that includes electoral numbers.

We would also draw to your attention that the overall fee may increase due to the NALC fee increasing. NALC have proposed an increase in affiliation fees in 2021/22 to 7.42 pence per elector with a cap of £1,900 for larger councils, although this is still to be approved by their AGM. If the NALC AGM approve the increase this will be reflected in the NALC membership fee. As a reminder, Hampshire ALC collect this fee on behalf of NALC and it is passed over in its entirety. It is shown as a separate item on the invoice as it is separate to the fee you pay to HALC for the services we provide.

ANNUAL REVIEW 2019/20

Those who attended the AGM will have received a copy of the Annual Review 2019/20 and a copy of this is now also attached to the email alongside this newsletter.

TRAINING During September we were pleased to be able to offer two Risk Assessment training session delivered by BHIB. In all, 79 members attended the training delivered via Zoom and the feedback was very positive.

We were also able to deliver two finance courses; Introduction to VAT and Local Council Finance for Officers (Budgeting & Financial Control), which were well attended.

During October we have a Basic Planning for Local Councils course on 8 October, as well as the first of our mini conferences on Tuesday 20 October. We continue to focus on course demand so please make sure you email to let us know if you require spaces on specific courses. This is helping us to plan for January to March 2021 training.

During November we are busy with a number of courses, including:

• Mini conference on 4 November • What You Need to Know new Clerk/Officer training on 10 & 24 November • Introduction to Health & Safety on 13 & 20 November • Local Council Finance for Councillors on 18 November There are still spaces left on the above courses so please get in contact via [email protected] if you are interested in booking a space.

MINI CONFERENCES

This year, rather than a physical Annual Conference, HALC will be hosting two mini conferences online priced at £40 per ticket. There will be a morning conference and an evening conference two weeks later, that will cover many of the same topics, to suit those who would prefer an evening session.

These will be held on: • Tuesday 20 October between 9.30am – 12.30pm • Wednesday 4 November between 6 – 9pm

The conferences will be set out as below and you will be asked in advance to choose two workshops. To register a place, please click here.

Tuesday 20 October 2020 (09:30 - 12:30hrs) The Future of Rural Communities with Simon Eden, Director Southern Policy Centre

Workshop 1 - Practical Use of CiL with Tozers Solicitors OR Workshop 2 - Digital Mapping: an essential part of modern council management with Parish Online

Workshop 3 - Community Assets - Supporting & Running Community Services with Hampshire Legal Services OR Workshop 4 - Budgeting with Parkinson Partnership

Wednesday 4 November 2020 (18:00 - 21:00hrs) The Future of Rural Communities with Simon Eden, Director Southern Policy Centre

Workshop 1 - Budgeting with Parkinson Partnership OR Workshop 2 - Digital Mapping: an essential part of modern council management with Parish Online

Workshop 3 - Community Assets - Supporting & Running Community Services with Hampshire Legal Services OR Workshop 4 - The Rural Community Energy Fund (RCEF) with the West of Combined Authority

Clerks’ Corner

AGAR submissions

All Councils are reminded that the deadline for AGAR submissions has now passed. You may be charged for delayed submissions if you have not already completed these and provided supporting documentation. If you have any questions, please contact the external auditor, PKF LittleJohn directly by email.

Revised guidance on council buildings

Please see here for updated guidance on the use of council buildings.

Clerks Facebook Page

Don’t forget we have set up a Clerks Facebook page if you’re not already following it, where you can chat with each other and share ideas. Please click here to see the page.

SPOTLIGHT

Each month we would like to shine a spotlight on interesting things that Clerks and Councils are involved in. We have some stories ready for the next couple of newsletters but please get in touch if you would like to submit something special.

Neil Hitch’s Alzheimer's Society Memory Walk

On Saturday 19th September Petersfield Town Council’s Clerk, Neil Hitch completed his third and final Memory Walk in aid of the Alzheimer’s Society this year. For Saturday’s walk he was joined by 8 colleagues and some of their family members from local council’s at New Alresford, Four Marks and Rowlands Castle as well as a member of PTC staff for a 6.5 mile circular route from Farley Mount near Winchester. Previously he had completed walks with his family in the New Forest and near Maidstone, Kent.

Neil’s wife has suffered from Alzheimer’s Disease for over 6 years and has deteriorated quite significantly during the recent Covid-19 lockdown and subsequently as all of her usual support activities and groups ceased to meet in March and are still not meeting. For this reason, he decided to seek to raise money for Alzheimer’s Society, knowing that Petersfield was confirmed as a Dementia Friendly Community in 2016 during the Town Mayorship of Cllr James Deane. Requests for financial support for this cause were shared throughout Petersfield, churches he attends in Shirley, and Hythe as well as the Society of Local Council Clerks – both locally and nationally.

To date, including Gift Aid, almost £3,500 has been raised with contributions received from over 100 people across the whole country with further contributions promised – including £100 organised by the Clerk at New Alresford Town Council who persuaded a local bar in the town to donate the profits from their weekly meat raffle the night before the final walk.

For those wishing to contribute to funding for Alzheimer’s Society through this Memory Walk the fundraising link is https://www.justgiving.com/fundraising/neil-hitch.

News & Updates

Planning Reform Consultations

A reminder that Planning for the future - the planning white paper and Transparency and competition : a call for evidence on data on land control have deadlines towards the end of October.

The white paper is running for 12 weeks from 6 August and the Transparency on land control has a deadline of 23.45 on Friday 30 October 2020.

Please respond directly to the contact address within the papers.

Fly tipping

An Adjournment Debate in the House of Commons was held on 1 October, titled “Increasing Penalties for Fly-Tipping”. The debate was brought by Paul Bristow MP, with Rebecca Pow, Parliamentary Under Secretary of State for Environment, Food and Rural Affairs, speaking on behalf of the government.

If you are interested in this debate you can watch this on Parliament TV, or read the transcript available on Hansard.

FUNDING OPPORTUNITIES

Funding available for waste prevention community projects

Following the on-going success of Hampshire County Council’s Waste Prevention Community Grant Fund, the Council has reopened the grant fund, accepting applications for funding from 28th September 2020.

As well as other groups and charities, the fund is also open to Parish Councils.

Bids of up to the value of £5,000 are available to fund projects which help to reduce household waste in Hampshire, encourage community cohesion and support the local economy during these challenging times.

As well as supporting the start-up of innovative waste prevention projects, this year the Council is particularly looking to fund projects which will introduce a new waste prevention, reuse or repair service to the local area, proven to work elsewhere to help build a network of waste prevention services across Hampshire, helping residents to reduce their waste as well as potentially saving them money.

These could include:

• Repair Cafes • Community Composting • Reusable nappy libraries • Libraries of Things • Community Fridges Previously, the grant fund has supported 37 projects which were as varied as a toy library, composting courses, community events to reduce single use plastic, cookery sessions, swap events and a click and collect refill service.

Full details of what is and is not funded, as well how to apply for funding are available from: www.hants.gov.uk/waste-prevention-community

The deadline for applications is Friday 4th December 2020.

Any potential applicants must discuss their ideas with the Waste Prevention Team before applying. Please contact them at [email protected] to arrange an informal discussion.

ANNUAL REVIEW APRIL 2019 TO MARCH 2020 SPONSORED BY BHIB COUNCILS INSURANCE

1 CONTENTS

Foreword 3

Hampshire ALC Reports 4

Financial Summaries 16

District Association Reports 18

Awards 38

2 FOREWORD

Rt. Hon. John Denham President of Hampshire Association of Local Councils

Last year I wrote that making predictions was difficult. No one foresaw the national trauma of COVID-19 around the corner. The consequences, and maybe the virus itself, will be with us for a very long time.

In the past months we have learned much that is good about ourselves and our communities. Almost everywhere we have drawn on a deep well of mutual aid and support. It has made the difference in so many people’s lives. But, although the virus is a threat to all and families everywhere have lost loved ones, it hasn’t just been ‘all in it together’. Poverty, wealth, race, employment, age and housing have helped determine who was most likely to fall ill and to suffer the most serious consequences.

Most of these problems are not new; the funding of social care, for example, has been neglected for dec- ades. COVID-19 just held up a sharp mirror that reflected back the deep-seated challenges we must now sort out.

If we can draw on our community strengths, we can tackle those issues. Central and local government must trust Parish and Town Councils and very local communities to play their role. At the time of writing the messages are mixed: on the one hand the promise of more devolution; on the other, a threat to tear up planning rules and make Councils more remote from local people. It would be a shame to lose what we have gained this year.

3 HAMPSHIRE ALC REPORTS

4 WELCOME FROM THE CHAIR

Councillor Mike Evans— Chairman of Hampshire ALC

Welcome to the HALC Annual Review. I am both honoured and proud to be Chairman of this Association and de facto the Board of Directors who are the governing body of the ALC and responsible for its strategic direction and good practice. The ALC has been on a continuous improvement curve since 2005 and we are recognised as a leading service provider, offering the most extensive level of knowledge in the local council sector, backed by value for money fees and charges. Income generation for the ALC is vital and in last year’s report I mentioned that there was a growing demand from outside of Hampshire for our services. Since April last year, we have been providing membership services and training to another County Association and more recently we have been approached by a second County Association who are also seeking our services. This is testament to the excellent, dedicated and hard- working HALC team, ably lead by our Chief Executive, Dawn Hamblet. Our Partnerships are crucial, particularly our joint working with Hampshire County Council, to provide full and ongoing support for the devolution and locality working agenda so that services are more efficient and responsive to the needs of local communities by providing best value and quality. However, the ongoing pressures on the County budget has led to a significant reduction in their financial support to the Association. Finally, I am grateful to my fellow Board Directors for their continuing work and support to ensure that the ALC is a solid and financially sustainable social business.

5 OUR CHIEF EXECUTIVE

Chief Executive—Dawn Hamblet

Writing content for the annual review normally gives a welcome opportunity to pause and reflect on the financial year that has just gone by. This year however, I am writing this in far from normal times. I am sure in common with many of our members, I have found that time to reflect has been scarce as we all navigate our way through the significantly challenging times we have lived through since March this year. It is no exaggeration to say that, in common with the whole country, the sector has experienced unprecedented challenges as we have tried to respond to the pandemic. This has required significant and rapid change, the like of which we have not seen for many decades. It has been inspiring to see the way Parish and Town Councils across Hampshire have responded to these challenging times and have worked to put support in place for their local communities. The ALC team and I would like to acknowledge the huge dedication Councils have shown in working effectively with their communities and with each other during this time. At the ALC we have experienced another busy year. Parish and Town Council elections were held in many parts of Hampshire in May 2019 and we subsequently provided a large number of training courses for new Councillors, particularly in the first quarter of the year, in addition to our normal training programme. We also continued to work on improving and updating our internal systems, including IT systems, following our business process review. This proved to be a very valuable activity when we needed to provide our services remotely at short notice due to the pandemic.

6 Chief Executive—Dawn Hamblet cont. Last year, Bishops Waltham Parish Council won the Hampshire and Isle of Wight Village of the Year and although we have had to defer the event this year, we are looking forward to visiting nominated Councils again next year when we restart the competition. In a similar vein, we will not be holding our annual awards at our AGM this year. This is due to the current climate and because I believe it would be wrong to single out any particular individual or Council, given the huge amount of work that has gone on at many Councils over the last six months. These will, however, also return next year.

7 Policy and Communications

Policy Officer—Amy Taylor

Amy covered the Policy and Communications role this year, in addition to taking on the Member Support Services, which you can read more about on the next page. Brexit continued to be the main focus of attention this year which meant that there were not many government consultations to be involved with.

There was an independent review into local government audit undertaken by Sir Tony Redmond, whose remit was to assess the arrangements in place to support the transparency and quality of local authority financial reporting and external audit, including those introduced by the Local Audit and Accountability Act 2014 (the Act). This was still in review at the end of this report’s period. The Non-Domestic Rating (Public Lavatories) Bill was created and this is being progressed. We have continued to provide Councils with regular newsletters and are looking forward to expand these with funding opportunities and local community points of interest, as well as updated guidance and advice. There have also been briefing notes distributed regularly on COVID-19 matters towards the end of this reporting year in March, when it started.

If you would like to get in touch regarding our newsletter or website, please email [email protected]

8 Member Support Services

Member Services Officer— Amy Taylor

As you will all know, we sadly lost Vendy Treagust, our dedicated Member Support Officer in 2019 after a courageous battle with cancer. During Vendy’s illness, I covered her role to provide infor- mation, advice and guidance to member councils in response to procedural and operational queries. This also included co-ordination of the desk-top advice services provided by external specialists such as legal, financial/VAT and planning. I was also lucky enough to visit a number of your parishes by way of several bespoke training sessions that HALC ran during 2019 following elections.

I have since changed my role from Policy Officer to Member Services Officer to allow the continuation of the advisory service and I am now working on producing guidance and advice notes to compliment our A-Z online directory of advice and expand the information available to our members. To give you a clear view of the volume of enquiries HALC handle on an annual basis, the table below, shows the statistics for the last three years*.

(Ref No) Total number of Number of legal queries includ- % of legal queries included in to- Year queries ed in totals tals by type 2017 806 50 6% 2018 713 63 9% 2019 681 53 8%

*2019 is based on the financial year, data for the years prior to this were recorded as calendar year.

9 Member Support Services

The top four query types received this year covered:

•Meetings and Procedures •Finance •Policy, Legislation and Regulations •People (e.g. general HR advice, and LCPD desk-top service)

Of course, there are many other categories ranging from ‘elections and casual vacancies’ to ‘data and information management’ so the types of queries we receive are very wide-ranging and diverse. If you require specific advice or would like to submit a query, please email: [email protected]

10

11 Training and Development

Office Manager- Sarah Rowland

It’s been another busy year on the Learning and Development front. 2019 was an election year for many Parish and Town Councils and this saw a large increase in Councillor training courses, primarily our Knowledge and Core Skills Course which we ran 38 of (including bespoke courses).

We are pleased to have delivered 38 Open Courses and 28 Bespoke Courses as well as the annual AGM in Hampshire. We have also been providing training courses to our colleagues in the ALC. The planned annual conference was deferred due to the Covid-19 situation.

We welcomed Di Morgan-Rawes to the team as our new training officer to complement our strong internal training expertise. We are fortunate to have strong relationships with our third-party trainers who continue to deliver a consistent high standard of training for our members.

As part of our member survey some additional courses were identified by Councils as training they would like to see, and we will look to build these into our future training programme. We are also developing some self-guided fully online courses.

A summary of learning and development activity this year is provided on the next page.

12 Name of Session/Course Number of HALC courses run in

Information & Networking Events Hampshire ALC AGM 1 Officer’s Update 2 Development for All Basic Planning for Local Councils 3 The Planning Framework 1 Managing People in Local Councils 1 Emergency First Aid 1 Introduction to Appraisals 1 Introduction to VAT 1 Officer Development What You Need to Know for new Officers 3 Budgeting & Financial Control 1 Local Council Finance for Officers 2 Minute Taking 1 Councillor Development Knowledge & Core Skills for new Councillors 11 Local Council Finance for Councillors 3 Chairing Skills 3 Qualifications Introduction to CiLCA 3 CiLCA Level 3 2 Bespoke Bespoke Courses 28

13 LCPD Support Services

HR Consultant—Sharon Nineham

Despite the unprecedented times 2020 has brought, HALC’s LCPD service has continued to provide professional and pragmatic HR advice and support to its members and adapted where necessary in order to continue with business as usual, as much as practicable to do so. In April 2020, the LCPD service was relaunched with 3 levels: Gold, Silver and Bronze with each offering increasing levels of service.

All LCPD members receive detailed HR advice, including on-going telephone and email employment and HR support and regular e-mails, keeping them up-to-date with the constant changes in employment law. Depending on which level of service they purchase they can also receive training courses, access to additional HR documents, audits of HR documentation and processes for example. All HALC and BALC (non LCPD) members receive a desktop HR service and can receive detailed advice on an adhoc basis or use our HR consultancy service for an additional fee. The improved service offerings have been received well with many Councils opting for the enhanced Silver and Gold levels. We increased the LCPD/HALC offerings by providing all HALC and BALC members with statutory employment policies and a standard employment contract template as well as introducing an online HR system to manage Council’s HR data and documents. All Gold LCPD members receive this service as part of their membership and all other LCPD members are able to access the system for an additional monthly/annual fee.

14 The LCPD pages of the HALC website have been updated and refreshed to make it easier to navigate and provide more information to members. A separate login is required to access these pages and is provided to all LCPD members as part of their membership. There were several changes in Employment Law in 2020, most notably the amendments to employment contracts and the introduction of Statutory Bereavement Leave. All of which have been incorporated into HALCS’s employment documents. Regular employment factsheets have been issued to members and officers updates have been delivered, providing information on the latest case and employment law changes and how these may impact on their Councils, which have all been well received.

15 FINANCIAL SUMMARY 2019/20—INCOME

Membership Services 88875.00 Additional Member Services 52604.92 Conferences and Training 31805.60 County Council Grant 57000.00 Business Operations 1819.82 Publications Sold 746.00 External Support Services 1300.00

16 FINANCIAL SUMMARY 2019/20—EXPENDITURE

Staffing Additional costs 19391.52 Website 16462.60 Travel Subsistence 8263.64 Business Operations 144799.73 District Council Grants 600.00 Additional Member Services 25,228.88 Publications Purchased 568.08 Village of the Year 600.00 Conferences and Training 12615.91

17 DISTRICT ASSOCIATION REPORTS

18 BASINGSTOKE DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

We have had another interesting yet challenging year and there is so much going on now where our 43 Parish & Town Councils can provide improved services to their communities. It has been really pleasing to have seen increasing attendance at our quarterly meetings. Also, I know that Basingstoke District Association of Parish & Town Councils continues to foster one of the best relationships with the Borough Council than any of the other District Associations in Hampshire. Unfortunately, our activities have been curtailed by the fact that our BDBC Liaison Officer has recently left and the significant challenges caused by the impact of the Novel Coronavirus (COVID-19). The major topics during the last year have included: Final injunction granted for unauthorised encampments became the first borough in the county and one of a small number nationally to be granted the final injunction for unauthorised encampments for a period of five years. The injunction prevents unauthorised encampments and unauthorised developments being set up or items fly-tipped within a designated area covering the urbanised area of Basingstoke town, as well as some of the outlying areas. The injunction gives greater power to landowners and the police and means that anyone setting up an encampment in the injunction area will be prohibited from doing so and will be asked to leave immediately. The area covered in the injunction captures those communities most regularly experiencing the negative impacts of unauthorised encampments. An interim injunction had been granted to the borough council and the county council in July 2018, resulting in a significant impact on the number of unauthorised encampments in the borough. The number of unauthorised encampments dropped by 80 per cent when the interim injunction came into force and the number of days land was occupied by unauthorised encampments reduced by 96 per cent (comparing July 2017 to March 2018 with July 2018 to March 2019). Evidence presented to the High Court gave examples of where communities had experienced significant impacts arising from noise, nuisance, intimidation, human excrement evident in hedges and on roadside verges, large amounts of household waste left by groups in addition to other waste including large amounts of fly-tipped tree cuttings. Thanks to those Ward Councillors, local residents, landowners, partners and business that were most impacted who provided statements to the Borough Council to support the application for the injunction. Further details of the final injunction granted for unauthorised encampments, via the BDAPTC website or by clicking here

19 FIVE-YEAR LAND SUPPLY IN BASINGSTOKE Member Councils continue to be dissatisfied that Basingstoke & Deane Borough Council has not maintained its Five -Year Land Supply for planning purposes. This is likely to now result in land elsewhere in the borough being open to applications from developers and could result in planning approval by the Planning Inspectorate because the availability of a Five-Year Land Supply cannot be proved. This will put huge pressure on the smaller communities to forcibly accept additional housing as developers can freely apply for planning permission, especially on land submitted through the SHEELA process, completely disregarding earmarked development land in the Local Plan and invalidating many of the Neighbourhood Plans which parishioners have spent many months (and in some cases, years) working on and which BDBC has approved. It is worth calling out that BDBC has allowed the major Manydown site development schedule to slip. This project which is jointly owned by Basingstoke District Borough Council and Hampshire County Council does not rely on any third party to develop. Manydown would have reduced the need to impose excessive housing on other communities within the borough. Given the shortage in Five-Year Land Supply there is now a risk that we shall get both Manydown and excessive housing development within the borough.

Partnership working We continue to explore ways in which Finance can follow Function with District responsibilities managed by Parish and Town Councils – such as grass cutting, public toilets and car parking and where Parish facilities can be managed by the District – such as play areas.

Climate Change The Borough Council declared a climate emergency in September 2019 agreeing that action must be taken to work towards making Basingstoke and Deane a carbon neutral borough by 2030. We are looking forward to working with the Borough Council and other community groups across the borough to understand the actions currently being taken locally within the Parish and Town Councils and to find out what additional actions can be taken to achieve this. Thank you for all the hard work you do on behalf of your communities who are likely to need even more help and support over the coming years. There is so much going on now where Parish & Town Councils can provide improved services to their communities. Basingstoke District Association of Parish & Town Councils is the means to help deliver these benefits.

20

I’d like to record my appreciation for the invaluable support received from the Officers and staff at HALC, Hampshire and Basingstoke & Deane and many other groups with a care for our communities and personally, I’d like to thank Cllr Martin Slatford for his support as the Vice Chairman. This report would not be complete without also thanking our HALC Executive members (Martin Slatford, Malcolm Bell & Fiona Nicolson) who represent Basingstoke at the quarterly HALC Executive meetings, our Treasurer, Les Fryer and Alan Cox our Web Administrator.

For information about how to become more involved in BDAPTC or help with the planning of any future BDAPTC meetings please see our website at www.bdaptc.basingstoke.gov.uk

CLLR PAUL MAHONEY CHAIRMAN BASINGSTOKE DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

21 BASINGSTOKE DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

basingstoke district association of parish and town councils (bdaptc)

Ashmansworth PC & PC PC

Baughurst PC & PC Sherfield-on-Loddon PC

Bradley PM PC PC

Bramley PC PC PC

Burghclere PC Newnham PC Stratfield Saye PC

Candovers PC Newtown PC PM

Chineham PC PC TC (DA)

Cliddesdenn PC Oakley & Deane PC PM

Dummer PC & Lychpit PC PC

East Woodhay PC Overton PC & PM

Ellisfield PC PC Whitchurch TC

Hannington PC & Nutley PC PM

Herriard PC PC PC

Kingsclere PC PC *DA - Direct Access Council

22 EASTLEIGH DISTRICT ASSOCIATION OF LOCAL COUNCILS

Housing Developments have dominated yet again in all our activities. If we get say 4 member councils to a meeting then that represents 40% of the Parish and Town Councils in Eastleigh. Yet all of Eastleigh Borough, except Eastleigh Town itself, are parished. Eastleigh Borough is arranged, politically, in Local Area Committees covering several parished areas, so members frequently meet with local colleagues. EDALC meetings have previously tended to be in the Spring and Summer time. So since the last report we have not met in this Coronavirus status. Where appropriate, emails and telephone have sufficed, and of course elections have been deferred.

CLLR COLIN MERCER CHAIRMAN EASTLEIGH DISTRICT OF LOCAL COUNCILS

EASTLEIGH DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

eastleigh district association of local councils (edalc)

Allbrook & North Boyatt PC Chandlers Ford PC Hedge End PC Fair Oak & Horton Heath Bishopstoke PC West End PC (DA) PC (DA) Botley PC Hamble-le-Rice PC *DA - Direct Access Council

Bursledon PC Hound PC

23 EAST HAMPSHIRE DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

The Association covers the East Hampshire District which comprises forty Parish and Town Councils and has a population of approximately 121 000 citizens. It meets quarterly in Parish Halls and meeting rooms around the district. The meetings aim to address issues and concerns of parishes and inform them of developments with both the District and County Councils, the South Downs National Park as well as wider topics that affect our citizens across the District. This is done by way of invited speakers in addition to a forum for members to raise and discuss ideas and concerns. Each year the Association elects a Chair, Deputy Chair and two Executive members. The Chair is also a Hampshire Association of Local Councils (HALC) Board Director and all four Executive members attend the quarterly HALC Executive meetings which address issues across the county. EHAPTC work closely with EHDC and greatly values the collaborative working relationship. In 2018 EHAPTC and EHDC drew up a Parish Charter to formalise the working relationship between the District and Parish and Town Councils. This was the first such charter to be drawn up in Hampshire. The Chair and Clerk regularly meet with EHDC Executive Officers and Councillors to discuss matters affecting parishes.

Over the last 12 months the meetings have been joined by a series of speakers from outside the Association to address: • Dawn Hamblet HALC CEO – the new CEO addressed the Association on the Hampshire ALC, its finances and its ongoing projects • Tim Pointer Havant and EHDC Neighbourhood Quality and Compliance officer – upcoming public space dog control orders consultation • Inspector Korine Bishop – Rural crime and the latest developments being used to combat the particular issues of crime in a rural county • Terena Plowright – Climate Change and the Greening Campaign to respond to the Climate Emergency announced by the County Council • Jacqui Evans EHDC Communities Officer– S.106 monies and revisions to the process on accessing the money available to parishes from local development in their parishes

24 In addition to the above speakers many other issues have been raised and discussed including: Trees and tree wardens, community forums, walking and cycling strategy, wellbeing strategy, illegal traveller sites, SDNP parking policy, Parish Charter review and Coronavirus. No meeting was possible in June due to the COVID-19 restrictions on public meetings. During the lockdown the Association has been attending weekly meetings with EHDC, Community First, Citizens Advice Bureau, the NHS Primary Care Trust and Town Councils to assist and monitor the fantastic volunteer response to COVID-19. These meetings have now reduced to bi-weekly frequency but continue to monitor the dynamic situation as the lockdown measures are eased.

CLLR JIM MacDONALD CHAIRMAN EAST HAMPSHIRE DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

25 EAST HAMPSHIRE DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

east hampshire association of parish and town councils (ehaptc)

Alton TC Four Marks PC Petersfield TC

Beech PC Froyle PC Ropley PC

Bentley PC Froxfield PC Rowlands Castle PC

Bentworth PC Grayshott PC Selborne PC

Binstead PC Greatham PC Shalden PC

Bramshott & Liphook PC Hawkley PC Sheet PC

Buriton PC Headley PC Steep PC

Chawton PC Horndean PC (DA) Stroud PC

Clanfield PC Kingsley PC Whitehill TC

Colemore & Priors Dean PM Langrish PC Wield PC

East Meon PC Lindford PC Worldham PC

East Tisted PC Liss PC *DA - Direct Access Council

Farringdon PC Medstead PC

26 HART DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

The three quarterly meetings that we have held this year (July, October, and January) were well attended by representatives from our twenty-one Parish and Town Councils and the officers from Hart District Council. Dawn Hamblet attended our July meeting and gave a presentation to members about the work of HALC and how it can provide help and support to Parish and Town Councils. The long-awaited Hart District Council Local Plan was eventually amended to substantially reduce the proposed number of dwellings and the complete removal of a new 5,000 plus dwelling Garden Village development before being adopted by the Council at the end of April this year. The future threat of the new Garden Village has not gone away as Hart have received £150,000 from the Government’s Garden Communities funding scheme to carry out a feasibility study to find a suitable site and the possibility of introducing it again in the future. This is of great concern to the rural Parish Councils that surround the proposed site and a joint meeting of these Parishes was organised by Hartley Wintney and major concerns have been raised regarding the lack of infrastructure, transport provision and employment facilities to support such a development. Many of our Parishes have now successfully completed and made their Neighbourhood Plans and these together with the adopted Local Plan are now being used by Hart when considering planning applications. The introduction of the Community Infrastructure Levy (CIL) has still not been concluded and the recent introduction by the Government of proposed future amendments to the Planning System may well cause a further delay. Currently, the Parishes rely on occasional s106 contributions. Some initial work on preparing a Parish Charter document that can be adopted by Hart and the Parishes has been carried out but there is still more work to do. And then there was the Covid19 Pandemic which stopped many of the Parishes and our Association from holding normal meetings. Many of our Parishes have set up virtual meetings but the involvement of their residents at these meetings has been somewhat reduced. The community spirit of many of our Parish Councils has, however, come to the fore and many schemes have been introduced to check up on and support vulnerable residents during these difficult times. As always, we must record our appreciation for the support received from Officers and staff at HALC, Hampshire and Hart. ALISTAIR CLARK CHAIRMAN HART DISTRICT ASSOCIATION OF PARISH AND TOWN COUNCILS

27 HART DISTRICT ASSOCIATION OF PARISH & TOWN COUNCILS

hart district association of parish and town councils (hdaptc)

Blackwater & Hawley TC Eversley PC Long Sutton & Well PC

Bramshill PC Ewshot PC Mattingley PC

Church Crookham PC Fleet TC PC

Crondall PC Greywell PC Rotherwick PC

Crookham Village PC Hartley Wintney PC South Warnborough PC

Dogmerfsield PC Heckfield PC Winchfield PC

Elvetham Heath PC Hook PC Yateley TC

28 NEW FOREST DISTRICT ASSOCIATION OF LOCAL COUNCILS

Before the Coronavirus, our District Association met four times a year, on a quarterly basis, with our AGM normally taking place in mid-July. Because of lock-down, we did not hold our April meeting this year. I was elected Chairman of NFALC in July 2019 and we were able to meet in October 2019 and January 2020. After I was elected Chairman at our AGM on 18 July 2019, I welcomed Toby Blume from Social Engine to talk about reducing littering from vehicles in the New Forest. Social Engine, a ‘behavioural insight’ firm, was brought in by NFDC to come up with innovative ways to stop people littering from cars, as part of a £50,000 project. The authority funded half the cost of the scheme, with the rest coming from the Local Government Association (LGA), which aims to uncover why people throw litter from their vehicles, so the Council can come up with ways to tackle the problem. The problem ceased following lockdown! At our meeting in October 2019, attended by over 40 representatives from 20 local Councils, I welcomed Glenn Peacey, HCC Superfast Broadband Programme Manager and Andy Harding, Assistant Highways Manager from Hampshire Highways who had agreed to answer members questions, as follows: Andy Harding dealt with a variety of questions especially from smaller parishes, regarding the repair of roads and verges in the National Park in the face of various constraints placed on materials and road widths etc. Members asked for a possible route of escalation for reporting of highways defects for local councillors that circumvented the standard methods of reporting and recognised that councillors naturally did a degree of prioritisation, but the advice is to use https://www.hants.gov.uk/transport/roadmaintenance/roadproblems Glenn Peacey reported that 94% of New Forest district properties were now on “Fibre to Cabinet” broadband internet as opposed to 97% in the HCC area as a whole. The current focus is on hard-to-access locations e.g. Fritham. There will be a focus on rolling out more “Fibre to Premises” broadband across the Forest. The GIGA voucher scheme was mentioned. At our last meeting in January 2020, NFDC unveiled a new plan to shape work over the next four years with their 'Community Matters' Corporate Plan and the draft document was available for comment until 31 Jan. The Leader of the Council said "Community Matters” focuses on the challenges faced and it is these that have shaped the commitments and priorities within the plan. The plan focuses on tackling the accelerating impact of climate change, new approaches to providing more homes for local people, maintaining the unique and special qualities of the environment, improving health and wellbeing, and economic prosperity. This is an important document as it will shape decision making, how we spend the budget, and ultimately what work our officers do on the ground.

29 These aspirations were subsequently overtaken by events, but still include: •Delivering a prosperous New Forest and putting our community first •Encouraging development that meets local needs and enhances the environment •Creating balanced communities and housing options that are affordable and sustainable •Keeping our communities safe and listening to their needs •Enabling service provision and ensuring value for money for the council taxpayer •Improving the health and wellbeing of our community •Working to tackle climate change and enhancing our special environment

Helping local businesses to grow and prosper (Economic development) NFDC was wishing to engage more with Towns and Parishes at a local level and has done so since lockdown. Whatever the outcome of the above, without NFALC, neither the District nor the National Park Authority, or County Council for that matter, would have a vehicle through which they could all communicate and work in partnership with Town and Parish Councils within the New Forest District. All three Authorities– plus Hampshire Police and Hampshire Fire & Rescue Service, via the Safer New Forest Partnership – regularly attended NFALC meetings and will no doubt do so even more after lockdown.

CLLR GEORGE BISSON CHAIRMAN NEW FOREST ASSOCIATION OF LOCAL COUNCILS

30 NEW FOREST DISTRICT ASSOCIATION OF LOCAL COUNCILS

new forest association of local councils (nfalc)

Ashurst & Colbury PC East Boldre PC Marchwood PC

Beaulieu PC Ellingham, Harbridge & Ibsley PC Martin PC

Boldre PC Exbury & Lepe PC Minstead PC

Bramshaw PC Fordingbridge PC Netley Marsh PC

Bransgore PC Godshill PC Ringwood TC (DA) *

Breamore PC Hale PC Rockbourne PC

Brockenhurst PC Hordle PC Sandleheath PC

Burley PC Hyde PC Sopley PC

Copythorne PC Hythe & Dibden PC Sway PC

Damerham PC Lymington & Pennington TC Whitsbury PC

Denny Lodge PC Lyndhurst PC Woodgreen PC

*DA - Direct Access Council

31 TEST VALLEY ASSOCIATION OF TOWN & PARISH COUNCILS

The Test Valley Association of Parish and Town Councils has met 4 times since the last report. The first of those meetings was a joint Conference with Test Valley Borough Council, 2 were regular meetings and the fourth one was an AGM conducted using video conferencing. The inaugural Annual Conference with TVBC proved very successful and attracted a large attendance from parishes and town wards. Discussions covered a range of topics including local planning, housing and community resilience. A key outcome following feedback from parishes was a series of workshops held across the borough to provide information and support to parishes with engaging communities, interpreting data, identifying local priorities and developing community plans. TVAPTC used the output from the conference to help shape the agenda for the ensuing year. The Coronavirus pandemic and associated social distancing restrictions are likely to have an impact on whether and in what form this year’s conference can go ahead. The Association’s November meeting focused on the declared Climate Emergency by HCC and TVBC and looked at how parishes could contribute. Ideas were shared and a number of parishes took away initiatives to develop locally and subsequently formed local Climate Change Groups. The meeting in February 2020 was used to maintain momentum on local Climate Change initiatives and confirmed the importance of members collaborating to avoid duplication and promote best practice. A workshop on the provision of social housing was held alongside the climate change workshop in response to feedback from members. Following the meeting in February, the COVID-19 pandemic changed our priorities and Parish and Town Councils turned their attention to community support. TVAPTC has been working very closely with TVBC and HCC since lock down as part of the Community Support effort. As the Chairman, I have been attending the weekly telephone conferences with TVBC, Unity, HCC and others, acting as the spokesman for the parishes. In general, the parishes already had support networks and a mature sense of community, so they were prepared and able to help the vulnerable and shielded. But it nevertheless reinforced the benefit of collaboration and working together. It plays exactly into the TVAPTC strapline: “Many heads are better than one– strength in numbers”.

32 Despite the situation, the TVAPTC AGM was held in May 2020 using video conferencing. It worked well although I suspect a number of potential attendees were beaten by the technology. Aside from the normal AGM business, Cllr Rob Humby from HCC updated the Association on a range of issues and challenges and took a wide range of questions from participants. It was a strange atmosphere but nevertheless enjoyed and found valuable by those attending. From the Chairman’s perspective, I still find it difficult to enthuse members with what TVAPTC and HALC can do for them and as a Director of HALC, this is something I hope to champion in order to develop closer working relationships between the district members, TVAPTC and HALC. As the Chair of TVAPTC, I have engaged with parishes directly and I think the idea of supporting, influencing and challenging ideas/initiatives garners some support. But I still think the ideal of localism is not being realised or if it is, not everyone sees it or believes it. This year I will be seeking to publicise and celebrate successes (like the Barton Stacey incinerator decision) and to encourage parishes to work together on a broad range of issues that affect them all to a greater or lesser extent. Climate Change remains a very high priority for members of the Association along with traffic and roads, and the attendant pollution seems to have strong support from all. But to take full advantage of the Association, I need to know the views of and have evidence from Parish and Town Councils. We do this at the moment largely by TVAPTC quarterly meetings which are quite often poorly attended. A way must be found of interacting in a more dynamic and timely fashion if the Association is going to realise its potential. I intend to reinvigorate our social media page and/or develop a website for TVAPTC so that members are able to post and share their thoughts, frustrations and successes more easily. This is of course more about social behaviour and ‘What’s in it for me?’ than technology or platforms. I don’t underestimate the challenge of my proposal and look forward to reporting progress next year.

CLLR CLIVE WARD CHAIRMAN TEST VALLEY ASSOCIATION OF PARISH AND TOWN COUNCILS

33 TEST VALLEY ASSOCIATION OF TOWN & PARISH COUNCILS

test valley association of town and parish councils (tvatpc)

Abbots Ann PC Goodworth Clatford PC Romsey Extra PC

Ampfield PC Houghton PC Romsey TC (DA)

Andover TC Hurstbourne Tarrant PC Sherfield English PC

Ashley PM King's Somborne PC Stockbridge PC

Awbridge PC Lockerley PC Tangley PC

Barton Stacey PC Longparish PC Thruxton PC

Braishfield PC Longstock PC Upper Clatford PC

Broughton PC Melchet Park & Plaitford PC Vernham Dean PC

Charlton PC Michelmersh & Timsbury PC Wellow PC

Chilbolton PC Mottisfont PC West Tytherley & Frenchmoor PC

East Dean PC Nether Wallop PC Wherwell PC

East Tytherley PC North Baddesley PC *DA - Direct Access Council

Faccombe PM Nursling & Rownhams PC

34 WINCHESTER DISTRICT ASSOCIATION OF LOCAL COUNCILS

In Winchester District we continue to look at ways to improve the working relationship between member councils and Winchester City Council. All tiers of government are increasingly recognising the added value that greater partnership working between the principal and local levels of local government brings to the vital services we provide and the communities we serve. Following forum meetings between Winchester Parish and Town Councils and Winchester City Council in March and November last year, it was agreed we would begin to prepare a Charter along the lines of the one established between East Hants District Council and East Hants District Association of Local Councils. Given that planning and its processes (including enforcement) remain a major area of frustration and dissatisfaction amongst the majority of Parish and Town Councils in Winchester District, it was agreed this should be the main focus. Parish and Town Councils have an important role to play in the planning system and can influence decisions that affect their local area. A Planning Service Parish Charter would provide a framework for the City Council and Parish Councils within the District to work together, maintain good working relationships and develop an effective partnership to improve and embed a culture of shared working for the benefit of all communities. On enforcement a working group of representatives from both parties was established to consider an easier Enforcement Plan.

Essentially the Service Charter would cover: • Mutual agreement • Information and communication • Local governance/democracy • Participation, consultation, engagement • Support and joint training by HALC and WCC.

A paper is being prepared by Chairman WDALC for initial consideration by the Southern Parishes Group in advance of it being circulated to all Parish and Town Councils in Winchester District and subsequently Winchester City Council. It takes account of the comments received from Parish and Town Councils in Winchester District, especially those relating to improved engagement. The paper will also address the involvement of local Parish and Town councils in pre-applications and also post- application arrangements.

35 There are a significant number of principal Councils throughout England who strongly encourage developers to con- sult with local councils and local communities as early as possible on significant, contentious or complex developments prior to developing their planning applications for formal submission. This method of consultation may vary relative to the scale of the development but is integral to an effective delivery of positive developments that meet community needs and aims. The inclusion of post-decision engagement between the developer and the local Parish and Town Council where planning permission has been granted is important and should be included as part of the construction and environmental management plan. On joint training, initial discussions have taken place between Head of Development Management at Winchester City Council and CEO HALC and this will be developed over the coming months. Thanks must go to Richard Botham Strategic Director Winchester City Council and Julie Pinnock Head of Development Management Winchester City Council for their continuing support.

CLLR MIKE EVANS CHAIRMAN WINCHESTER DISTRICT ASSOCIATION OF LOCAL COUNCILS

36 WINCHESTER DISTRICT ASSOCIATION OF LOCAL COUNCILS

winchester district association of local councils (wdalc)

Badger Farm PC Headbourne Worthy PC Soberton PC

Bighton PC Hursley PC South Wonston PC

Bishops Waltham PC Itchen Stoke & Ovington PC Southwick & Widley PC

Boarhunt PC Itchen Valley & Martyr Worthy PC Sparsholt PC

Bramdean & Hinton Ampner PC Kings Worthy PC Swanmore PC

Cheriton PC Littleton & Harestock PC Tichborne PC

Colden Common PC Micheldever PC Twyford PC

Corhampton & Meonstoke PC New Alresford TC Upham PC

Crawley PC Newlands PC Warnford PM

Curdridge PC Northington PC West Meon PC

Denmead PC Old Alresford PC Whiteley TC

Droxford PC Olivers Battery PC Wickham PC

Durley PC Otterbourne PC Wonston PC

Hambledon PC Shedfield PC

37 AWARDS

38 VLLAGE OF THE YEAR COMPETITION 2019

Hampshire ALC is proud to work with Fuller’s Brewery in showcasing the very best of Hampshire and the Isle of Wight Communities. Congratulations toBishops Waltham, Winchester for their success in 2019.

(Photographed: Our 2019 winners) hampshire and isle of wight village of the year competition - sponsored by fuller’s brewery

39 VILLAGE OF THE YEAR COMPETITION 2019

VILLAGE OF THE YEAR WINNER BISHOPS WALTHAM

RUNNER UP HOOK

BEST COMMUNITY EVENT WINNER DENMEAD (Denmead Summer Party) BEST COMMUNITY INITIATIVE TOTLAND (Mosaics project) BEST SMALL VILLAGE WINNER THRUXTON EXCELLENCE IN COMMUNITY ENGAGEMENT HOOK (App) WINNER BEST COMMUNITY FACILITY WINNER CLANFIELD (Bowls club /pavilion) BEST OPEN SPACES WINNER BEMBRIDGE (Seafront and War memorial) BEST COMMUNITY PUB OVERTON - 4 pubs jointly nominated: The Red Lion, The Old house at Home, The Greyhound, The Whiteheart

BEST COMMUNITY LEADER WINNER HOUND (Leading through significant change) INSPIRATIONAL INDIVIDUAL WINNERS SUE HINTON - HOOK SIMON GUILLAN—HOUND ED MORREL—FUNTLEY

40 COMMUNICATIONS AWARD 2019

BEST LOCAL COUNCIL OF THE YEAR

WINNERS HOUND PARISH COUNCIL

Sponsored by E-Mango BEST LOCAL COUNCIL NEWSLETTER BEST LOCAL COUNCIL WEBSITE WINNERS WINNERS DENMEAD PARISH COUNCIL ELVETHAM HEATH PARISH COUNCIL RUNNER UP: WICKHAM PARISH COUNCIL RUNNER UP: HOOK PARISH COUNCIL

BEST USE OF SOCIAL MEDIA IN PUBLIC CLERK OF THE YEAR ENGAGEMENT WINNER WINNERS SHARON WHITEHOUSE—WELLOW PARISH HOOK PARISH COUNCIL COUNCIL RUNNER UP: RUNNER UP: ANNE ATKINS—HOOK PARISH COUNCIL ELVETHAM HEATH PARISH COUNCIL HIGHLY COMMENDED:

JANE IVES— GREATHAM PARISH COUNCIL

41 Hampshire ALC warmly acknowledges our partnership with, and the generous financial support of Hampshire County Council

Contact Hampshire Association of Local Councils

Postal Address: Floor 2, Eastleigh House, Upper Market Street, Eastleigh, Hants, SO50 9YN SAT NAV CODE: SO50 9FD Telephone: 02380688601

Email: [email protected] Website: www.hampshirealc.org.uk

www.facebook.com/HantsALC

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THANK YOU TO BHIB COUNCILS INSURANCE FOR SPONSORING THIS ANNUAL REVIEW 2019—2020

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