TO: Councillors R Schofield (Chairman), G. Chenery, P. Einchcomb, D. Gotel, A Gray, L. Holt, A. Hope, R Hunt, K Jasper, A. Oliver, M Peddell, D. Pierce, R Robinson, J Smith, N Walton, J. Wright, S Wheale, L Wood, G Woods NOTICE OF MEETING Notice is hereby given of A MEETING OF THE FLEET TOWN COUNCIL on Wednesday 6 September 2017 at 7 p.m. in The Harlington All members are summoned to attend SIGNED: Town Clerk Date: 31 August 2017 To view a short film from Fleet Lions entitled “ A Year in the Life of Fleet Lions” AGENDA Item 1 APOLOGIES Schedule 12 of the LGA 1972 requires a record to be kept of members present, and that this record forms part of the minutes of the meeting. A resolution must be passed on whether the reason(s) for a member’s absence are acceptable. Item 2 DECLARATIONS OF INTEREST Under the Local Authorities Localism Act 2011, members must declare any interest and the nature of that interest, which they may have in any of the items under consideration at this meeting. 1 Members are reminded that they must disclose both the existence and the nature of a personal interest that they have in any matter to be considered at this meeting. A personal interest will be considered a prejudicial interest if this is one in which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the members’ judgement of the public interest. Item 3 QUESTIONS FROM THE PUBLIC (3 Min per person maximum 15 minutes) To receive questions and statements from members of the public. Item 4 MINUTES OF PREVIOUS MEETINGS To receive and approve as a correct record the confidential and the non-confidential minutes of the Council Meeting held on Wednesday 5 July 2017-copies attached To receive resolutions and consider approval of recommendations from the following committees and to return to committees any issues for reconsideration. Development Control 26 June 2017 10 and 24 July 2017, 7 and 21 August 2017 Policy and Finance 17 July 2017 Copies attached Part 1 – ITEMS FOR DECISION Item 5 GRANTS a) To consider the future of core grants and whether CAB should be added to the list of core clients for 2017/2018 b) CAB GRANT APPLICATION To consider an application from CAB for a grant of £8,500 to support the provision of benefit advice, research, a campaign and digital outreach services to Fleet Residents-copy attached c) FLEET CHILLI FESTIVAL GRANT APPLICATION To consider an application from Fleet Chilli Festival for a grant of £800 for toilet hire at the Fleet Chilli Fiesta on 23 September 2017. In the event of a grant refusal the fiesta organisers request permission to charge £1 entry fee to all over 16s-copy of application, event budget and constitution attached 2 RECOMMENDATION To determine the future of core grants and the above applications Item 6 ROAD IMPROVEMENTS AT ANCELLS FARM To consider a request for match funding for road improvements at Ancells Farm See attached email, map and copy of powers and duties of a Parish Council RECOMMENDATION To determine the request for match funding Item 7 NEIGHBOURHOOD PLAN To consider a report from Cllr Oliver regarding the Neighbourhood Plan – copy attached RECOMMENDATION That FTC approve the incorporation of the upper part of The Views and the War Memorial in the draft Neighbourhood Plan policy in the co-ordinated development of the Civic Quarter Item 8 APPOINTMENT OF INTERNAL AUDITOR FOR 2016/2017 To approve the appointment of the Council’s internal auditor for 2017/2018 RECOMMENDATION To confirm the re-appointment of Eleanor Green, Do The Numbers, as the internal auditor for Fleet Town Council for 2017/2018 Item 9 PROCUREMENT OPTIONS FOR THE GROUNDS MAINTENANCE CONTRACT To consider a report on the Grounds Maintenance procurement procedure and to agree the re-tendering process-copy attached RECOMMENDATION To appoint Rushmoor Borough Council Procurement Department to undertake the OJEU tendering process for the Grounds Maintenance contract on behalf of FTC Item 10 RISK MANAGEMENT To receive the minutes of the Risk Management Working Group and summary of risk register –copies attached RECOMMENDATION That the Risk Assessment Register be adopted by Council 3 Item 11 CHRISTMAS OFFICE CLOSURE ARRANGEMENTS It is requested that the FTC office close at 1pm on Friday 22 December 2017 and re-open at 9am on Tuesday 2 January 2018. FTC officers will be required to take annual leave to cover the period 27-29 December 2017 (3 days). RECOMMENDATION To approve the closure of the Fleet Town Council Offices from 1pm on Friday 22 December 2017 until 9am on Tuesday 2 January 2018 Item 12 FINANCIAL MONITORING RECOMMENDATION To receive into the minutes a) Cash book up to July 2017 b) List of payments for July 2017 c) Reconciliation July 2017 - Copies attached Part 2 – ITEMS TO NOTE Item 13 HARLINGTON DEVELOPMENT UPDATE To receive and note an update report –copy attached Item 14 COMMUNITY BUS UPDATE To receive and note a report from Cllr Schofield Item 15 NATIONAL HIGHWAYS SURVEY The national highways survey will be considered by the H&T Working Group on 17 October 2017. Comments from other members should be submitted to the Town Clerk by 18 October 2017 Item 16 HCC/HDC To receive any update on any HDC/HCC matters concerning FTC Item 17 REMEMBRANCE DAY ARRANGEMENTS This year’s Remembrance Day event will be held on Sunday 12 November 2017. As last year, the service will be held in the Harlington followed by a Parade and Wreath-Laying ceremony in Gurkha Square. Finally refreshments will be served in the Harlington 4 As in previous years, volunteers to assist with serving the refreshments are asked to let Janet/Charlotte know of their willingness to help. Item 18 TOWN CLERK’S REPORT To receive and note the Town Clerk’s Report-copy attached Item 19 DATE AND TIME OF NEXT MEETING The next meeting of the Council will be held on Wednesday 4 October 2017 at the Harlington at 7pm 5 MINUTES OF DEVELOPMENT CONTROL COMMITTEE DEVELOPMENT CONTROL COMMITTEE Monday 26th June 2017 7:00pm – RVS, The Harlington Present: Cllr Pierce – Chairman Cllr Holt Cllr Schofield Cllr Gotel Cllr Robinson Officers: Charlotte Benham – Projects and Committee Officer 1 Apologies Apologies were received from Cllr Jasper & Hope. 2 Declarations of interest to any item on the agenda None were declared. 3. Public Session No members of the public were present. 4 Approval of the Minutes The minutes of the Development and Control meeting held on Monday 12th June were accepted as correct record of the meeting. 5 Current Applications to be Considered: 17/00824/HOU 78 Basingbourne Road Two storey side extension Comments required by 27th June amended plans 1 Increase to size of garage by increase in depth of extension 2 Change to roof form NO OBJECTION, but raise two issues: Possible breach in 45 degree rule As the development is right to the plot boundary a bin store should be provided at the front of the property 1 17/01180/HOU 22 Beech Ride Proposed ground and first floor extensions to existing single storey dwelling Comments required by 5th July OBJECTION A parking plan that meets HDC standards is required Out of keeping with street scene – GEN 1 & 4 Loss of a bungalow which reduces the stock of properties suitable for older residents Essentially a new dwelling rather than an extension Garage not big enough to be classed as a garage Breach of URB16(i) – the proposed development is NOT sympathetic in scale and character to the existing dwelling and the surrounding properties. 17/01230/FUL 1 Wickham Close Erection of 3 No. terraced dwellings built over 2-storeys, with associated parking and landscaping Comments required by 6th July OBJECTION Back garden development Overdevelopment – 2 houses on the plot would be acceptable Parking is inadequate – should be 9 spaces not 6 Parking spaces are very close to a junction, the parking plan should therefore demonstrate the ability to enter/exit in a forward direction Car spaces seem too small (width wise) Bin storage at front of property needs to be provided Claiming parts of footpath to allow vehicles to enter/exit property is unacceptable. 17/01320/HOU Beechwood Reading Road North Replace existing windows/french doors/garage rear door with white U-PVC Double Glazed Units. Replace existing soffits, facias and rainwater goods. Comments required by 10th July NO OBJECTION But materials used should be those that are approved for use within the North Fleet Conservation area. 17/01352/HOU 3 Fitzroy Road Single storey parapet flat roof extension to principal elevation. Single storey outbuilding. Glazed walkway to connect outbuilding to new rear extension. Comments required by 5th July OBJECTION Outbuilding (the bar) not in keeping with current building or character of North Fleet Conservation area 2 17/01364/FUL The Station 1-3 Fleet Road Proposed porch roof, gateposts, fixed giant umbrella, lighting scheme to the building and landscaping scheme, including improve disabled access. Reduction in parking capacity by three spaces. Comments required by 4th July OBJECTION Outdoor heating is a waste of energy No street scene drawing has been submitted to show what the proposed site would look like The works have already been done – was planning permission granted? 17/01370/FUL 127 Albert Street Change of use from sui generis to Class B8 (Storage or Distribution), together with associated external alterations. Comments required by 4th July NO OBJECTION Provides more employment opportunities for town 17/01382/HOU 131 Reading Road South Retrospective