Agenda and minutes

Prayers were led by Chief Executive Andy Ferrier.

The apologies of Councillors Hatley, Jeffrey and Rowles were noted.

There was no public participation. It was noted that two representatives from the Citizens’ Assembly; Rosie Cooper and Catherine Lee would be presenting to Members under Item 7 – Outcomes of Romsey Citizen’s Assembly.

There were no declarations of interest.

Resolved:

That the minutes of the meetings of the Council held on 10 June 2020 and 5 August 2020 be confirmed and signed as a correct record.

The Deputy Mayor was saddened to inform Members that former Councillor June Fisher had died after a short illness, aged 79. June had served as a Councillor for Harroway Ward and was Mayor of Test Valley in 1988/89.  The Deputy Mayor took a moment to remember June and reflect on the service she gave to the Council and Test Valley’s communities.

To consider the recommendations of the Romsey Citizens’ Assembly.

Consideration was given to the report of the Deputy Leader, Planning and Romsey Future Portfolio Holder which presented theoutcomes resulting from the council’s participation in the Innovation in Democracy programme.

The council was selected by government as one of only three areas in the country to take part in the Innovation in Democracy programme and help pioneer new approaches to citizen engagement. In Test Valley this culminated in the holding of a Citizens’ Assembly in Romsey which focused on addressing the question of how the South of Romsey Town could be improved.

The Council’s participation in the Programme had created the opportunities to further strengthen the ways in which local people could play an active part in shaping their communities within Test Valley.

Rosie Cooper and Catherine Lee were Members of the Citizens’ Assembly and spoke to Members about their positive experiences being part of the process which had allowed them todevelop an informed and holistic view of the issues.

Resolved:

1.  That the Council endorses the recommendations of the Romsey Citizens’ Assembly, and that they are used to help shape the South of Town Centre Masterplan, the next Local Plan and the forthcoming refresh of the Romsey Future Vision document.

2.  That the Council places on record its thanks to the residents of Romsey who took part in the Citizens’ Assembly and to the volunteer witnesses who gave evidence as part of the process.

To approve the South of Romsey Town Centre Masterplan.

Consideration was given to the report of the Planning and Romsey Future Portfolio Holder which outlined the process undertaken in the creation of the South of Romsey Town Centre Masterplan which if approved would become a material planning consideration and be used to inform the emerging Local Plan and future development of land within the Council’s ownership.

Community engagement had been at the centre of the South of Romsey Town Centre project. The proposals within the Masterplan were influenced by the views of communities; technical evidence and specialist advice.

The Masterplan provided a framework for bringing forward development and environmental improvements that help support the future of the town centre. 

Resolved:

1.  That the South of Romsey Town Centre Masterplan (as set out in Annex 1 to the report) be approved as a material planning consideration.

2.  That the South of Romsey Town Centre Masterplan be adopted to inform future development of land in the ownership of the Council;

3.  That the South of Romsey Town Centre Masterplan be used to inform policies for the emerging Local Plan.

The Overview and Scrutiny Chairman will present the OSCOM Annual report.

Councillor Brooks, Chairman of the Overview and Scrutiny Committee presented an overview of the work undertaken by the Committee during 2019/20 which highlighted progress made by the Committee and key achievements.

During the 2019/20 the Committee had been central to the Council’s response to the Climate Change Emergency, playing a significant role in scoping, co-ordinating and conducting the research involved. Councillor Brooks added that; moving forward OSCOM would continue to have a crucial role in this topic. It would be the forum for monitoring the action plan’s progress which would be undertaken at six monthly intervals. In addition, an annual OSCOM sponsored workshop would be held to discuss progress and provide opportunities for new ideas to be put forward. 

Resolved:

That the Overview and Scrutiny Committee Chairman’s Annual Report 2019/20 be noted.

Councillor Alan Dowden asked a question in relation to the Covid-19 Recovery Plan as to how much funding the Council had received from Government and whether this had covered the losses incurred by the Council due to Covid-19.

The Leader responded that whilst he did not have details of the exact figures as work was still be undertaken to understand the impact of Covid-19 on the Council’s finances it was highly unlikely that the amount of Government grant received would cover all of the Council’s expenses.

Councillor Alan Dowden asked a second question as to whether once known, would all Councillors receive details of the costs incurred by the Council in relation to Covid-19  and the amount of grant received by Government. 

The Leader confirmed that this information would be shared with all Councillors once known.

Councillor Ecclestone submitted a question asking “I note that on page 38 of the Agenda for the February Full Council meeting in discussion of the Budget for 20/21 that the Andover Market is shown to be costing TVBC and thus the ratepayers a forecast GBP 71,900 in FY2019/20 and an estimated GBP 70,500 in FY20/21. Can the portfolio advise why this is costing the Council money when the market is and was let to Andover Market Traders Ltd?”

The Finance Portfolio Holder responded that the heading of “Andover Market” in the budget papers that Councillor Ecclestone is referring to, comprises three separate elements, namely: the Andover Market, the Farmers Markets and running high street events and bookings.  All direct expenditure on the Andover Market itself, such as street cleaning and electricity, is covered in full from rental income the Council receives.  The vast majority of the costs referred to relate to High Street bookings and the Farmers Market which are both subsidised as public events to increase footfall in the Town Centre.

Councillor Ecclestone submitted a question asking “Can the Portfolio Holder for Planning explain why the Town Mills Design Statement (which relates to a project located within the Andover Town Conservation Area) includes historically inappropriate seating? Can we expect that the rubbish receptacles and other fittings (not detailed) will also be non-compliant?”

The Planning Portfolio Holder responded that the Town Mills Riverside project came directly from the Andover Vision who identified making more of the river in the town centre as its number one priority. Throughout the process of developing the scheme, partners and local people have been engaged. The focus of this engagement had been about how the space could be enhanced for the benefit of the local community and to gain feedback on the design principles that have been applied to the scheme.

When the proposals were considered by the Northern Area Planning Committee on 22 August 2019 there were no objections to the design.

The Conservation Officer had been involved in the project from its inception and was satisfied that the proposed design of the seating would be appropriate, would not detract from, but enhance this part of the Conservation Area.

The Town Mills redevelopment was an important first stage in the regeneration of Andover Town Centre and would offer an attractive space making much more of the river in the heart of the town centre.

It was noted that Councillor Ecclestone had submitted a further question under Rule 11.2 but that as this question referred to exempt information and he had agreed that the question and the answer could be circulated to all Members following the meeting.

It was also noted that Councillor Celia Dowden had submitted a question under Rule 11.2 which referred to exempt information and therefore this would be taken at the end of the agenda following an exclusion of the public.

To consider a Motion proposed by Councillor Bundy, and seconded by Councillor A Dowden.

Council considered the following motion moved by Councillor Bundy and seconded by Councillor A Dowden:

‘This Council commits to write to Central Government urging the urgent creation of criminal offences of trespass when setting up an unauthorised encampment, entering upon land as a trespasser with the purpose of residing there in a vehicle and residing in an unauthorised encampment.’

Upon being put to the vote the motion was carried.

Resolved:

This Council commits to write to Central Government urging the urgent creation of criminal offences of trespass when setting up an unauthorised encampment, entering upon land as a trespasser with the purpose of residing there in a vehicle and residing in an unauthorised encampment.

To receive and, where necessary, adopt reports of Committees.

Minutes of Meetings:

Resolved:

That the minutes of the following Committees and Cabinet meetings be received:

To adopt recommendations from the following:

Cabinet – 17 June 2020

Annual Governance Statement 2019/20

Resolved:

That the Annual Governance Statement for 2019/20 be approved and that the Leader and Chief Executive be authorised to sign it on behalf of the Council.

Cabinet – 15 July 2020

Affordable Housing Supplementary Planning Document

Resolved:

1.  That the Affordable Housing Supplementary Planning Document attached as Annex 1 to the report is adopted in order to provide detailed guidance on affordable housing development to support the policies adopted in the Local Plan.

2.  That the revised wording of Policy COM7 adjusted to reflect the updated National Planning Policy Framework be approved.

3.  That the Head of Planning Policy and Economic Development, in consultation with the Planning Portfolio Holder and the Housing and Environmental Health Portfolio Holder, be given delegated authority to make minor amendments to the Affordable Housing Supplementary Planning Document from time to time to reflect changes in guidance and legislation.

Estates Property Matters

Resolved:

1.  That subject to the completion of due diligence work (paragraphs 9.2 and 9.3 of the report), the Council approves the project described in the report and authorises officers to take all steps necessary to complete the project.

2.  That funding for the project be approved from the Capital Receipts Reserve within the limits described in paragraph 8.6 of the report.

The following report and supporting annex relating to Item 13.2.2.2 are confidential.

Resolved:

That in accordance with section 100A of the Local Government Act 1972 the public be excluded from the meeting for the consideration of a Councillor’s question under Rule 11.2 of the Council Procedure Rules on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Schedule 12A to the Act, namely “information relating to the financial or business affairs of any particular person (including the authority holding that information) and the public interest in maintaining the exemption outweighs the public interest in disclosing it”.

Councillor Celia Dowden asked her question submitted under Rule 11.2 and received a response from the Leader.