andover town council · 2012. 6. 18. · andover town council . constantia basis virtutum . to the...
TRANSCRIPT
ANDOVER TOWN COUNCIL
Constantia Basis Virtutum
To the Members of Andover Town Council:
You are hereby summoned to attend a meeting of full COUNCIL to be held at The Upper
Guildhall on Thursday 14 June 2012 at 7.00 pm when it is proposed to transact the
following business:-
Wendy R Coulter
Town Clerk – 8 June 2012
MEMBERS OF THE PUBLIC ARE WELCOME TO ALL MEETINGS
Prior to the commencement of the Town Council meeting there will be presentations for
the winners of the ‘Schools Diamond Jubilee Painting’ Competition and the Andover
Town ‘Best Dressed Window’ Competition.
1 APOLOGIES FOR ABSENCE
To receive and accept apologies for absence.
2 DECLARATIONS OF INTEREST
To receive and note any declarations of interest relevant to the agenda.
3 MINUTES
The Chairman to sign as a correct record the minutes of the Town Council meeting held
on 2 May 2012 – Appendix A.
4 PUBLIC PARTICIPATION
There is an opportunity for members of the public to make statements or ask questions
on items on the agenda. Each person is limited to 3 minutes and the total amount of
time set aside will be 15 minutes.
5 CHAIRMAN’S ANNOUNCEMENTS
To receive the Chairman’s Announcements.
1
6 COMMITTEE MINUTES
To receive and note the attached Minutes of the under-mentioned committees:
2 May 2012 Amenities and Town Development Committee – Appendix B.
5 March 2012 Planning Committee – Appendix C.
26 March 2012 Planning Committee – Appendix D.
16 April 2012 Planning Committee – Appendix E.
8 May 2012 Planning Committee – Appendix F.
7 INTERNAL AUDITORS REPORT AND ACTION PLAN
To note the Internal Audit Management Letter and Action Plan and to approve the
Action Plan – report attached at Appendix G.
8 ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2012
To receive and approve the Annual Return for the Year Ended 31 March 2012 – Annual
Return Papers attached at Appendix H.
9 PAPER WASTE DISPOSAL
To consider the disposal of the Town Council business waste, in compliance with
Sections 33 and 34 of the Environmental Protection Act 1990 – report attached at
Appendix I.
10 AMENDMENT TO STANDING ORDERS
To amend Standing Order 15 (ix) as per the Internal Auditors report. Report attached at
Appendix J.
11 STANDING COMMITTEES
To approve the number of Members on each Committee and to approve the
Membership of Committees – report attached at Appendix K.
12 ALLOTMENT RENTAL INCREASE
To agree the level of allotment rental increase for 2013/2014 and subsequent years –
report attached at Appendix L.
13 JUBILEE EVENTS
To receive a verbal update report from the Jubilee Working Group on the Jubilee Events
in Andover.
14 FINANCE
To receive and approve the list of payments up to 11 June 2012 – papers to follow.
15 QUESTIONS FROM COUNCILLORS
To receive questions from Councillors as per Standing Order No 8, provided three clear
working days’ notice of the question has been given to the Town Clerk.
16 REPORTS FROM COUNCILLORS To receive any reports from Town Council Members.
17
REPORTS FROM BOROUGH AND COUNTY COUNCILLORS
To receive any reports from Borough and County Councillors.
2
18
EXCLUSION OF THE PUBLIC AND PRESS TO PASS A RESOLUTION to exclude members of the public and press from the meeting at Part
2, Item19 of the agenda. Due to consideration of confidential staffing matters.
Part 2 - CONFIDENTIAL
19 STAFFING
To consider a confidential report on Staffing, distributed under separate cover for
Andover Town Council Members only.
The Chairman will close the meeting.
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ANDOVER TOWN COUNCIL
A Minutes Annual Council
Time and date 7.00pm on Thursday 2 May 2012
Place Upper Guildhall, Andover
Attendees: Cllrs David Drew (Chairman), Geoff McBride (Vice Chairman) Katherine Bird, Barbara
Carpenter, Alan Cotter , Janet Evans, Andrew Fitchet, Karen Hamilton, Sandra Hawke, Kevin
Hughes, Marion Kerley, Barbara Long, Christopher Lynn, Brian Page, Veronika Pond, Philip North,
Roy Shukri.
Members not present: Z Brooks and T Raper.
Officers Present: W Coulter (Town Clerk) (taking the minutes)
Members of the Public: 17
C 01/12 Apologies
Apologies for absence were received and accepted from Councillors Z Brooks and T
Raper.
C 02/12 Declarations of Interest
Councillor Long declared a personal interest in Item 12 – Review of Allotment Charges –
she has an allotment and is the Warden for Vigo Road.
Councillor Lynn declared a personal interest in Item 12 – Review of Allotment Charges –
his son and daughter in law have an allotment at The Drove.
C 03/12 Minutes
The Minutes of the Council meeting held on 15 March 2012 were signed by the Chairman
as a correct record.
4
C 04/12 Public Participation
Pam Mutton – Hampshire County Councillor for Andover
With reference to the item on allotment rental increases, there should be improvements
and enhancements to gates, pathways, water provided all year and regular litter
collections.
The Chairman Councillor Drew thanked Mrs Mutton for her comments.
Tony Hook – Andover Businessman
Brought the Town Council’s attention to the Portas Review and asked Members to
consider that the Town Centre of Andover, in his opinion was dying.
Mr Hook urged the Town Council to host a meeting to allow the Business Community,
Andover Residents and the local authorities to have a meeting to discuss the situation.
Members agreed that the Town Council should host a meeting to allow discussions to take
place. It was suggest that the meeting should also be to ask residents their opinion on how
the situation could be improved.
Councillor Hamilton suggested that the meeting take place at the Leisure Centre, or
somewhere that could accommodate a large number of people.
Pat West – Hampshire County Councillor for Andover
What is the Lighting Plaque and how much did it cost?
Did the Town Council have permission to place the Beacon on top of St Marys Church
and how much did it cost?
Councillor North confirmed that the Town Council had been working closely with the
Church and permission had been granted and all safety checks and risk assessments had
been carried out.
The Lighting Plaque was to recreate a lighting plaque that had been erected in Andover in
1953 to celebrate the coronation, it cost approximately £2,000.
Councillor Long confirmed that the Beacon had cost approximately £300.
C 05/12 Chairman’s Review
The Chairman Councillor David Drew made the following review of his appointment of
Chairman of Andover Town Council during the Municipal Year 2011/2012.
“Key achievements over the past year
1. Moved to new premises – 66c High Street
2. Took over the allotment administration from TVBC
3. Xmas lights at the switch-on event last November
4. The creation and adoption of a 10 year business plan for the Town Council. The process
involved all councillors.
5. Website is now up and running. To become a Town website rather than a Town Council
website. More information to come, incl. allotments.
6. A Charities event in the High Street on the 30th March. Very successful.
7. Supporting the Diamond Jubilee and the Olympic Games Torch parade. Shop window
dressing competition. Illuminated EIIR sign on Guildhall.
8. A new part time member of staff to support the allotments and a commitment to invest
in them
9. A Council tax freeze for the coming year – as did TVBC & HCC
10. This coming year we will have a 3rd main committee called Amenities and Town
Development – the centre for community activities for the TC
We have made tangible progress this year and there will be further challenges next year to which I
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am certain this Town will rise”.
C 06/12 Election of the Chairman
Councillor Sandra Hawke proposed and Councillor Phillip North seconded that Councillor
David Drew be elected Chairman for the ensuing Municipal Year 2012/2013.
There was a further proposal.
Councillor Andrew Fitchet proposed and Councillor Janet Evans seconded that Councillor
Katherine Bird be elected Chairman for the ensuing Municipal Year 2012/2013.
A vote by show of hands was taken:
Cllr David Drew – 10
Cllr Katherine Bird – 7
RESOLVED: That Councillor David Drew be elected Chairman of Andover
Town Council for the ensuing Municipal Year 2012/2013.
C 07/12 The Chairman to make the Declaration of Acceptance of Office
Councillor David Drew made his Declaration of Acceptance of Office and continued with
the duties of Chairman.
The Chairman thanked Cllr Hawke and Cllr North for proposing and seconding his
nomination as Chairman and made the following speech.
“What was achieved last year has been covered.
We now look to the future:-
Perhaps a good opportunity to remind ourselves of the talent on the TC:-
4 former Mayors of Test Valley, the former Mayor of Tiverton (Devon), a rocket scientist, experts
in local history, horticulture, campanology, a street pastor, a retired engineer, a banker, a
researcher at the Palace of Westminster, a retired senior army officer, and expertise in personnel,
purchasing, sales, science and engineering, including many who have considerable experience
working in local government and local communities.
This represents considerable talent and expertise.
Turning to community involvement:-
There are many communities across our Town: I praise the work going on to support residents
across residential areas; supported by many organisations and respective local councillors. Not
only geographic Other communities include the elderly, the young, those who walk those who cycle,
those who play sport; football, rugby, hockey and cricket (if the weather improves). And the list
goes on.
Yesterday, along with the Mayor of TV, I was at the annual meeting of the Andover scouts. What
a fantastic community that is. Creating life skills for the young.
I was struck by the words which Zilliah said: If the community of volunteers stopped, Test Valley
would stop. And so I suspect would Andover. Those selfless people who volunteer are also a
community. Our job is therefore to help build these communities, to support and develop them
wherever possible.
There is one community which I expect us to take forward this year. The formation of an Andover
Youth Council. Geoff McB and AF have put out a call for ideas on how this should operate.
Important that the young of our Town have their say on how it runs: it will be their opportunity to
influence the future because they ARE the future. I look forward seeing progress here.
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A little story. Meeting this morning at Iris and Sam’s request to look at parking problems on
Admirals Way. A vigorous community association that deserves our support. Looking at land
ownership: some Highways; some Test Valley and some what was Testway Housing now Aster
Communities. DW Suggested that the TC ‘take on’ the bus shelters – it is in The Plan years 4-8.
To get the best for that community many organisations have to work together.
That is the key. It is why we have our new A&TD committee. We must work together to achieve
the best for our Town. In particular across HCC, TVBC and the TC.
And so we begin another year, some done but still much to do.
Thank you”.
C 08/12 Election of Vice-Chairman
Councillor Marion Kerley proposed and Councillor David Drew seconded that Councillor
Geoffrey McBride be elected Vice-Chairman for the ensuing Municipal Year 2012/2013.
There was a further nomination.
Councillor Barbara Long proposed and Councillor Katherine Bird seconded that
Councillor Andrew Fitchet be elected Vic-Chairman for the ensuing Municipal Year
2012/2013.
A vote by show of hands was taken.
Councillor G McBride - 9
Councillor A Fitchet - 8
RESOLVED: That Councillor Geoffrey McBride be elected Vice-Chairman for
the Municipal Year 2012/2013.
C 09/12 Declaration of Acceptance of Office of Vice-Chairman
Councillor Geoffrey McBride made his Declaration of Acceptance of Office and thanked
the Council for his appointment.
C 10/12 Appointment to Committees
Members were asked to consider the appointment of Members to Committees.
Councillor North proposed a reduction in the number of Members on the Staffing Sub-
Committee and proposed that as Councillor Raper was on 4 other Committees and Sub-
Committees he be removed from the Staffing Sub-Committee. The proposal was
seconded by Councillor Karen Hamilton.
Councillor Evans raised a Point of Order. She referred Council Members to Standing
Orders 15a (ix) which states:
“The Chairman or Vice Chairman and the Chairmen of Standing Committees, as ex-officio, shall
be members of every Committee, but will have no voting right or the ability to propose motions on
the Committee on which their Membership is ex-officio. They will not therefore form part of the
quorum as an ex-officio member.”
Councillor Evans stated that Standing Order 15a (ix) meant that the Chairman could not
be a Member of any Committee but was entitled to be an ex-officio member. She asked
the Town Clerk for clarification.
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The Town Clerk responded by confirming that the Standing Order would be read that
the Chairman was Ex Officio of every committee and therefore not a member of other
committees.
Councillor Hamilton stated that clarity had not been given for Standing Order 15a (ix).
Councillor Pond suggested that the Standing Order was open to interpretation and that
legal interpretation should be sought.
The Chairman, Councillor Drew suggested to Council that Councillor North’s proposal
be taken and that clarity on Standing Order 15a(ix) would be sought later.
Councillor Fitchet responded that he condemned the removal of any person from a
Committee especially as the Councillor was not present at the meeting. He went on to
say that legal clarification on Standing Order 15a (ix) had been given by the Clerk and said
that Standing Order stated that the Chairman ‘shall’ be ex officio.
Councillor Long raised a Point of Order regarding the number of Members on each
Committee and the political representation on each committee.
She stated that the original agreed numbers of Members on each Committee were;
Staffing Sub-Committee 6, Policy and Resources Committee 11 and Amenities and Town
Development Committee 12. She stated that this could not be changed and there were
too many Members on the Committees. She said that the Council needed to look at the
numbers again as 13 Members on the Amenities Committee had not been agreed.
The Chairman, Councillor Drew, said that the numbers of Members agreed were ‘about’
or ‘approximately’.
He moved to take a vote on Councillor North’s proposal.
Councillor Bird said that she had been involved in the setting up of the Staffing Sub
Committee and that 6 Members were the optimum number and gave a balanced view.
The Staffing Sub-Committee had been ably Chaired by Councillor Raper, to remove him
by reducing the number of members on the Committee was not fair. He should be given
the choice, by removing him at the meeting would be setting a dangerous precedent.
Councillor Cotter said that the point that Councillor Evans had raised regarding Standing
Order 15a (ix) also stated that the Committees and Working Groups should reflect the
political composition of the Town Council.
The Chairman, Councillor Drew said that the Committees reflected the overall political
balance of the Council. The numbers of Members did reflect the political composition of
the Council.
The Chairman continued to take a vote on the proposal from Councillor North.
It was requested that the vote be recorded:
For: Karen Hamilton, Roy Shukri, Brian Page, Marion Kerley, Veronika Pond, David Drew,
Sandra Hawke, Phil North
Against: Andy Fitchet, Barbara Long, Janet Evans, Barbara Carpenter, Alan Cotter,
Katherine Bird
RESOLVED:
That the Staffing Sub-Committee Membership be reduced to 5 Members and
that as Councillor Raper was on 4 other Committees and Sub-Committees he
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be removed from the Staffing Sub-Committee.
Councillor Long raised a Point of Order and said there should be a vote taken on black
for the Membership of the Committees.
The Chairman Councillor Drew ruled that the vote had been taken on the whole.
Councillor Long requested that it be minuted that the Committees had been voted in by
an illegal motion.
C 11/12 Review of Allotment Charges
The Chairman Councillor Drew asked the Town Clerk to explain to Members the report
from the Allotments Sub-Committee on their recommendations on the increase of
Allotment Charges.
The Town Clerk explained that the Allotment Sub-Committee had considered the
provision of a well managed and improved allotment service. She explained that the Sub-
Committee had also considered the work that needed to be undertaken at the allotments
to bring them to a reasonable condition.
The Chairman of the Allotments Sub-Committee Councillor Geoff McBride went on to
explain how the calculation for the increase had been arrived at.
He explained that there were many different allotment plot sizes and these had been
determined as the ‘allotment factor’.
The Sub-Committee had spent a lot of time working out how much the Town Council
would need to spend on the allotments in respect of maintenance and administration. He
agreed that the increase would be high in one step; however the charges had not been
raised for 6 years.
Councillor Long stated that she was against the rise of over 100% in one go. She stated
that she worked in rods and that the average plot would now cost £50 plus water costs.
She could not find any Council that was charging that amount. She went on to say that the
Town Council had stated that the allotment service would be better run and better
priced but she did not consider that to be the case.
She suggested that the Council should look at subsidies and reduce the over 60 discount
to nil. She went on to state that the price increase was not sending the right message.
The Chairman of the Allotments Sub-Committee, Councillor McBride explained that the
Town Council was no longer offering discounts to new allotment holders over the age of
60. He went on to state that allotment holders made up less than 1% of the population of
Andover. He explained that the Sub-Committee had looked at other options for reducing
costs such as utilising community service workers.
The Chairman Councillor Drew confirmed that he had attended the most recent
Allotments Sub-Committee meeting and all the Members of the Sub-Committee had
agreed the allotment holders should broadly cover the costs of the allotment service.
Councillor Lynn declared a personal interest as his son and daughter in law rented an
allotment.
He suggested that the allotment rents should be increased in stages over a couple of
years.
Councillor Long declared a personal interest as she rented an allotment plot and was
Warden for Vigo Road Allotments.
9
Councillor Hawke stated that if the Town Council did not increase the cost of the
allotment rents where would the finance come from to maintain the allotments.
The Chairman of the Allotment Sub-Committee, Councillor McBride confirmed that the
Town Council was investigating the possibility of obtaining grant funding to assist with the
costs of the allotments.
Councillor Bird agreed that making a decision about the increase of allotment rents was
difficult and that the Town Council needed to move forward with the provision of the
allotment service. She reminded Members that there had been a lack of maintenance on
the allotments in the past. She asked whether there were actions with regard to
maintenance that could be undertaken over a longer period of time.
Councillor McBride confirmed that the Town Council was under a great deal of pressure
to bring the allotment sites to a reasonable condition and that the majority were in a
poor state.
Councillor Lynn proposed that the allotment rent be increased over 2 to 3 years. This
was seconded by Councillor Long.
Councillor Evans suggested that the item be deferred back to the Allotments Sub-
Committee to consider the options about how maintenance could be funded and to
consider the implications to defer the rise in allotment charges over 2 to 3 years.
Councillor Bird seconded Councillor Evans’ proposal.
Councillor Hawke agreed that the Sub-Committee should consider the costings again and
thanked the Town Clerk and Administration Assistant for all the work they had done on
the allotments.
Councillor Hamilton agreed that a great deal of work had gone into the report and
considerations of the Allotment Sub-Committee however the costs of the maintenance
and administration had to be covered.
Councillor Bird reiterated that every aspect of the costs were looked at. The Allotment
Holders should be able to understand decisions that the Town Council had taken.
Councillor North asked whether the Chairman of the Allotments Sub-Committee was in
agreement to defer the consideration back to the Sub-Committee.
Councillor Kerley asked whether the Allotments Sub-Committee had debated the costs of
the allotments and whether an agreement had been reached.
Councillor McBride confirmed that the Allotment Sub-Committee had debated the issue
and had agreed that the rents needed to be increased to cover costs as the allotment sites
were deteriorating and work needed to be carried out.
Councillor McBride confirmed that he was in agreement to defer the consideration back
to the Allotments Sub-Committee.
A vote was taken:
For: 10
Against: 2
RESOLVED: That the Allotments Sub-Committee re-consider the allotment
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rental increases and consider the implications of increasing the charges over 2
to 3 years. The Allotment Sub-Committee to report back to the next Full
Council meeting on 14 June 2012.
C 12/12 Proposal for a Forum Style Meeting
The Chairman Councillor Drew invited Councillor Long to speak as she had put forward
the proposal that Andover Town Council set up a Forum Style meeting.
Councillor Long explained the Members of Public only had 15 minutes to speak within a
Council or Committee agenda. There were a great many issues that people would like to
speak about, outside the formal Council meeting.
Councillor McBride agreed that it was a good idea but asked Councillor Long how it
could be taken forward.
Councillor Long explained that the meeting would be in a forum style format, there could
be 2 to 4 meetings a year. The Town Clerk would not be required to attend. It would be
similar to a surgery where Councillors could engage with local residents.
Councillor North suggested that specific issues should be considered and that meetings
should take place on an ad hoc basis. He suggested that the proposal be referred to the
Policy and Resources Committee to consider the feasibility of Forum Style Meetings.
Cllr Hawke agreed that the meetings did not have to be on a regular basis but could be
held when the public wished to discuss an issue.
Councillor Fitchet encouraged Members to try Forum Style meetings. He said that it
would be a good opportunity for Members of the Public to ask any questions that they
wanted.
Councillor Hamilton suggested that the Website could be used with a ‘hot topics’ page, to
allow members of the public to put forward the ideas of what they’d like to talk about.
Councillor Drew agreed that it would be a good idea to use the website and that the
Town Council needed to find out what the public wanted. However he raised the
concern that the Town Council was only responsible for the allotments in the Town and
that other authorities and organisations had power and influence.
Councillor North proposed that the idea of a forum style meeting be referred back to
the Policy and Resources Committee for consideration. This was seconded by Councillor
Hamilton.
A vote was taken:
For: 7
Against: 4
RESOLVED: That the Policy and Resources Committee consider at its next
meeting on 7 June 2012, the proposal for a “Forum Style meeting to enable
the Council to meet with residents outside the formal Council meeting”.
The Chairman closed the meeting at 8.45pm.
Chairman Date
11
ANDOVER TOWN COUNCIL
B Minutes of Amenities & Town Development
Committee
Time and date Following the Annual Council Meeting on Wednesday 2 May 2012
Place Upper Guildhall, High Street, Andover
Attendees: Cllrs Katherine Bird, David Drew, Andy Fitchet, Karen Hamilton, Marion Kerley, Barbara
Long, Christopher Lynn, Phil North, Brian Page and Veronika Pond.
Members not present: Zilliah Brooks, Kevin Hughes and Tony Raper
Officers Present: Wendy Coulter (Town Clerk) (taking the minutes)
ATD 01/12 APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors Zilliah Brooks and Tony
Raper.
ATD 02/12 ELECTION OF CHAIRMAN
Councillor Katherine Bird proposed and Councillor Barbara Long seconded that
Councillor Andrew Fitchet be elected Chairman for the ensuing Municipal Year
2012/2013.
There was a further proposal.
Councillor Philip North proposed and Councillor Karen Hamilton seconded that
Councillor Christopher Lynn be elected Chairman for the ensuing Municipal Year
2012/2013.
A vote by show of hands was taken:
Cllr Andrew Fitchet – 3
Cllr Christopher Lynn – 5
12
RESOLVED: That Councillor Christopher Lynn be elected Chairman of
the Amenities and Town Development Committee for the ensuing
Municipal Year 2012/2013.
ATD 03/12 ELECTION OF VICE-CHAIRMAN
Councillor Katherine Bird proposed and Councillor Barbara Long seconded that
Councillor Andrew Fitchet be elected Vice-Chairman for the ensuing Municipal Year
2012/2013.
There was a further proposal.
Councillor Karen Hamilton proposed and Councillor Philip North seconded that
Councillor Zilliah Brooks be elected Vice-Chairman for the ensuing Municipal Year
2012/2013.
A vote by show of hands was taken:
Cllr Andrew Fitchet – 3
Cllr Zilliah Brooks – 5
RESOLVED: That Councillor Zilliah Brooks be elected Vice-Chairman of
the Amenities and Town Development Committee for the ensuing
Municipal Year 2012/2013.
The Chairman closed the meeting at 9.00pm.
Chairman Date
13
ANDOVER TOWN COUNCIL
C Minutes of Planning Committee
Time and date 6.00pm on Monday 5 March 2012
Place Town Council Office, 66C High Street, Andover
Attendees: Cllrs Alan Cotter (Chairman), Barbara Long (Vice-Chairman), Barbara Carpenter, Sandra
Hawke, Brian Page and Veronika Pond.
Officers Present: Wendy Coulter (Town Clerk) (taking the minutes)
Members of Public Present: 0
PC157/11 Apologies
Apologies were received from Andy Fitchet and Roy Shukri
PC158/11 Declarations of Interest
There were no declarations of interest.
PC159/11 Minutes
The Minutes of the Planning Committee meeting held on Monday 30 January 2012 were
signed by the Chairman as a correct record.
PC160/11 Public Participation
There were no members of the public present.
PC161/11 Planning Applications
Members considered the following planning applications that had been submitted to Test Valley
Borough Council.
RESOLVED: To delegate authority to the Town Clerk to complete the observations
sheet for each application in accordance with the Committee’s resolution.
5.1 11/02468/ADVN
(Harroway)
Display of 4 externally illuminated fascia signs
(retrospective)
286 Weyhill Road,
Andover
No comment.
14
5.2 11/02563/FULLN
(Harroway)
Change of use of land to provide extended
gardens
15, 17, 19 Shakespeare
Avenue, Andover
No comment.
5.3 12/00290/FULLN
(Millway)
Erection of two storey rear extension to provide
enlarges kitchen/dining room and additional
bedroom over
14 Walnut Tree Road,
Andover
No comment.
5.4 12/00299/TPON
(Millway)
Prune 3 Lime and 1 Beech Mountwood Nursing
Home, 11 Millway
Road, Andover
No comment.
5.5 12/00323/FULLN
(Millway)
Erection of double garage with storage over
(amended scheme- retrospective)
22 Rooksbury Road,
Andover
No comment.
5.6 12/00297/ADVN
(St Marys)
Replacement signs consisting of one internally
illuminated poster sign, three externally
illuminated signs (2 fascia and 1 hanging) and one
non illuminated directional sign
The White Hart
Hotel, 12 Bridge
Street, Andover
The Town Council is saddened to see the disappearance of the old pub signs in this
conservation area.
5.7 12/00298/LSWN
(St Marys)
Replacement signs consisting of one internally
illuminated poster sign, three externally
illuminated signs (2 fascia and 1 hanging) and one
non illuminated directional sign
The White Hart
Hotel, 12 Bridge
Street, Andover
The Town Council is saddened to see the disappearance of the old pub signs in this
conservation area.
5.8 12/00330/FULLN
(St Marys)
Erection of single storey rear extension to
provide study and lobby
45 Marlborough
Street, Andover
No comment.
5.9 12/00294/FULLN
(Winton)
Erection of first floor extension to provide
enlarged bedroom, alterations to first floor side
window and convert part of garage to provide
family room.
24 Old Winton Road,
Andover
No comment.
5.10 12/00423/TPON
(Harroway)
Reduce 1 Horse-chestnut 2 Brackenbury,
Andover
No comment.
5.11 12/00025/FULLN
(St Marys)
Erection of a dry cleaning pod Superstore, River
Way, Andover
No comment
5.12 12/00026/ADVN
(St Marys)
Erection of three internally illuminated fascia signs
and 2 non-illuminated panels
Superstore, Riverway,
Andover
No comment
5.13 12/00129/LBWN
(St Marys)
Internal alterations to top bar area including
removal of bar counter and inner door lobby and
installation of oak floorboarding, wine display
feature and oak drinks shelves
The Angel Inn, 95
High Street, Andover
No comment
5.14 12/00924/FULLN
(Winton)
Erection of sirst floor extension to provide
enlarged bedroom, alterations to first floor side
window and convert part of garage to provide
family room
24 Old Winton Road,
Andover
No comment
5.15 12/00387/FULLN
(Winton)
Erection of two storey side extension to provide
utility room and WC with bathroom over and a
26 Anton Road,
Andover
15
single storey rear extension to provide enlarged
family room and kitchen
No comment
5.16 12/00447/TPON
(Millway)
T1, Sycamore – fell to ground level 21 Denning Mead,
Andover
No comment
5.17 12/00353/FULLN
(Harroway)
Change of use from uses falling within Class B1
(Light Industry) to food production facility falling
in use Class B2 (General industry)
Unit 1, Telford Gate,
Hopkinson Way,
West Portway
Industrial Estate,
Andover
No comment
5.18 12/00130/FULLN
(St Marys)
Change of use from A1 (Retail) to A3
(Restaurant/Café) and A5 (Hot Food Takeaways)
on ground floor and basement and provision of
extract fan on rear roof
77 High Street,
Andover
No comment
5.19 12/00433/FULLN
Erection of conservatory to rear 35 Lawrence Close,
Andover
No comment
5.20 12/00356/FULLN
(St Marys)
Formation of Vehicular access Northwood, 9 London
Road, Andover Down,
Andover
No comment
5.21 12/00415/FULLN
(St Marys)
Erection of single storey rear extension to form
enlarged kitchen and enlarged ground floor
bathroom
5 Valencia Way,
Andover
No comment
5.22 12/00442/CLPN
(St Marys)
Application for Certificate of Lawfulness for
proposed development – single storey extension
23 Spey Court,
Andover
No comment
5.23 12/00359/FULLN
(St Marys)
Change use of building to Class B1 (Light
industry, offices, research and development,
laboratories, studios) and B8 (wholesale
warehousing, distribution centre) uses
Land adjacent, 10
Walworth Road,
Picket Piece, Andover
No comment
5a 12/00425/ADVN
Display of internally illuminated and non-
illuminated site signage, including 1 height
restrictor, 8 freestanding signs, 9 dot signs and 2
barrier signs
Andover Trade Park,
Joule Road, West
Portway Industrial
Estate, Andover
No objections.
5b 12/00426/ADVN Display of 8 internally illuminated fascia signs Andover Trade Park,
Joule Road, West
Portway Industrial
Estate, Andover
No objections.
5c 12/00427/ADVN Display of internally illuminated freestanding
totem sign
Andover Trade Park,
Joule Road, West
Portway Industrial
Estate, Andover
No objections.
PC162/11 Proposed Extension of Picket Twenty Major Development Area
Members noted that Andover Town Council had received early notification from the developer of
the proposed extensions of Picket Twenty Major Development Area.
The Town Clerk reported that the developer had made contact requesting to make a presentation
16
at the Planning Committee meeting on 26 March 2012.
Members instructed the Town Clerk to write to the developer asking for a delay of the
presentation until the full application had been submitted to the Planning Authority, Test Valley
Borough Council, to enable the Town Council to formulate questions to put to the developer.
PC163/11 Decision Notices
The Decision Notices were detailed on the Agenda and were noted by Members.
PC164/11 Town and Country Planning Act 1990 – Planning Appeals
Members noted that the following application had gone to appeal.
11/02762/FULLN
Erection of two storey rear extension to provide additional living accommodation.
8 Itchen Court, Andover
Members further noted that the following application would be considered at Test Valley borough
Council, Northern Area Planning Committee and that the Town Council should make a
representation:
11/02729/OUTN
Land to rear of former Shepherds Spring County Junior School, Smannell Road, Andover.
It was agreed that Councillor Long would make representation on behalf of the Town Council.
PC165/11 Items for consideration at the next meeting
There were no additional items to be added to the agenda for the next meeting.
PC166/11 Date of next meeting
Members noted the date and venue of the next meeting: Monday 26 March 2012 at 6pm at the
Town Council Office.
The meeting closed at 7.05pm.
Chairman:
Date:
17
ANDOVER TOWN COUNCIL
D Minutes of Planning Committee
Time and date 6.00pm on Monday 26 March 2012
Place Town Council Office, 66C High Street, Andover
Attendees: Cllrs Alan Cotter (Chairman), Barbara Long (Vice-Chairman), Barbara Carpenter, Andy
Fitchet and Veronika Pond.
Officers Present: Wendy Coulter (Town Clerk) (taking the minutes)
Members of Public Present: 0
PC167/11 Apologies
Apologies were received from Sandra Hawke, Brian Page and Roy Shukri.
PC168/11 Declarations of Interest
There were no declarations of interest.
PC169/11 Minutes
The Minutes of the Planning Committee meeting held on Monday 30 January 2012 were
signed by the Chairman as a correct record.
PC170/11 Public Participation
There were no members of the public present.
PC171/11 Planning Applications
Members considered the following planning applications that had been submitted to Test Valley
Borough Council.
RESOLVED: To delegate authority to the Town Clerk to complete the observations
sheet for each application in accordance with the Committee’s resolution.
5.1 12/00416/FULLN Erection of restaurant/take away (use Classes A3
and A5), including drive through facility, parking,
servicing and landscaping.
Andover Trade Park,
Joule Road, West
Portway Industrial
18
Estate, Andover.
No objections.
5.2 12/00289/FULLN Erection of detached dwelling, bin store
enclosure, gates and fencing, provision of
sewerage treatment plant together with new
access from Rooksbury Road and associated
works.
57 Rooksbury Road,
Andover
No objections.
5.3 12/00538/FULLN Change of use to create one first floor flat and
one second floor flat with new access from High
Street at ground level.
84 High Street,
Andover
We note that this application is within a Conservation Area and is next door to a
Grade 1 Listed Building.
5.4 12/00539/LBWN Change of use, internal and external alterations
to create one first floor flat and one second floor
flat with access from High Street at ground level,
internal staircase and partitions.
84 High Street,
Andover
We note that this application is within a Conservation Area and is next door to a
Grade 1 Listed Building.
5.5 12/00546/FULLN Replacement signs, 1 non-illuminated heritage
sign and 1 non-illuminated heritage hanging sign
5 High Street,
Andover
This is more in keeping and enhances the Conservation Area.
5.6 12/00541/FULLN Erection of dwelling and provision of vehicular
access
Land adjoining 51
Blendon Drive,
Andover
No objections
5.7 12/00620/FULLN Erection of dwelling with associated alterations to
existing access and boundary treatments
28 Windsor Road,
Andover
No objections
5.8 12/00540/TPON Fell 1 Field Maple The Laurels, Harrow
Way, Andover
No comment
5.9 12/00456/FULLN Pollard 9 Willows and repeat works over a
period of 10 years
Rooksbury Mill Nature
Reserve, Rooksbury
Road, Andover
No comment
5.10 12/00471/FULLN Erection of first floor rear extension to form
additional bedroom and enlarged rear bedroom
and provision of roof light to side elevation to
existing bathroom
20 Ash Tree Road,
Andover
No comment
5.11 12/00464/FULLN Erection of first floor rear extension to provide
dining room, front extension to provide porch
and insert window
46 Spey Court,
Andover
No comment
5.12 12/00463/FULLN Single storey side extension to form garage 7 Shaw Close,
Andover
No comment
5.13 12/00353/FULLN Change of use from uses falling within Class B1
(Light Industry) to food production facility falling
in use Class B2 (General Industry)
Unit 1, Telford Gate,
Hopkinson Way,
West Portway
Industrial Estate,
Andover
No comment
5.14 12/00433/FULLN Erection of conservatory to rear 35 Lawrence Close,
19
Andover
No comment
5.15 12/00471/FULLN Erection of first floor rear extension to form
additional bedroom and provision of rooflight to
side elevation to existing bathroom
20 Ash Tree Road,
Andover
No comment
5.16 12/00415/FULLN Erection of single storey rear extension to form
enlarged kitchen and enlarged ground floor
bathroom
5 Valencia Way,
Andover
No comment
5.17 12/00442/FULLN Application for Certificate of Lawfulness for
proposed development – single storey extension
23 Spey Court,
Andover
No comment
5.18 12/00464/FULLN Erection of ground floor rear extension to
provide dining room, front extension to provide
porch and insert window
46 Spey Court,
Andover
No comment
5.19 12/00387/FULLN Erection of two storey side extension to provide
utility room and WC with bathroom over and a
single storey rear extension to provide enlarged
family room and kitchen
26 Anton Road,
Andover
No comment
5.20 12/00462/FULLN Erection of ground floor rear extension 1 palmer Drive,
Andover
No comment
5.21 12/00418/FULLN Change of use class B1c (Light Industry) to D1
(Non-residential institutions) to provide a skills
centre/training facility
Unit 1 Sopwith Park,
Royce Close, West
Portway Industrial
Estate, Andover
No comment
5.22 12/00435/FULLN Erection of first floor rear extension to provide
bedroom and extended bedroom
34 Tollgate Road,
Andover
No comment
5.23 12/00532/FULLN Retrospective application for the demolition of
garage and greenhouse and erection of garden
room and store to rear of garden
52 Valencia Way,
Andover
No comment
5.24 12/00542/FULLN Subdivision into 2 units, with external alterations
including replacement shopfront, roof covering,
additional rear fire exit and cycle shelter. Change
of use to A1 retail, B8 trade counter storage and
retaining existing use of sui generis workshop and
showroom
132 Weyhill Road,
Andover
No comment
5.25 12/00582/TPON Fell 1 eucalyptus 18 Burnhams Close,
Andover
No comment
5.26 12/00505/FULLN Retention of car port 30 Swallowfields,
Andover
No comment
5.27 12/00440/FULLN Retain rear conservatory 9 Weyhill Road,
Andover
No comment
5.28 12/00528/FULLN Replacement of existing flat roof to side and rear
with pitched roof
136 Salisbury Road,
Andover
20
No comment
5.29 12/00545/FULLN Erection of outbuilding to provide games room 35 Bishops Way,
Andover
No comment
5.30 12/00562/LBWN Internal improvement works: The works to the
ground floor are new floor finishes to trade
areas, reduction in size of ground floor bar
server, glass panel in balustrade at foot of
staircase and introduction of fixed seating. On
the first floor the ‘open section’ of flooring to be
in-filled, and new floor finish throughout
(retrospective).
Globe Hotel, 23 High
Street, Andover
No comment.
5.31 12/00589/FULLN First floor rear extension over existing hall to
form shower room
61 London Road,
Andover
No comment
5.32 12/00580/FULLN Ground floor rear extension on site of existing
conservatory to provide conservatory
2 Palmer Drive,
Andover
No comment
5.33 12/00523/ADVN Purpose built free standing aluminium frame to
display vinyl banners relating to community
events
Test Valley Borough
Council, Beech Hurst,
Weyhill Road,
Andover
We hope this will address the need for banners to be displayed for Andover events.
5.34 12/00591/FULLN First floor side extension above garage to form
bedroom with en-suite and alterations to garage
to form playroom.
9 Barnfield Rise,
Andover
No comment
5.35 12/00524/ADVN Purpose built free standing aluminium frame to
display vinyl banners relating to community
events
Test Valley Borough
Council, Beech Hurst,
Weyhill Road,
Andover
We hope this will address the need for banners to be displayed for Andover events.
5.36 12/00645/TPON Fell four sycamore 26 Leigh Gardens,
Andover
No comment
PC172/11 Registration for Speaking at Northern Area Planning Committee
Members considered the process for registering to speak at Northern Area Planning Committee
meetings and agreed the following procedure:
The Town Council receives the Northern Area Planning Agenda 15 days before the Committee
meeting. As soon as the notification is received and the Town Council is required to speak, the
Town Clerk will register the Town Council to speak.
If at the following Planning Committee meeting of the Town Council, it is decided that no
representation is required, the registration will be withdrawn.
PC173/11 Decision Notices
The Decision Notices were detailed on the Agenda and were noted by Members.
PC174/11 Town and Country Planning Act 1990 – Planning Appeals
Members noted that the following application had gone to appeal.
11/02795/FULLN
Andover Baptist Church, Charlton Road, Andover
Laying of hardstanding to provide extension to car park.
21
Members further noted that the following application had been withdrawn:
11/01144/FULLN
97 Weyhill Road, Andover
Conversion of existing detached dwelling to 2 one bedroom flats and 1 studio flat, plus erection of
10 new residential units, with associated parking and access.
PC175/11 Items for consideration at the next meeting
There were no additional items to be added to the agenda for the next meeting.
PC176/11 Date of next meeting
Members noted the date and venue of the next meeting: Monday 16 April 2012 at 7pm at the
Town Council Office.
The meeting closed at 7.00pm.
Chairman:
Date:
22
ANDOVER TOWN COUNCIL
E Minutes of Planning Committee
Time and date 6.00pm on Monday 16 April 2012
Place Town Council Office, 66C High Street, Andover
Attendees: Cllrs Alan Cotter (Chairman), Barbara Long (Vice-Chairman), Barbara Carpenter, Andy
Fitchet, Veronika Pond and Roy Shukri.
Officers Present: Wendy Coulter (Town Clerk) (taking the minutes)
Members of Public Present: 3
PC177/11 Apologies
Apologies were received from Sandra Hawke and Brian Page.
PC178/11 Declarations of Interest
There were no declarations of interest.
PC179/11 Minutes
The Minutes of the Planning Committee meeting held on Monday 26 March 2012 were
signed by the Chairman as a correct record.
PC180/11 Public Participation
Members received a short presentation from the developer for planning application
12/00690/FULLN – 12 Wolversdene Road, regarding the amended planning application.
Members received a short presentation from the developers for planning application
12/00733/RESN – Land at Picket Twenty, regarding further development at the site.
PC181/11 Planning Applications
Members considered the following planning applications that had been submitted to Test Valley
Borough Council.
RESOLVED: To delegate authority to the Town Clerk to complete the observations
sheet for each application in accordance with the Committee’s resolution.
23
5.1 12/00654/FULLN Change of use of ground floor entrance area, first
and second floors with extension and alteration
of the building to provide four residential units.
34 High Street,
Andover
No objection, however there appears to be no apparent alternative fire escape for the
shop as it is to be turned into a hallway for the new flats.
5.2 12/00690/FULLN Erection of block forming 4 one bedroom flats
and clock forming 3 three bed houses with
associated parking, erection of cycle/bin stores
and alterations to access.
12 Wolversdene
Road, Andover
No objection. However, still concerned about the access and egress from this site.
Would Highways look again at this as it may cause a staggered crossroads and there is
still concern about the sightlines.
We are pleased to see that the development has reduced roof height and moved the
houses further from the houses in Leigh Road.
We note the amendments to the development.
5.3 11/02846/FULLN Demolish existing day care centre and erect two
storey 10 bed care facility with associated site
works and amenity space.
Bonhomie Centre,
South End Road,
Andover
Previous comments of 30 January 2012 still stand. Concerned about that the
passageway to the front doors of the neighbouring properties will be overshadowed
by the fencing of the new development. This could become a security risk and lighting
placed at a low level should be provided.
5.4 12/0060/FULLN Erection of extension to provide enlarged
warehousing/manufacturing area and extended
car parking to provide 5 additional spaces.
Unit 4, Sterling Park,
East Portway Industrial
Estate, Andover
No comment
5.5 12/00629/FULLN Provision of pitched roof over existing single
storey rear extension
77 Springfield Close,
Andover
No comment
5.6 12/00607/CLPN Application for Certificate of Lawfulness for
proposed development – single storey extension
to the rear elevation
42 Lawrence Close,
Andover
No comment
5.7 12/00697/FULLN Erection of single storey glazed orangery and
ground floor w.c.
22 Batchelors Barn
Road, Andover
No comment.
5.8 12/00424/FULLN Erection of two storey extension to provide
enlarged living room and kitchen with bedroom
and en-suite above.
52 Albany Road,
Andover
No comment.
5.9 12/00644/FULLN Erection of ground floor rear extension to
provide dining and living room
20 Amber Gardens,
Andover
No comment
5.10 12/00776/TPON Fell 1 Cherry Shepherds Spring
Field, The Old school,
Smannell Road,
Andover
No comment
5.11 12/00779/FULLN Erection of garage/garden store 10 Wellesley Road,
Andover
No comment
5.12 11/02768/FULLN Erection of two storey side extension 7 Lingen Close,
Andover
No comment
PC182/11 Response to Core Strategy Consultation Submission
24
Members considered and noted the following response from Test Valley Borough Council to the
Town Council’s submission regarding the Core Strategy Consultation:
ATC: How many of the 300 houses/ annum are to be sheltered housing.
TVBC: We do not know how many of the annual figure will be sheltered housing (or affordable housing) as
it all depends on the applications/ proposals coming forward and the rate of delivery by developers.
ATC: Will the Conservation Area still stand once the Core Strategy is adopted.
TVBC: Yes, the Core Strategy does not change the boundary or the weight attached to the designation.
Conservation Areas are designated under the Planning (Listed Buildings and Conservation Areas) Act 1990.
This is separate legislation from that covering Core Strategies.
ATC: Page 93 of the Core Strategy states 17,001 at Land at Bere Hill.
TVBC: This is a formatting error. The last '1' should be a reference to footnote number 1. The figure
proposed by the landowner for Bere Hill is 1,700 houses.
Members noted that the other points ATC raised would be considered with all other comments
received and will be responded to in due course.
PC183/11 Grit Bins on developer land
Members noted that the Town Council had received a number of enquiries from residents who
live on privately owned estates, asking for the provision of grit bins. The highways authority cannot
provide grit bins on these estates and cannot maintain and fill them.
In some areas privately owned estates have grit bins provided by the landowner/developer and are
maintained and filled as part of the estate maintenance contract.
Members considered whether the Town Council could adopt this as best practice and agreed to
write to Test Valley Borough Council recommending that any new development that is privately
owned and managed should have a condition to provide, maintain and fill frit bins.
PC184/11 Decision Notices
The Decision Notices were detailed on the Agenda and were noted by Members.
PC185/11 Local Government (Miscellaneous Provisions) Act 1982 – Street Trading Consent
Members considered the following renewal of Street Trading Consent:
Street Trading Consent – Renewal Application
Trading Location: Top of High Street, Andover – Friday 7am to 5pm.
No objection.
PC186/11 Items for consideration at the next meeting
Members noted that planning applications for Augusta Park and Picket Twenty would be
considered at the next meeting.
PC187/11 Date of next meeting
Members noted the date and venue of the next meeting: Tuesday 8 May 2012 at 7pm at the Town
Council Office.
The meeting closed at 8.40pm.
Chairman:
Date:
25
ANDOVER TOWN COUNCIL
F Minutes of Planning Committee
Time and date 7.00pm on Tuesday 8 May 2012
Place Town Council Office, 66C High Street, Andover
Attendees: Cllrs Alan Cotter (Chairman), Barbara Long (Vice-Chairman), Barbara Carpenter and
Veronika Pond.
Not Present: Cllrs Hawke and Page.
Officers Present: Wendy Coulter (Town Clerk) (taking the minutes)
Members of Public Present: 1
PC001/12 Election of Chairman
It was proposed by Cllr Long and seconded by Cllr Pond and
RESOLVED: That Councillor Alan Cotter be elected Chairman of the Planning
Committee for the Municipal Year 2012/2013.
PC002/12 Election of Vice Chairman
It was proposed by Cllr Pond and seconded by Cllr Carpenter and
RESOLVED: That Councillor Barbara Long be elected Vice Chairman of the
Planning Committee for the Municipal Year 2012/2013.
PC003/12 Apologies
No apologies for absence were received.
PC004/12 Declarations of Interest
Name of Cllr Application No Type of Interest Reason
B Long 12/00751 – 32 Batchelors
Barn Road
Personal Lives in same road.
B Long 12/00806/LBWN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
A Cotter 12/00806/LBWN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
26
B Carpenter 12/00806/LBWN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
V Pond 12/00806/LBWN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
B Long 12/00888/ADVN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
A Cotter 12/00888/ADVN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
B Carpenter 12/00888/ADVN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
V Pond 12/00888/ADVN –
Guildhall, Andover
Personal/Prejudicial Member of Andover Town Council
PC005/12 Minutes
The Minutes of the Planning Committee meeting held on Monday 16 April 2012 were
signed by the Chairman as a correct record.
PC006/12 Public Participation
Mr N Long – Andover Resident
32 Batchelors Barn Road, started building without permission. Concerned that the extension is
too close to the boundary and will affect the neighbouring property.
Planning Application for Wolversdene Road, a viewing party from Test Valley Borough Council will
be inspecting the site on Wednesday 9 May 2012.
PC007/12 Planning Applications
Members considered the following planning applications that had been submitted to Test Valley
Borough Council.
RESOLVED: To delegate authority to the Town Clerk to complete the observations
sheet for each application in accordance with the Committee’s resolution.
7.1 12/00733/RESN Erection of 271 homes (including 107 affordable
dwellings) and associated infrastructure (Phase 2
of TVN.09275)
Land at Picket Twenty,
Picket Twenty,
Andover
No objections.
The Town Council notes that within the Picket Twenty site there is an area of
Archaeological Interest. Will this area be maintained and safeguarded?
The extra land proposed for development would be acceptable at the Picket Twenty
site provided the border area alongside Harewood Forest was maintained and the
vistas along Middleway were protected and maintained.
7.2 12/00801/FULLN Installation of an automatic glazed entrance door,
replacement of 6 condenser units and installation
of 3 additional condenser units
5 High Street,
Andover
Concerned about the seemingly excessive number of condenser units, increasing from
6 to 9 and about the environmental impact of the condensers.
In order to preserve the street scene in the Conservation Area, is the new door
necessary just to comply with the corporate image.
7.3 12/00802/LBWN Internal and external alterations to include the
installation of a new automatic glazed entrance
door, replacement of 6 condenser units &
installation of 3 additional consider units, supply
exhaust dust riser through tiled roof, decoration
and cleaning of stone work, repair 2 timber
entrance doors remove block work wall and
install beam to first floor, removal/install partition
walls, provision of new lighting/flooring and
5 High Street,
Andover
27
provision of replacement signage.
Concerned about the seemingly excessive number of condenser units, increasing from
6 to 9.
In order to preserve the street scene in the Conservation Area, is the new door
necessary just to comply with the corporate image.
7a 12/00792/FULLN Erection of conservatory at rear 19 Burnhams Close,
Andover
No comment
7b 12/00824/ADVN Display of non- illuminated appendage to existing
estate sign
Andover Trade Park,
Joule Road, West
Portway Industrial
Estate, Andover
No comment
7c 12/00818/TPON Repollard one Horse Chestnut 11 Winterdyne Mews,
Andover
No comment
7d 12/00806/LBWN Erection of lighting plaque to the front with a
motif of a Crown and ERII with the wording Long
May She Reign, for a period from end of May
2012 to beginning of July 2012.
The Guildhall, High
Street, Andover
No comment.
7e 12/00828/FULLN Erection of first floor side extension to provide
bedroom/dressing room, and en-suite shower
9A Wellesley Road,
Andover
No comment.
7f 11/02794/ADVN Provision of internally illuminated two sided
building fascia wrap and internally illuminated
freestanding double sided pole mounted sign
Land adjacent Plot 56,
Reith Way, West
Portway Industrial
Estate, Andover
No comment
7g 12/00864,FULLN Extension to trade counter element (including
sales to the public) linked to the primary storage
(B8) use
Swift Electrical Ltd,
Plot 18, Smeaton
Road, West Portway
Industrial Estate,
Andover
No comment
7h 12/00871/CLPN Certificate of Lawfulness for proposed
development – Erection of rear conservatory
17 Ryon Close,
Andover
No comment
7i 12/00777/FULLN Proposed single storey rear extension to provide
further dining facilities
The Chestnut Tree,
227 Weyhill Road,
Andover
No comment
7j 12/810/FULLN Erection of two storey side and rear extension to
provide cloakroom, bedroom en-suite and utility
room
223 Weyhill Road,
Andover
No comment
7k 12/00870/ADVN Display of externally illuminated fascia sign Unit 1, Station
Approach, Andover
No comment
7l 12/00863/FULLN Change of use from D1 (Osteopath Clinic) to B1
(Business)
Ground floor, 2
Westmarch Business
Centre, River Way,
Andover
No comment
7m 12/00887/CLPN Erection of single storey extension 35 South View
28
Gardens, Andover
No comment
7n 12/00505/FULLN Retention of car port 30 Swallowfields,
Andover
No comment
7o 12/00916/FULLN Single storey rear extension to form enlarged
living room
32 Florence Court,
Andover
No comment
7p 12/00845/FULLN Erection of three storey side extension, a first
floor rear extension and single storey front
extension to provide study, cloak room, store
and porch on the ground floor, additional
bedroom and bathroom on the first floor, store,
wc and provision of rooflights in the roof space
9 Lansdowne Avenue.
Andover
Concerned about the massing impact on neighbouring property, number 7.
7q 12/00914/FULLN Erection of side and rear single and two storey
extensions
14 Croye Close,
Andover
No comment
7r 12/00952/FULLN Erection of conservatory at rear 3 Georgia Close,
Andover
No comment
7s 12/00751/FULLN Remove conservatory/lean to and erect a single
storey side/rear extension to provide a larger
kitchen and dining room
32 Batchelors Barn
Road, Andover
No comment
7t 12/00856/FULLN Two-storey rear extension to provide kitchen
with bedroom and en-suite bathroom over
Fairways, Andover
Down, Andover
No comment
7u 12/00888/ADVN Erection of lighting plaque to the front with a
motif of a Crown and ERII with the wording Long
May She Reign
The Guildhall, High
Street, Andover
No comment
7v 12/00907/CLPN Application for lawful development certificate for
extension enclosing new loading bay providing
access for forklifts
Twinings, Plot 49
South Way, Walworth
Business Park,
Andover
No comment
PC008/12 Local Government (Miscellaneous Provisions) Act 1982 – Street Trading Consent
Members considered the following application for renewal of Street Trading Consent:
Street Trading Consent – Renewal Application
Trading Location: Top of High Street, Andover – Friday 7.00AM to 4.30PM.
No objections.
PC009/12
PC010/12
Notice of Application – Town and Country Planning Act 1990
Members considered, although the application fell outside the Parish of Andover, the following
application. The application was directly adjacent to the Parish Boundary of Andover:
12/00652/RESN
Erection of 156 dwellings and garages and associated works (parcel A of TVN.09258).
Land at East Anton, Smannell Road, Smannell.
Early Day Motion on Planning Appeals and the Planning Applications (Appeals by
Town and Parish Councils) Bill
Members considered correspondence from HALC and NALC in support of the Early Day Motion
on Planning Appeals.
29
Members agreed that they supported the Motion and would write in support of NALC and
HALC’s proposals.
PC011/12 Decision Notices
The Decision Notices were detailed on the Agenda and were noted by Members.
PC012/12 Items of consideration at the next meeting
Cllr Carpenter would report to the committee on her attendance at a Transport meeting on 15
May 2012.
Members requested a definition on the meaning of Permitted Development and Lawful
Development.
PC013/12 Date of next meeting
Members noted the date and venue of the next meeting: Monday 28 May 2012 at 7pm at the Town
Council Office.
The meeting closed at 7.45pm.
Chairman:
Date:
30
31
32
33
ANDOVER TOWN COUNCIL
G Report
Internal Auditors Report
Author:
Wendy Coulter (Town Clerk)
Presented by:
Wendy Coulter (Town Clerk)
Produced for:
Full Council
Date of Report:
Wednesday 6 June 2012
Key Issues
As part of the Annual Audit process the Town Council is required to have its processes and accounts subject to an internal
audit review. The Town Council appointed HW Controls and Assurance LLP to undertake this work.
As a result of the issues raised in the resulting management letter (attached) an Action Plan has been produced, included
below to address the issues raised by the Internal Auditor.
Below is a summary of the Action Plan and Actions taken from the Internal Audit in 2011
Full Council is required to receive the Internal Auditors Management Letter and approve the actions of the below Plan.
Summary of Action Plan 2011
Points Raised Action To be completed by Internal Audit
Section 5-6-8 of the Councils Anti-Fraud and
Corruption Policy states that there will be a three year
Internal Audit Plan.
Town Clerk liaised with Internal Auditor
to identify to structure of a three year
audit plan
Town Clerk by 06.09.2012
(Approval by full Council)
Fidelity Guarantee
It is best practice for the level of cover to be the
maximum held at any one time and this would currently
be £200k as opposed to the current cover in place.
Town Clerk to liaise with Insurers to
increase Fidelity Guarantee
Completed
Fidelity Guarantee
The current Policy held by the Council describes Fidelity
Guarantee as employee dishonesty and as such does not
Town Clerk to liaise with Insurers to
extend the cover to include Councillors
Completed
34
extend to covering councillors. Given that the Clerk is
not a signatory on the Bank Account and Councillors
are (who are not employees for the Council) it would
be advisable to have this section of the policy endorsed
to include them.
Asset Register
Although the Council does not currently have a large
amount of assets it should maintain an asset register
with a deminimus level of £500.
Town Clerk has noted the
recommendation and amended the Annual
Return as appropriate.
Completed.
Protection of Data
Information held on the Council Lap Top needs to be
backed-up routinely and held in a safe environment on
the premises or in a remote location.
Town Clerk has purchased a separate
portable hard drive to back up
information on the Council’s lap-top and
at this time is removed from the premises
every night.
Completed
Protection of Data
Important documentation should be maintained in a safe
and secure location such as a fire proof cabinet.
Town Clerk to identify fireproof secure
cabinet for the relocation of the Council
offices to their own location.
Purchase approved – fireproof
safe ordered 06.06.012
Risk Assessment
Although a risk assessment has been undertaken and has
been documented it should be more comprehensive in
covering the risks that are faced by the Council.
Town Clerk to liaise with Internal Auditor
and develop a Risk Assessment Process to
extend the areas covered as the result of
the Transfer of new services.
Completed
Standing Orders & Financial Regulations
It would be sensible to review these in light of the
Councils experience to date and amend accordingly.
Review currently in progress 1st Review completed March
2012.
Petty Cash
There is no petty cash system and the Clerk has met
several expenses on behalf of the Council and has had
to wait for reimbursement. Alternative arrangements
should be sought or a petty cash impress system
implemented to avoid this situation.
Council to consider the introduction of a
petty cash impress system to a total of
£50.
Completed and in place.
Allotments
To ensure that the proposed software for the
allotments is fully functional at the earliest opportunity
and all administration is as streamlined as possible given
the number of individual allotments.
The Town Clerk has already purchased
the relevant software and the data is in
the process of being transferred.
Completed
Allotments
The Council should also take the opportunity to review
the rules and tenancy agreements to ensure that these
take account of any updated legislation and working
arrangements.
Town Clerk to project manage the
review.
Completed
Internal Audit 2012
It is recommend that Full Council receive the Internal Auditors Management Letter and approve the actions of the below
Plan.
Action Plan 2012
Points Raised Action To be completed by
Internal Audit
As identified last year, Section 5-6-8 of the Council’s
Anti Fraud and Corruption Policy states that there will
be a 3 year internal audit plan.
The plan was not prepared prior to the Internal Audit
To prepare a three year Audit Plan Town Clerk by 06.09.2012
(approval by full Council).
35
visit however the structure of the plan was discussed.
Allotments
Reports from software to be utilised to streamline the
processes to alleviate the administrative burden.
Phasing the issue of invoices
To avoid the deluge of allotment holders all
trying to pay rent at one time.
Pursing the issue of invoices
A system is required to follow up non-payment
of rents – this may be eased is phased invoicing
is adopted.
The Council must follow the procedures that
the allotment holders are already aware of
within the Allotment Rules and Regulations.
Individual Waiting Lists
Separate waiting lists for each allotment site, to
avoid the need for a preference regarding the
sites to be recorded
Waiting List Blocking
To consider, if an individual does not accept a
certain number of plots offered, say 3, they
could be moved to the end of the waiting list
To prepare invoices to be sent out over a
number of weeks to each allotment site.
To set up a procedure, following the
Allotment Rules and Regulations to
follow-up non-payment of rental.
To contact all on waiting list to confirm
their preference and to set up waiting lists
for each allotment.
The Allotment Sub-Committee to
consider the process to alleviate Waiting
List Blocking
By April 2013.
By end of June 2012.
By end of September 2012.
By end of September 2012
Signage
The Town Council offices are open to the public,
therefore more signage is required regarding fire exits,
low headroom and no smoking on the premises.
To provide fire exit, low headroom and
no smoking signs for the Town Council
offices.
By end of June 2012.
VAT
Visit from HM Revenue and Customs identified a couple
of incorrect calculations. Follow procedures explained
by the VAT officer.
Follow procedures explained by VAT
officer.
Completed and on-going.
Audit Reports
Not clear whether Audit Plan from 2011 was
completed. Rectify by including a summary of action
taken and identify any items remaining when formulating
the plan for year ended 31 March 2012.
Compile a summary report of Internal
Audit to indicate actions taken and
completed.
Completed and on-going.
Risk Assessment
Risk Assessment to be reviewed annually and updated
to show the items that have been resolved to assist with
reconsidering the priority of outstanding issues.
Changes in circumstances should also be reflected
within the review.
To review the Risk Assessment Annually
and to include any changes in
circumstances
Completed and on-going
annually.
Standing Orders
The Standing Orders were reviewed and adopted by
Council on 15 March 2012. The revised wording of
Standing Order 15, Committees, subsection ix was
intended to help clarify the status of councillors when
they are acting in an ex officio capacity on a committee.
It seems to have been the intention that the provision
would only apply in so far as they were not already a
member of any such committee, so their involvement in
that committee would purely be ex officio.
This is not clear from the wording adopted and should
be rectified as a matter of priority in order to ensure
the standing order correctly reflects the intention of the
Full Council to review Standing Order 15
(ix) to clarify the wording and meaning
By 14 June 2012 (Full Council
meeting).
36
Council.
Financial Implications:
There are no financial implications with regard to the implementation of the Internal Audit Action plan for 2012.
Legal and Policy Implications
The Council is required to undertake an annual internal audit to satisfy its external auditors. The internal audit and action
plan are submitted to the external auditors as a demonstration of the Council’s response to its duties to act within the law.
Recommendations:
1. To receive the Internal Auditors Report
2. To approve the Council’s Action Plan in response to the Internal Auditors Report
6 June 2012
Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, First Floor
Offices, 66C High Street, Andover, Hants. SP10 1NG.
Tel: 01264 335592
Distribution: To all Councillors
37
APPENDIX H
38
APPENDIX H
39
APPENDIX H
40
APPENDIX H
41
APPENDIX H
42
APPENDIX H
43
ANDOVER TOWN COUNCIL
I Report
Waste Disposal
Author:
Wendy Coulter (Town Clerk)
Presented by:
Wendy Coulter (Town Clerk)
Produced for:
Full Council
Date of Report:
Wednesday 6 June 2012
Key Issues
The Town Council has a duty to ensure that any waste it produces is handled safely and in accordance with the law.
This ‘Duty of Care’ applies if waste is produced, imported, carried, kept, treated or disposed of. Any waste which is passed
on to a waste contractor, recycler or skip hire company must be authorised to take it.
If the Town Council breaches the regulations or the waste is illegally disposed of, the Town Council will be held
responsible.
The Duty of Care has no time limit and extends until the waste has been either finally and properly disposed of or fully
recovered.
The Town Councils’ Duty
The Town Council must prevent anyone keeping, depositing, disposing of or recovering its controlled waste without the
necessary authorization and a valid waste management licence.
The Town Council must ensure materials are contained appropriately and do not escape its control.
The Town Council must only transfer waste to an authorized person or organisation and ensure that it is accompanied by a
written description (a Waste Transfer Note) so that anyone receiving it will dispose of it within their own duty of care.
Town Council’s Waste
The majority of the waste produced by the Town Council from its office is paper waste. Most of this waste contains data
which is protected under the Data Protection Act, for example, names and addresses of Allotment holders.
44
The Officers of the Town Council have taken steps to ensure that the waste produced by the Town Council is disposed of
in a responsible manner and have contacted waste management companies within the Andover area.
Having taken advice from professional waste management companies, it is recommended that in order to avoid any disposal
of waste which would be restricted under the Data Protection Act, all the Town Councils paper waste should be
considered confidential.
The Town Council is also responsible for the disposal of waste from its Allotment Sites. Officers have recently been made
aware that the cost of disposal of waste such as glass, concrete, metal and green waste has increased and this will need to
be taken into consideration by the Allotments Sub-Committee.
Confidential Document and Data Destruction in accordance with BSEN: 15713-2009
There are only two waste disposal companies in the local area that deal with confidential document and data destruction.
The preferred company will provide the following service:
A lockable security console for the collection of paper waste
Fully trained and vetted staff
Total destruction of all material within 24 hours
Secure Destruction Facility for all material including paper, compact disks, hard drives and microfiche
Every secure consignment includes a full description certification
Data Destruction carried out by SEAP 8100 approved equipment
End products consisting of recyclable material e.g. paper, cardboard, metal and plastics are recycled.
Financial Implications:
The paper waste collection console will be emptied and serviced every four weeks in accordance with BSEN157013-2009.
The cost of this service will be £78.00 per year.
Legal and Policy Implications
The Town Council must ensure that it complies with Sections 33 and 34 of the Environmental Protection Act 1990 and the
Data Protection Act and dispose of its waste in accordance with BSEN: 15713-2009.
Recommendations:
1. To note the responsibilities of the Town Council with regard to the Environmental Protection
Act and Data Protection Act
2. To delegate to the Town Clerk to manage the appointment of an appropriate Waste
Management and Disposal Service
3. To delegate to the Town Clerk and Allotments Sub-Committee to monitor waste disposal from
Allotments in order to comply with the Environmental Protection Act.
6 June 2012
Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, First Floor
Offices, 66C High Street, Andover, Hants. SP10 1NG.
Tel: 01264 335592
Distribution: To all Councillors
45
ANDOVER TOWN COUNCIL
J Report
Standing Order Amendment
Author:
Wendy Coulter (Town Clerk)
Presented by:
Wendy Coulter (Town Clerk)
Produced for:
Full Council
Date of Report:
Thursday 7 June 2012
Key Issues
At the Annual Meeting of the Council on 2 May 2012 a Point of Order was raised regarding Standing Order 15 (ix). An
agreement on the meaning of the Standing Order was not reached during the meeting and the Town Clerk was requested
to seek advice regarding the meaning.
Standing Orders, provided they are not Statutory Orders, may be varied or revoked with the agreement of full Council.
The Internal Auditor carried out the Internal Audit of the Council on 16 May 2012, as part of the Audit he inspected the
Town Council’s Standing Orders. He raised the issue of Standing Order 15 (ix) and the Internal Audit report states:
“Updated Standing Orders were adopted by the Council at their meeting on 15 March 2012. It is understood the revised wording of
Standing Order 15, Committees, sub-section ix, was intended to help clarify the status of councillors when they are acting in an ex
officio capacity on a committee. It seems to have been the intention that this provision would only apply in so far as they were not
already a member of any such committee and so their involvement on that committee would purely be ex officio. This is not clear from
the wording adopted and should be rectified as a matter of priority in order to ensure the standing order correctly reflects the intention
of the Council”.
Standing Order 15 ‘Committees’ Sub-Section ix
The current wording of Standing Order 15 (ix) is as follows:
“The Chairman or Vice-Chairman and the Chairmen of Standing Committees, as ex-officio shall be members of every
Committee, but will have no voting right or the ability to propose motions on the Committee on which their Membership is
ex-officio. They will not therefore form part of the quorum as an ex-officio member”.
46
It is suggested that the wording of Standing Order 15 (ix) should be amended to be:
“The Chairman or Vice-Chairman and the Chairmen of Standing Committees, if they are not already a Member of any such
Committee, as ex-officio, shall be members of every Committee, but will have no voting right or the ability to propose
motions on the Committee on which their Membership is ex-officio. They will not therefore form part of the quorum as an
ex-officio member”.
Financial Implications:
There are no Financial Implications.
Legal and Policy Implications
The wording of Standing Order 15 (ix) must be agreed as a priority in order to ensure that the Standing Order correctly
reflects the intention of the Council.
Recommendations:
For Full Council to agree the wording and clarification of Standing Order 15 (ix).
7 June 2012
Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, First Floor
Offices, 66C High Street, Andover, Hants. SP10 1NG.
Tel: 01264 335592
Distribution: To all Councillors
47
ANDOVER TOWN COUNCIL
K Report
Standing Committees
Author:
Wendy Coulter (Town Clerk)
Presented by:
Wendy Coulter (Town Clerk)
Produced for:
Full Council
Date of Report:
Thursday 7 June 2012
Key Issues
At the Annual Meeting of the Council on 2 May 2012 a Point of Order was raised regarding the number of Members on
each Standing Committee and the Membership of each Standing Committee.
This report is intended to clarify the number of Members on each committee and the membership of each committee.
Number of Members on Each Committee
At the Andover Town Council meeting held on 9 June 2010, it was resolved that the Membership of the Policy and
Resources Committee should be 11 Members. It was also resolved on 9 June 2010 that the Planning Committee should
comprise of 8 Members.
At the Andover Town Council meeting held on 15 March 2012, it was resolved that a new Committee Structure be
adopted, for a trial period of 1 year. The Committee Structure included the following committees:
Policy and Resources Committee
Amenities and Town Development Committee
Planning Committee
The Committee Structure suggested that the membership of each committee would be about 12 members per committee.
Prior to the Annual Meeting of Andover Town Council on 2 May 2012, Members were requested to provide the
preferences for which committees they would wish to serve on.
48
As a result the numbers of members on each committee were as follows:
Policy and Resources: 12
Amenities and Town Development: 13
Planning: 6
It is suggested that for clarification, Council should adopt the number of members on each Committee as indicated above.
Membership of Committees
Council is requested to confirm the Membership of each Committee as per the paper attached at Annex A.
Financial Implications:
There are no Financial Implications.
Legal and Policy Implications
For clarification it is requested that Council agree the number of Members on each committee and to confirm the
Membership of each committee.
Recommendations:
To agree the number of Members on each committee and to confirm the Membership of each committee.
7 June 2012
Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, First Floor
Offices, 66C High Street, Andover, Hants. SP10 1NG.
Tel: 01264 335592
Distribution: To all Councillors
49
ANDOVER TOWN COUNCIL
L Report
Allotment Rental Fees
Author:
Wendy Coulter (Town Clerk)
Produced For:
Full Council
Summary of Key Issues
At the Town Council meeting on 2 May 2012, it was requested that the Allotments Sub Committee reconsider the
implications of increasing the allotment rental increases over 2 to 3yrs. Due to staff illness this meeting was cancelled
and therefore this issue is put before full Council to consider and agree the increase in Allotment Rental Fees for
2013/2014 and consecutive years.
Current Situation
The Town Council took over the management and administration of Andover Allotments fully in April 2011.
The following figures were provided to the Town Council regarding maintenance costs, allotment rental and income:
Maintenance Costs: £7,000
Utilities: £7,000
Income: £14,580
Therefore in 2011/2012 the Town Council based its budget on the above figures. However, at the end of the financial
year in 2012 the actual figures are as follows:
Maintenance Costs: £12,002.43
Utilities: £7560.59
Income: £10,013.90
At the previous meeting Members noted that the Town Council has a total of 493 allotment plots. Of those 226
receive a 50% discount for being over the age of 60.
Members also considered revised costings of routine maintenance that needed to be carried out at the allotments and
noted the following costs:
Provision of Toilets: £3,600
Grass cutting (3 times a year): £1,548
Tap and pipe maintenance & turn water on/off:£824
Hedge/Tree trimming (yearly): £3,770
50
Weed clearance (every 4 months): £840
Pest control (wasps/rats): £630
Administration: £6,250
Legal Advice: £1,500
TOTAL: £18,962
Members suggested that contingency monies should be included in the costings at 10% which would bring the total
costs to £20,858.20.
Considering these costs Members suggested in the first instance that the Allotment Rental should be increased from
0.19p per square metre to 0.40p per square metre.
Review of Rental Increase
There has been a recent case where a Local Authority increased their allotment rental charges, they were taken to
court by the allotment association and it was judged that the increases were disproportionate in comparison to the
increases of their other leisure services.
Andover Town Council is not in this position as it does not provide any other services; however as a local authority
it must be seen to be reasonable.
Andover Town Council must also consider that its Precept is funded only by the residents of Andover and is it
reasonable that residents that do not have allotments subsidise those that do.
Further Options:
At the current time, the Town Council is running the allotments at a loss.
To break even the Town Council would need to increase its rental charges by approximately 130%, however the
Council cannot be seen to be unreasonable therefore following three options are proposed for consideration:-
Option 1 – Increase Allotment Rental over 3yrs
Increase the allotment rental each year until the Allotment Service is cost neutral.
Increase the rental in 2013/2014 by 0.6p to 0.25p per square metre
Increase in 2014/2015 by 0.5p to 0.30p per square metre
Increase in 2015/2016 by 0.5p to 0.35p per square metre
Thereafter yearly increments in line with inflation
Benefits: Town Council seen to be fair and reasonable
Rental income will increase enable minimum maintenance works to be carried out
Drawback: Insufficient funds to maintain sites to a high standard
Longer period of time to carry out maintenance which may have a knock on effect that remedial
works such as hedge and tree cutting cannot be carried out which will continue to damage fencing which will require
replacing at a higher cost in the future
Option 2 – One single increase in Allotment Rental
Increase the allotment rental in the first year 2013/2014 by 0.21p to 0.40p per square metre and then by the rate of
inflation each year thereafter.
Benefits: increased income to enable maintenance works to be carried out with immediate effect from 1st April
2013 and will be more cost effective than having to replace further damaged fencing due to overgrown and
encroaching unmanaged trees and creepers.
Drawbacks: the Town Council may be seen to be unreasonable with a large increase in rental in one year. Concern
has already been raised by some allotment tenants over a possible large increase in one year.
Option 3 – No Increase by way of reduction in Maintenance Costs – Annex A costings refer
Reduce maintenance costs by way of removal of the toilets; only carry out grass cuts twice a year. No cutting back of
trees, unless required for Health and Safety reasons, and only carry out routine maintenance such as weed kill to
keep the weeds down. Carry out remedial works to trees etc. on 1 or 2 sites per year over a period of 5yrs. This
51
does not allow for any contingency monies to deal with any Health and Safety issues.
Benefits: income becomes available for use on basic routine maintenance with no added financial increase.
Drawback: maintenance costs continue to rise, no provision for emergencies such as Health & Safety works to
trees, no works completed on overgrown and encroaching vegetation which will further damage fencing which will
need to be replaced, these costs will need to be covered by the Town Council which will have a direct impact on tax
payers who are not allotment holders.
Unmanaged vegetation will encroach on neighbouring residential properties along allotment site boundaries.
Other considerations of future costs:
Legacy work:
Removal and cutting back of overgrown trees, ivy and bushes from allotment boundaries on Old Winton Road, Vigo
Road, Mylen Road, Admirals Way and Churchill Way. An inspection has been carried out and it is clear that the
overgrown trees etc. on these sites have been in this condition for some time, certainly more than the two years
since the Town Council took over the allotments.
If the overgrown trees, ivy, brambles etc. are cut down and a regular programme of weed-kill is undertaken, this may
prevent further action having to be taken in the future.
Remedial Work:
An inspection was also carried out on the condition of the fencing at the above sites. If remedial work is carried out
to remove the overgrown trees then the fencing could be maintained for a further possible five years. However, if the
trees etc. are not removed then the fencing may have to be replaced over the next two years. It is estimated that to
replace the fencing may cost up to £20,000 per site. The cost of the materials is not that great but the labour to carry
out the works would be costly.
Health & Safety work: there is a certain amount of broken glass, metal & plastics on sites which will need to be
removed. The cost of waste and rubbish removal is increasing and the Town Council has a ‘Duty of Care’ under the
Environmental Protection Act 1990 to dispose of its waste responsibly.
The maintenance costs will increase year on year.
The above three options are not stand alone and could be combined e.g. implement option 1 and option 3 together.
Financial Implications:
The financial implications are included in the report.
Legal and Policy Implications
The Town Council must be seen to be acting reasonably but also providing ‘value for money’ for its residents.
Recommendations
To agree the method of increase for Allotment Rental Fees for 2013/2014 and consecutive years.
7 June 2012
Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, 66C, High
Street, Andover, Hampshire. SP10 1NG.
Tel: 01264 335592
Distribution: To all Councillors
52
ANDOVER TOWN COUNCIL
ANNEX A
Routine Maintenance & Administration Costs Per Year:
Service Cost Cost + 10% for contingency
Loos £3,600 £3,960
Grass Cutting (3 times a year) £1,548 £1,702.80
Taps & water turn on/off £824 £906.40
Hedge/Tree trimming (yearly all sites) £3,770 £4,147
Weed clearance (every 4 months) over growing season £840 £924
Pest control (rats/wasps) £630 £693
Administration £6,250 £6,875
Legal Advice £1,500 £1,650
Total cost £18,962 £20,858.20
19 April 2012
Note: The person to contact about this report is Wendy Coulter (Town Clerk), Andover Town Council, 66C, High
Street, Andover, Hampshire. SP10 1NG.
Tel: 01264 335592
Distribution: To all Councillors
53