Agenda and draft minutes

The meeting was held virtually, and the Chairperson welcomed all representatives in attendance to the meeting.

Apologies for absence were received as set out above.

To receive any disclosure of interests from Councillors or Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests (DPIs), other registerable interests (ORIs) and non-registerable interests (NRIs) in accordance with the Council’s Code of Conduct.

There were no declarations made at this meeting.

(i)             Arts Programme

          Councillor Read asked about the absence of the Arts                                 Programme report from the agenda, as a progress report for                              February had been received.

          Emalene Hickman, Culture and Creative Sector Development Officer at     Winchester City Council stated that good progress was being made,    with most artists appointed and engagement on site was underway.       Workshops were due to commence during March and April.

          Councillor Crichton queried the lack of consultations with Newlands           Parish Council, noting that previous reports mentioned the community           group but not the parish council. In response, it was clarified that       community engagement was in its early stages, with initial           conversations focusing on existing community activities, and a specific      session with the parish council could be arranged in due course. It was          noted that the Arts Programme would be considered at the next   meeting, and at subsequent meetings as and when required.

(ii)           Other Matters

          Councillor Crichton raised concern about the absence of Grainger   representatives, given several items related to their report. The           Chairperson acknowledged this disappointment and suggested     discussing the report, with any urgent points for Grainger to be followed     up in writing by the Chair.

                     RESOLVED:

                               That the minutes of the previous meeting, held on 29                       October 2024, be approved and adopted.

To receive and note questions asked and statements made from members of the public on general matters of interest and/or matters relating to the work of the Forum. This period is for a maximum of 10 minutes.

NB members of the public are required to register with Democratic Services three clear working days before the meeting (see below for further details).

No members of the public were present to make representations.

The Forum referred to the update report that was circulated with the agenda pack for information and comment. It was reiterated that Grainger representatives had been unable to attend this particular meeting.

Members raised a number of matters on the report as summarised below:

(i)             Councillor Crichton raised concerns regarding the lack of indication about the district centre, particularly the community centre. Concern was also noted regarding the lack of information on the health centre.

(ii)            Further concerns related to Grainger's intention to retain control of the allotment/cultivation plots and lease them, questioning the compatibility with the Section 106 agreement. The complexity of the Section 106 agreement due to delays with the deed of variation was highlighted. Councillor Crichton suggested that Grainger's position regarding asset transfers to the Parish Council appeared to be influenced by local government reorganisation.

(iii)          Councillor Read sought confirmation on the timeline for infrastructure work in Phase 4, aiming for Summer 2025. A question was raised about the southern access point's crucial role in opening the south of the site, noting the original plans for development traffic.

(iv)          The Chairperson expressed concern that the update from Grainger referred to discussions with planning officers at both Winchester and Havant, suggesting that no further consultation on the Town Centre was needed. Disagreeing with this view, the Chairperson advised that he discuss this matter further with Grainger

(v)           Councillor Crichton highlighted frustrations over the lack of Joint West of Waterlooville MDA Planning Committee meetings. Havant Borough Council had advised of a possible meeting for the Blue Star site, which could impact traffic in the development area. The Chairperson agreed to follow up on this.

In response, Louise Weaver (Havant Borough Council) noted that the authority felt councillors should be updated on the original consultation for the local centre plans, suggesting some level of consultation was needed.

In addition, Julie Pinnock (Winchester City Council) stated that the case officer was currently on leave but hoped there would not be a view that no consultation was needed and would follow up.

It was anticipated that a Joint West of Waterlooville MDA Planning Committee meeting would take place this year for Proxima Park - plot 500 (Winchester) and Phase 8 (Havant). The Chairperson reiterated Winchester's policy generally supports consultation on major developments affecting communities and this would be reported back to Grainger. Councillor Crichton clarified that the previous consultation on the district centre was two to three years ago, with a different concept now being considered following a visit to a community centre in Eastleigh. The importance of understanding what Grainger means by consultation was highlighted, with Winchester favouring pre-consultation. The increasing number of questions from residents about the lack of facilities was noted.

Councillor Read highlighted the importance of the Joint West of Waterlooville MDA Planning Committee for applications of shared responsibility between authorities to avoid mismatched developments. The synergies between the Village Centre and the Waterlooville Town Centre regeneration were noted, emphasising the need for Havant Councillors' involvement. The  ...  view the full minutes text for item 6.

The Chairperson welcomed Wayne Layton and Laura Jones (Havant Borough Council) to the meeting who gave a presentation which provided an update of previous work, including the pop-up shop scheme, work with the Waterlooville Business Association, street art, and events. The next phase, following council budget approval including around £150,000 for public realm improvements, was considered.

It was reported that public consultation through the master plan project indicated a desire for proper regeneration and an improved public realm. Initial designs suggested a need for approximately £800,000 for improvements between the bandstand and the new Exchange restaurant. A positive response from landowners had been received, anticipating potentially exciting news regarding new businesses. The investment was seen as sending a strong message about the importance of the High Street. The quick win initiatives had created a buzz, but significant public realm improvement was crucial, working with Hampshire colleagues.

Laura Jones outlined the design process, noting clear messages from public consultation for more green spaces, seating areas to encourage dwelling and use of retail, maintaining the market, and allowing events. Four initial design options were developed, with a fifth amalgamation. The focus was on the area from the bandstand to the Exchange, as the paving towards the heroes was relatively new. Face-to-face and online consultation (via Go Vocal) had been conducted, with the online consultation ending on 28th February. 43% of respondents favoured one particular option, to be announced soon. A feasibility study would assess affordability, fitness for purpose, future-proofing, and maintenance. Positive feedback from the public was noted, with a public consultation event held in the High Street.

At the conclusion of the presentation, the Forum raised a number of matters which were responded to by the relevant officer’s present on the following points:

(a)       Councillor Harrison welcomed the investment, noting the success of          the vacant shop scheme in boosting confidence for other      businesses. The need to address the appearance of the town centre was highlighted. The investment demonstrated commitment to making      Waterlooville a destination.

(b)           Councillor Crichton thanked officers and previous administration for their work, noting positive feedback from The Exchange. A question was asked about the market's location during and after the improvements. Wayne confirmed that all designs accommodated the market and events in the High Street.

(c)           Councillor Read welcomed the report as a major step forward, seeking clarification on the highway status of the area. It was confirmed that the A3 remained under Hampshire Highways. Councillor Read suggested declassification might be beneficial.

(d)           The market access for vehicles was questioned. Ongoing maintenance was raised as an important consideration.

(e)           Concerns were noted about planting trees in hard landscapes and potential future damage. Officers assured that tree selection would consider sightlines for CCTV to address antisocial behaviour. Community involvement in gardening projects for planters was highlighted, noting the success in the boulevard.

(f)             The Waterlooville Business Association's plans for an "In Bloom" initiative were referenced.

(g)           A question was asked about improving access to the Town Centre  ...  view the full minutes text for item 7.

Councillor Crichton provided an update to the report submitted by Newlands Parish Council and reference was made to the following points:

(a)       Land Transfers and Open Space:

            It was noted that progress on the transfer of land for the play park and          17 acres of Country Park was reported to be getting closer. 

          Councillor Crichton expressed frustration that most items in the report were also listed in the previous report with no progress. He advised         that road adoption and completion in Wellington Park remained unresolved after ten years, mainly due to issues with the Section 104          agreement.

          The ongoing issue of open space in the Havant part of Wellington Park       was noted, with reluctance from Havant Borough Council to take it on       before the Section 104 agreement. The need for Taylor Wimpey to      maintain the space beforehand was highlighted.

          An issue of Taylor Wimpey planting trees over sewage easements near      the old Park Farm stream before Proxima Park needed rectification   before land transfer to Winchester City Council and then to Newlands         Parish Council. Pressure on Taylor Wimpey to address these issues   was requested.

          It was reported that the main outstanding issue regarding land transfer       was Town Park, half in Havant and half in Winchester. The Forum     had previously agreed the whole park should be managed as one by        Winchester. A formal agreement involving both district councils,        Grainger, and Newlands Parish Council was needed to address           management and ownership issues.

          In respect of industrial land in Wellington Park, a planning application           for work on the south plot was believed to be imminent, resetting the     planning permission. The intention was still to develop or sell the land         with extant permission.

          In response, Councillor Harrison asked about progress on the transfer         of the park to Havant, given agreement between the Leaders of Havant    and Winchester. Councillor Crichton suggested a meeting between the       two primary councils and Grainger, with the involvement of Newlands           Parish Council, to formalise an agreement. Options for the Havant part       of the land included remaining with Newlands Parish Council under a           management contract or being transferred. Local Government Reorganisation was noted as a factor, but the importance of resolving        this issue was stressed.

          At the invitation of the Chairperson, Councillor Porter addressed the         Forum as Cabinet Member for Place and Local Plan at           Winchester City Council and agreed that the park issue could be      addressed first by the two authorities. The Section 104 agreement problem was acknowledged as a genuine sticking point, while the   Section 106 variation was being negotiated. The time taken for the           Section 106 agreement was noted, and the Director (Legal) at      Winchester was aware of the need to progress. Councillor Porter     offered to discuss the park issue further with Havant.

          RESOLVED:

                    That the update report be received and noted.

(i)             Public transport:

          Councillor Read raised the potential axing of the Hambledon bus       service (D1/D2), funded by the Section 106 agreement for Newlands,   noting the limited current service. The need to protect local bus       services was highlighted. Councillor Crichton added concerns about        the lack of bus route provision, with the opening of the second primary           school in September and the opening of the link road, Grainger have         been asked of intentions to run a bus route in this area as there were   concerns about the lack of public transport in this area, resulting in higher numbers of vehicular movements. The future of public transport        within the development was a growing issue, particularly concerning           access to the future health centre.

          In response, Councillor Porter informed the forum of over £13 million       coming to Hampshire County Council for bus service improvements,           suggesting councillors contact their county councillor to see if             Waterlooville/West of Waterlooville could benefit. Councillor Harrison welcomed this news, noting previous disappointing attitudes towards    bus provision despite the large population. The need to continue             campaigning for better bus services was agreed.

(ii)           Local Government Reorganisation:

          Councillor Crichton reported on an emergency meeting of southern   parishes to discuss local government reorganisation, agreeing that if     district boundaries were not retained, Newlands should logically        become part of Waterlooville. The Parish Council agreed with this,      subject to resident consultation, and would be willing to become part of           Waterlooville Town Council.

          The Chairperson provided an update on local government reorganisation, noting that parishes should have their say, but the     process was fast and time limited and consultation would need to be      explored. The Chairperson referred to the timeline for the local         government reorganisation submission by the end of the following week. The submission would not include lines on maps at this stage           but would highlight the need for funding regardless of the unitary     structure due to significant deficits. It was noted that the districts were         urging four unitaries rather than three. The crucial role of parishes in       making their views known was emphasised, and Winchester would          consider improving the position of parishes in the event of unitarisation.           Collaboration with Havant on parishing was suggested. The interim   submission was due around 20th March, with the need for collective   agreement to avoid government imposition.

          Councillor Crichton hoped the submission would highlight the outdated        nature of both the local government structure (the last reorganisation being 50 years ago) and the district boundaries, arguing for their        reconsideration. The concept of "splitting" or "chipping" small parts of           authorities for regularisation, such as moving Newlands into     Waterlooville, was mentioned as potentially simpler than major district splits. The argument of doing this on a parish basis was noted.

          Councillor Read reiterated the government's initial stance of there        being no boundary changes. While acknowledging the geographical location of Newlands within Waterlooville, the initial statement on no           boundary changes was recalled. The 500,000 population threshold had           softened, and boundary changes, while requiring a strong case, were    not entirely precluded.

          Councillor Harris informed the forum  ...  view the full minutes text for item 9.