BLETCHINGLEY PARISH COUNCIL MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE BLETCHINGLEY COMMUNITY CENTRE ON MONDAY 13 MARCH 2017

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1 BLETCHINGLEY PARISH COUNCIL MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE BLETCHINGLEY COMMUNITY CENTRE ON MONDAY 13 MARCH 2017 P R E S E N T S A Ray Chairman P Glenn Vice Chairman Councillors: L Baharier, A Butler, A Cock, D Kiss, L Sherlock, P Tarrant and R Trotman In attendance: Clerk - K. Wantling, CC Windsor, DC Black, DC Elias, D Vickers, D Turner (Neighbourhood Watch). 31/17 APOLOGIES FOR ABSENCE Apologies were received from PCSO Seymour and Norman. 32/17 DECLARATIONS OF INTEREST Cllr Trotman declared a Disclosable Pecuniary Interest in relation to item no 9.8 in that he is a Trustee and Member of the Sports Association. He would leave the meeting when this item was discussed. Cllr Baharier declared a Perception of Bias in relation to item 9.8, the nature of that Bias being a member of the Sports Association. She would leave the meeting when this item was discussed. Cllr Sherlock declared a Disclosable Pecuniary Interest in relation to planning application TA/2017/348, the nature of that interest being a neighbour. She would leave the meeting when this item was discussed. 33/17 MINUTES The minutes of the Full Council meeting held on 13 th February 2017 were approved and signed by the Chairman. The minutes of the Planning Committee meeting held on 27 th February 2017 were approved and signed by the Chairman. 34/17 RESIDENTS REQUESTS Cllr Butler thanked those responsible for cleaning the bollards on the A25 through Bletchingley and Nutfield. Cllr Baharier had received a complaint about the condition of footpath 154 being very muddy and difficult to access for one of the residents living along the path. IT WAS AGREED THAT the Clerk would report this to SCC Footpaths. Cllr Tarrant reported on the sunken manhole located on the corner of Rabies Heath Road and the A25 by the bus stop. IT WAS AGREED THAT the Clerk would investigate and report the issue to SCC Highways. Cllr Cock complained about the noise from the loose manhole cover which had recently had the surrounding tarmac resurfaced at the junction of Stychens Lane and the A25. The noise was generated every time a vehicle passed over it. IT WAS AGREED THAT the Clerk would report this to the contact she had at Southern Water following the previous repair. Cllr Trotman enquired as to whether anything could be done to improve the look of the tree stumps at the junction of the A25 with Castle Square. Following a 1

2 discussion, IT WAS AGREED THAT this matter would be reviewed in a couple of months time. DC Black confirmed that the signs on the boarded up windows at the Prince Albert had been reported as a possible planning contravention to the TDC planning department. 35/17 REPORT FROM COUNTY AND DISTRICT COUNCILLORS CC Windsor confirmed that she would investigate the issues surrounding the footpath 154 previously raised under resident s requests. The pending street lighting changes were subject to review. Queries in relation to Outwood Lane and Little Common Lane lights had been raised as to whether they were planned to be left on, like the A25. Other lights in Bletchingley were scheduled to be turned off at 12 midnight until 5am. Possible payment options were being considered by some parishes where a need to keep them on was being requested. Any potholes that CC Windsor came across were being reported directly. Anyone else was encouraged to do the same using the SCC online reporting system. DC Black reported on complaints received about the palettes outside no 4 Godstone Road which have been in situ on the grass verge for some time now. Following a discussion, IT WAS AGREED THAT the Clerk would make a personal approach to the resident asking for the items to be removed. 36/17 POLICING ISSUES an update on progress No new reports were available in the absence of the PCSOs. Cllr Baharier reported on the recently attended SSALC Spring Conference where Surrey Police had been in attendance. It was reported that PCSOs were to be given a larger area to cover and more use was to be made of volunteers to improve presence, although they would have no police powers. 37/17 MATTERS AND ACTION POINTS ARISING FROM THE MINUTES The Clerk s report was noted and items requiring comment were on the agenda. CC Windsor, DC Black, Elias and Vickers left the meeting. 38/17 CURRENT PLANNING ISSUES Cllr Sherlock declared a Disclosable Pecuniary Interest in relation to planning application TA/2017/348 the nature of the DPI being that of a neighbour. In accordance with the Council s Code of Conduct, she left the meeting whilst this matter was being discussed and voted upon. 8.1 TA/2017/348 - Sunnybank, Castle Street, Bletchingley RH1 4QA - Erection of single storey extension to north elevation. (Certificate of Lawfulness for a Proposed Use or Development) (JH) RESOLVED No objection. Cllr Sherlock returned to the meeting. 8.2 TA/2017/355 - Telecommunications Mast , Bletchingley Road, Nutfield RH1 4HN - Removal of the existing metre high Phase 1 monopole, installation of a 14 metre high Phase 5 monopole and a Pogona cabinet, measuring 1230 x 400 x 1032mm, located at ground level, and associated development. (WS) 2

3 RESOLVED No objection. 8.3 TA/2017/ Clerks Croft, Bletchingley, RH1 4LH Erection of single storey rear extension in association with part conversion of existing garage to habitable accommodation and alterations to fenestration (Amended Plans) (JH) RESOLVED No objection. 8.4 Goods Vehicle Operators Licence Application - 1 Orchard Cottages, North Park Lane, Godstone RH9 8ND. RESOLVED Insufficient information to be able to comment. 8.5 Any other current planning matters discussion only. The following appeal has been DISMISSED: TA/2016/516 - Five Acres, Little Common Lane, Bletchingley Formation of a two storey rear extension. The following applications were determined by TDC Delegated Action. TA/2017/6 - Highfields, Big Common Lane, Bletchingley RH1 4QE - Demolition of existing conservatory. Two storey side extension to ground floor and basement level incorporating integral garage. Approved. TA/2016/ Tilgates Cottages, Little Common Lane, Bletchingley RH1 4QF - Erection of driveway to front of property including new fence, retaining walls and steps. Refused TA/2016/ Devon House, Rabies Heath Road, Bletchingley RH1 4LX - Demolition of existing conservatory. Erection of part single/part two storey side and rear extension. Erection of new roof to front and rear elevations incorporating second floor rear Juliet balcony in association with conversion of loft space to habitable accommodation. Approved. TA/2015/1981/Cond1 - Land at Coneybury, Bletchingley RH1 4PR - Details pursuant to condition 4, 7 and 8. Approval of details TA/2017/B/32 - Full Plans - Molendor, Rabies Heath Road, Bletchingley, Surrey RH1 4LZ - Single storey rear extension and internal alterations. Conditionally approved TA/2017/B/115 - Full Plans - Kennels Farmhouse, Outwood Lane, Bletchingley, Surrey RH1 4NJ - Removal of conservatory and construction of rear extension. Approved. TA/2017/B/155 - Full Plans - Kennels Cottage, Outwood Lane, Bletchingley, Surrey RH1 4NJ - Single storey rear extension and single storey front extension. Approved. 39/17 REPORTS FROM AREAS OF RESPONSIBILITY 1. Allotments/Stychens Lane Playground/Fields Nothing to report. 2. CCTV Nothing to report. 3. Cemetery To confirm transfer of Exclusive Rights of Burial effected by Statutory Declaration in preparation for burial of ashes and placement of tablet in D187. IT WAS RESOLVED THAT Formal approval was noted. 4. Community Speedwatch The weather had hampered recent attempts at speedwatch sessions. More volunteers were required. 5. Footpaths and Bridleways Nothing to report other than the previously reported footpath 154 issue. All 3

4 6. Minerals/Environment The Clerk would forward a copy of the installed monitor to Cllrs. Cllr Butler would check if Leon Hibbs would be interested in attending the Annual Parish Meeting to answer any questions on Air Monitors etc. 7. Neighbourhood Watch D Turner briefly updated on a recently attended Tandridge District Neighbourhood Watch Steering Group meeting she attended. All Neighbourhood Watch Representatives had been sent a questionnaire which had unfortunately resulted in 5 volunteers leaving. There were no 11 gaps in representatives around the village. Suggestions were made as to how to get people interested in becoming a representative 8. Sports Association - To provide an update on the Sports Pavilion Future. The Chairman reported that the Village Hall Management Committee had decided that they were not interested in managing any additional facilities. A meeting with members of the Outdoor Fitness Training ( OFT ) Group, Cllr Trotman and the Chairman had taken place on Saturday to try to understand the issues surrounding the Sports Pavillion use. This meeting and a subsequent meeting on Monday evening with an OFT member and Mrs O Sullivan, and the Chairman had been positive and an understanding of circumstances was achieved. DC Black and Elias had also been able to join in the latter meeting. A copy of the detailed OFT plan and financials was still requested and hoped to be available within the next week or two. Cllr Trotman left the meeting as a result of his declared Disclosable Pecuniary Interest in relation to item no 9.8 in that he is a Trustee and Member of the Sports Association. Cllr Baharier left the meeting as a result of her declared Perception of Bias in relation to item 9.8, the nature of that Bias being a member of the Sports Association. It was acknowledged that the Sports Association were in financial trouble. The Chairman noted that the Sports Association were investigating all options, including use by football clubs and other users. The Sports Association was currently made up of members of the Bowls Club, Rifle Club, Model Car Racing and 3 Trustees. There were currently no representatives for the Sports Pavillion. The Chairman reported that the Trustees had financially been personally backing the shortfalls for a number of years and that this could not continue. The Sports Association preference was for multiple users with a manager/booking secretary to manage the Sports Pavillion. The Chair stated that while noting that this would reduce the potential risk of one Club defaulting, she was concerned about the potential additional costs required to manage the facility as a hire venue to multiple users. She also reported on the option by OFT who advised that they were prepared to pay for 6 months to a year s rent/rates in advance. The Chairman suggested that the Parish Council could offer financial support while the Sports Association found a viable long term resolution. Following a discussion, IT WAS RESOLVED THAT the Parish Council would offer to pay the TDC fee of 2, minus VAT ( 2,100) for the rental of the Sports Pavilion for the next year on the basis that any funds received for subsequent rentals are to be paid back to the Parish Council. The Chairman, Cllr Ray would also continue to be involved as a Parish Council neutral member in order to help the Sports Association in their decision making. It was also to be stressed that this was a one off payment to help resolve the short term situation. In the long term, the Parish Council working group will look into the viability of the long term take -over of AB All 4

5 the facilities. Cllr Tarrant offered his support as substitute should the Chairman be unable to attend any meetings. Cllrs Trotman and Baharier were called back into the meeting. The Chairman updated them on the decision just taken. To consider a response to ed correspondence relating to the Sports Association and Grange Meadow. The Chairman reported that in the earlier meeting with the OFT member and Mrs O Sullivan that many of the issues in the letter had been explained. IT WAS RESOLVED THAT the Chairman would draft a letter for the Clerk to send confirming that the matter was being progressed and looked into further. 9. Street Lighting Nothing to report. 10. Transport (i) To consider whether a response is necessary to the proposed amendment to Biggin Hill Airport s Supplementary Consultation on the new landing system for Runway 03. Cllr Glenn confirmed that the proposed route for landing when flying into an easterly wind is located to the north of the M25. IT WAS RESOLVED THAT The Parish Council had no objection to the proposed route. (ii) To update on Gatwick Airport s Noise Management Board and to consider a response to the e mail of 24 February 2017 from Plane Wrong. Cllr Glenn reported that she had suggested via the Community Forum that the Noise Management Board look at the composition so that it includes representation from Landing and Take Off. In relation to Plane Wrong initially only route 4 had been represented. Following a discussion, IT WAS RESOLVED THAT the Parish Council would await a response from the Noise Management Board as to representation before making any response if appropriate. 11. Tree Management Cllr Tarrant briefly updated on a recently received Tree Warden booklet, which contained useful information on trees in Surrey. A query was made in relation to why the Cedar of Lebanon at Clerks Croft had no TPO. Following a discussion, IT WAS AGREED THAT The Clerk would apply for a TPO be placed on the tree. 12. Village Hall/Community Centre Cllr Baharier confirmed that 120 chairs are to be ordered for the Village Hall. An approach would be made to the Trustees to fund the purchase of new chairs for the Community Centre. Evening and Weekend bookings were very positive in the Village Hall. 13. Website Nothing to report. 40/17 FINANCE 10.1 To approve payment for affiliation fee to Surrey Playing Fields for 2016/17 in the amount of 10. RESOLVED Approved To approve March accounts for payment. RESOLVED The March accounts were approved for payment. Cllrs Tarrant and Cock signed the invoices and the Chairman signed the reconciled bank statements and Cllr Kiss authorised the electronic payments. EP Mrs K Wantling (Salary) EP HM Revenue & Customs Only (Salary) SAR 5

6 DD NEST (Salary Pension) EP Viking Direct (Stationery) EP Surrey Playing Fields (Subscriptions) EP SSALC Limited (Training) EP Linda Baharier (Misc) EP Nick Dance (Highways & RofW) EP DA Landscaping (Cemetery) DD Plusnet (Telephone/Broadband) DD British Telecommunications (Telephone/Broadband) DD Telecoms Consortium (Telephone/Broadband) , To review Effectiveness of Internal Controls. The Clerk had produced a Statement of Internal Controls for the year ended 31 March 2017 together with a Statement of Annual Review of the same. Following a discussion, IT WAS RESOLVED THAT The Statement of Annual Review of Effectiveness of Internal Controls is considered and approved by Bletchingley Parish Council as a true statement of the controls which have been in place for the year ended 31 March To review bids received for contracts for work around the village and agree contractors. The Chairman outlined the details of the 2 quotes that had been received following going out to tender to a total of 11 contractors, details of which had been obtained from recommendation from other Tandridge parishes and District Cllrs. The bids had been opened in the presence of the Chairman and the Clerk. IT WAS RESOLVED THAT the following Lots would be awarded subject to contract and agreement with Contractor 1 on risk assessment and insurance. Lot 1A Contractor Lot 1B Contractor Lot 2A Contractor Lot 2B Contractor Lot 3 Contractor The clerk would need to negotiate details as there were more bollards than originally indicated on the bid form and the clerk would need to confirm which signs are required to be cleaned. Lot 4 Contractor Lot 5 Contractor Contractor 1 was DA Landscaping and Contractor 2 was Nick Dance. 41/17 CORRESPONDENCE RECEIVED The list of correspondence was noted To consider a response to the Tandridge District Open Space, Report and Recreational Study: Village/Parish Council Survey to be completed by 3 April IT WAS RESOLVED THAT Cllr Trotman would complete the survey and return to the Clerk for submission To consider a request for a grant of 250 from Kent, Surrey, Sussex Air Ambulance. IT WAS RESOLVED THAT the Parish Council agreed payment of a grant of 250. RT 6

7 42/17 MATTERS FOR REPORTING OR INCLUSION ON FUTURE AGENDA Cllr Baharier confirmed she had sent a note of the SSALC Spring Conference attended on 02 March Cllr Cock requested that the lorry park between Godstone and Bletchingley be added to the next agenda. 43/17 DATE OF NEXT MEETING Planning Committee 27 March 2017 Full Council Meeting 10 April 2017 The meeting closed at