BLETCHINGLEY PARISH COUNCIL MINUTES OF THE MEETING HELD IN THE COMMITTEE ROOMS ON MONDAY 9 SEPTEMBER 2013

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1 BLETCHINGLEY PARISH COUNCIL MINUTES OF THE MEETING HELD IN THE COMMITTEE ROOMS ON MONDAY 9 SEPTEMBER 2013 P R E S E N T S A Ray - Chairman P A Glenn Vice Chair Councillors: A Cock, K Crawley Moore, D Kiss and R Trotman In attendance: Clerk - K. Wantling, CC Windsor, DC Vickers, DC Elias, Mr Wiltshire, Mr Birt and Mr and Mrs Crittenden Residents and Louise Round - TDC Chief Executive 111/13 APOLOGIES FOR ABSENCE Apologies were received and accepted from Councillors Butler and Leonhardt, DC Black, PC Bennett and PCSO Wells. 112/13 DECLARATIONS OF INTEREST Cllr Trotman would leave the room for item relating to Grange Meadow Insurance as a result of a disclosed Pecuniary Interest as a result of being a Trustee of Grange Meadow. 113/13 MINUTES The minutes of the Full Council meeting held on 8 th July 2013 were approved and signed by the Chairman. The minutes of the Planning Committee meeting held on 27 th August 2013 were approved and signed by the Chairman. The minutes of the Planning Committee meetings held on 29 th July 2013 and 12 th August 2013 had already been signed at previous Planning Committee meetings. 114/13 RESIDENTS REQUESTS Cllr Cock commented that there were still issues in relation to sunken drain covers on the A25 near the Stychens Lane junction. Cllr Trotman reported on the overgrown vegetation restricting access to push chairs etc along the pavement between Nightingale Way and Coldharbour Lane. IT WAS AGREED THAT the Clerk would report this to TDC/SCC. Cllr Crawley-Moore raised a complaint against parking on the grass verge/pavement on the A25 junction with Rabies Heath Road resulting in obstruction of the sightline of vehicles trying to access the A25 from Rabies Heath Road. Following a discussion, IT WAS AGREED THAT the Clerk would write to Highways with a copy to the Police requesting that they look into this. A resident asked if the Parish Council could assist with getting a resident in Barfields to ensure that their hedge was appropriately cut so as to no longer restrict the width of the pavement. Following a discussion, IT WAS AGREED THAT the Clerk would initially write a letter to the resident requesting that the hedge is appropriately cut. 115/13 INTRODUCTION BY TDC CHIEF EXECUTIVE MS LOUISE ROUND Ms Round was welcomed to the meeting. She introduced herself and explained that she wanted to work with parishes to achieve the best outcome for residents. As well as going round to introduce herself at Parish Council meetings, a meeting had been arranged for all Clerks on the 26 th September and a seminar for up to 2 Councillors 1

2 from each Parish to meet at the TDC Offices on the 10 th December /13 REPORT FROM COUNTY AND DISTRICT COUNCILLORS CC Windsor read from a written report. This covered: (i) parking review issues particularly around Barfields and the adjoining roads; (ii) funding for local Highways Work up to 5k for community enhancement and 5k towards items covered under the Highways Localism initiative, both to be shared with Godstone and Nutfield; (iii) Road Maintenance recent notifications of temporary road closures to enable highways maintenance work such as resurfacing; (iv) Pavement gritting the winter maintenance scheme being discussed by the Parish Council. The Local Committee are helping to fund the equipment for this scheme. (v) Traffic Monitoring request for a new speedwatch location in the new 30mph speed limit stretch on the approach to Bletchingley from Godstone. (vi) Notification of meeting on 12 September at TDC Offices where Tandridge Councillors will be discussing the report produced giving details of the number of homes that should be built in Tandridge over the next 18 years. Cllrs will also be deciding whether to approve a review of the Core Strategy. DC Vickers stated that the Redhill Aerodrome application had been rejected by TDC. An appeal had been lodged with the Secretary of State which will be heard at a Public Inquiry probably in the New Year. DC Elias reported that recycling rates were currently at 59%. Some of the recent collection issues had been as a result of breakdowns. There was also a problem with the electronic notification system for missed collections. The Chairman commented on recently missed collections in Whitehill. DC Elias stressed that any missed collections need to be reported. CC Windsor left the meeting. 117/13 POLICING ISSUES an update on progress The Chairman read from the report for 12/08/13 to 06/09/13 provided by PCSO Wells in her absence. There were 16 reported crimes as opposed to 18 for the same period last year. These were: theft of vehicles, theft from vehicles and damage to vehicles, burglary of dwellings, criminal damage to property and vehicles, theft of a motorcycle, theft of pheasants, assault, drink driving and possession of drugs. It was thought that the reports were more serious this year than last year. DC Vickers, DC Elias and Ms Louise Round left the meeting. 118/13 WINTER MAINTENANCE UPDATE The Clerk updated on the scheme which now had funding for the equipment from the Tandridge Local Committee through CC H Windsor. The equipment was scheduled to be delivered in October. (i) To agree costs required to prepare storage location. The Clerk had received 3 quotes for the work. 2 only included the vegetation clearance, whilst the third included the fencing as well. Following a discussion, IT WAS RESOLVED THAT the quote from Nick Dance for 330 plus VAT to clear the vegetation etc away, close board fence the roadside end and renew the close mesh fencing by the gate, and remove any lower tree limbs which would obstruct the machine being used to lift the salt into the storage area. It was also agreed that housing of the equipment would be considered at a later stage once the equipment was 2

3 in situ and details of what would fit could be ascertained. (ii) To agree suggested location routes. The suggested priority routes to start would be the High street from Overdale to the Plough and then via the bus stop to the school, which was especially important due to the defibrillator being housed there. Secondary routes would then be to link the larger population centres to the High Street, eg, Barfields, Clerk s Croft, Coneybury, Nightingale Way, Stychens Lane, Town Mead and Rabies Heath Road. All these were open to amendment if necessary. Following a discussion, IT WAS RESOLVED THAT these initial routes be agreed, subject to the right to ament them if appropriate. (iii) To agree publicising methods for recruiting volunteers. Following a discussion, IT WAS RESOLVED THAT the Clerk and Cllr Tarrant would head the scheme. Volunteers would be recruited using publicity material suggested by TDC for the recruitment of Snow Angels. This would be publicised in the Parish Magazine, on the website and in the local papers. 119/13 MATTERS AND ACTION POINTS ARISING FROM THE MINUTES The Clerk s report was noted and items requiring comment were on the agenda. 120/13 CURRENT PLANNING ISSUES 10.1 TA/2013/1135 The Limes, 86 High Street, Bletchingley, Surrey, RH1 4PA Conversion of garage and store rooms into habitable accommodation (WS) RESOLVED: No objection Any other current planning matters discussion only. The following applications were determined by the Chief Planning Officer for the period ending 28 th August TA/2013/741 - The Red Lion, Castle Street, Bletchingley RH1 4NU - Erection of sun lounge/pavilion to rear of public house. APPROVED (FULL) TA/2013/852 - Land to R/O Whyte Harte Hotel, High Street, Bletchingley RH1 4PB - Erection of 4 attached dwellings, with associated car parking and landscaping. WITHDRAWN/SUBSTITUTED TA/2013/875 - Great Common, Big Common Lane, Bletchingley, Surrey RH1 4QE - Conversion of loft to habitable accommodation, formation of 1 x dormer window to northwest roof slope, 3 x dormer windows to southwest roof slope and 1 x roof light window to northeast roof slope. (Certificate of Lawfulness for a Proposed Use or Development). CLOPUD - PP NOT REQUIRED 121/13 REPORTS FROM AREAS OF RESPONSIBILITY 1. Affordable Housing Cllr Trotman reported on the tour on the 27 th August 2013 of the suggested sites with Mona Johansson of Surrey Community Action, Nick Hughes of English Rural Housing, Geraldine Keeping, the TDC Housing Enabling Officer, Cllr Kiss and himself. The sites consisted of 9 previously visited sites, plus a further 5 which were added following the public consultation meetings. Each site was discussed using the same agreed check list. Mona Johansson has produced a draft report following the site visit which is currently being agreed. Each site will be marked against a Red, Amber or Green status. Once the report is finalised Geraldine Keeping will forward it to the Planning Department for their planning related comments. Initial views are showing the initial 2 suggested sites as still being possible, along with a further 2/3 others which may be appropriate. Cllr Kiss and Trotman were 3

4 thanked for their work so far. The report would be published as soon as possible but that there would be at least a 2 week delay due to holidays. 2. Adult Education Centre Cllr Crawley Moore confirmed that the Adult Education Centre would not be used by the Adult Learning Department. The current East Surrey College Lease is believed to run out in July/August. Cllr Cock reported that the Youth Development courses are still running in the main building. 3. Allotments/Stychens Lane Playground (i) To confirm that the allotments can be opened out to residents in adjoining parishes. The Clerk confirmed there were still 5 vacant plots on the Little Common Lane Site and no one on the waiting list for this site. Following a discussion, IT WAS RESOLVED THAT the allotments could be opened up to residents in adjoining parishes. 1 plot would be held back in reserve for residents. (ii) To consider alternative costs involved with the cutting down of the large hedge at Little Common Lane Allotments (LGA 1972 s111). The Clerk confirmed she had obtained alternative quotes for a tractor to just cut the top and sides of the hedge and the contractor would then follow with the usual cut to clear up and cut areas that the tractor has been unable to get to. Following a discussion, IT WAS RESOLVED THAT the quote from Nick Dance for 170 plus VAT was agreed as he was already familiar with the hedge as he was currently responsible for maintaining the Barfields side of the hedge. (iii) To agree the costs incurred for the Allotment Cup Competition for 2013 (LGA 1972 s145). These had already been paid for by Cllr Leonhardt. The costs of were made up as follows: Judging fee for Thea Pitcher (including signed memorabilia) and the Engraving charge for the winner s cup The prizes were awarded to: 1 st prize Barbara Kingsley (Little Common Lane) - Certificate of Merit plus Signed copy of Alan Titchmarsh Book; 2 nd prize Linda Jessup (Little Common Lane) - Certificate of Merit plus a Signed card from Christine Walkden; 3 rd prize Nigel and Angela Price (Stychens Lane) - Certificate of Merit plus a Signed card from Alan Titchmarsh. (iv) To update on flytipping of paint onto the Whitepost Field. The Clerk reported on the flytipping and the subsequent tipping over of the water containers. All had been reported to the police and TDC. (v) To report on the vandalism at the Stychens Lane playground and discuss possible replacement of the roundabout. The Clerk confirmed that TDC had ordered the replacement chains and seats for the vandalised swings. In relation to the roundabout, a complaint had been raised about splinters from the wood. The playground inspectors used by TDC would review this at their next site visit following the report and would report back to TDC with suggestions. Following a discussion, IT WAS RESOLVED THAT the Parish Council would await the outcome of the report before making any decisions on the future of the roundabout. A letter had also been received from a tenant on the Stychens Lane allotment site suggesting that their produce was contaminated as a result of the Old Works. The Clerk confirmed that she was still trying to contact the Environmental Officer at TDC. The insurers had also been contacted and had requested all correspondence, together with a history of the site and what had been done since the allegation. Following a discussion, IT WAS AGREED THAT the Clerk would await the outcome of the insurer s advice as well as that from Rob Ivens of TDC before responding formally to the tenant. In light of the history of the field as allotments and grazing since the war, it was not 4

5 believed that soil contamination from the Old Works was the cause of the sickness reported by the tenant. In light of the resident s present waiting to hear the outcome of the discussion on Tilgate Common, the Chairman agreed to bring item Tree Wardens forward. 13. Tree Wardens To consider undertaking clearance of the Tilgate Common undergrowth to open the area out and subsequent necessary remedial tree work and the associated costs for the work (Open Spaces Act 1906 s10; LGA 1972 s144) The residents present complained about the overgrown nature of the Common and the size of the trees which were overshadowing their properties. Other complaints had also been received about the height of the trees. The Clerk reported on a site visit with Cllrs Tarrant and Butler to discuss possible clearance work. The proposal was to clear the undergrowth from the whole of the Common, using a flail mower, leaving a 5 metre vegetation boundary at the back of adjoining properties for their security. Scrub growth would also be cleared out. Once this work had been done, a further site visit would be undertaken to assess the tree work required. Two quotes had been received, one for 725 all inclusive and the 2 nd for 320 to clear the brambles a further quote would be required for the clearance of the undergrowth (all plus VAT). Following a discussion, IT WAS RESOLVED THAT the all inclusive quote of 725 plus VAT would be accepted. Residents around Tilgate Common would be notified of the work once a date was agreed. Once the work was completed, a further site visit would be arranged to ascertain the costs for the resultant tree work. Quotes would also need to be obtained for the ongoing maintenance of the area to keep the site open in the future. The residents thanked the Parish Council for their action on this matter. The residents left the meeting. 4. CCTV (Local Government and Rating Act 1997 s31). To sign a single year on year maintenance agreement (June 2013 to May 2014) which for the first year is included in the Purchase Price. The Chairman reported that there was an option to sign a longer fixed agreement however suggested it would be prudent to complete the first year before finalising anything going forward. IT WAS RESOLVED THAT the single year on year maintenance agreement was signed. The camera at the Whyte Harte would remain in situ for the present time. 5. Cemetery (i) To consider setting aside a specific location for the burial of ashes only and agree the relevant charges for the same. Following a discussion, IT WAS RESOLVED THAT a designated area be set aside for burial of ashes and the proposed fees be agreed as per the Clerk s Report. (ii) To confirm purchase of right of burial for plots P7 and P8 and subsequent burial in Plot P7 for Theobald. THE ABOVE WAS AGREED. (iii) To confirm single burial in previously purchased plot N38 for Colgate. THE ABOVE WAS AGREED. (iv) To confirm 2 nd burial in plot AA4. THE ABOVE WAS AGREED. (v) To confirm purchase of right of burial for plot P9 and subsequent burial for Hill. THE ABOVE WAS AGREED. 5

6 6. Community Speedwatch Nothing to report. 7. Footpaths and Bridleways The Temporary Stopping Up Order 2013 for footpaths 163 and 628 was acknowledged. Cllr Tarrant reported that there was a small access gap beside a padlocked gate on the footpath at the bottom of Coldharbour Lane. 8. Minerals/Environment Cllr Butler s report was noted. Dust Sub Committee meeting on 23/09/13; Full Liaison Committee meeting on 30/10/13; TAG meeting still to be arranged. Still awaiting news from the Dept. of Transport via local MPs of any progress towards the proposed improved M25/23 junction. 9. Neighbourhood Watch Cllr Tarrant reported that D Turner was in the process of arranging supper dates with the NW Co-ordinators. 3 areas remain without a designated rep. Fly tipping seems to be prevalent at the moment and all need to be vigilant and report any incidents of fly tipping. 10. Sports Association To confirm the renewal of Grange Meadow Property Owners Liability Insurances for 2013 at a cost of 420 plus insurance premium tax (LGA 1972 s111). Cllr Trotman s declared a Disclosable Pecuniary Interest in the above matter, the nature of the interest being that he is a Trustee of Grange Meadow. In accordance with the Council s Code of Conduct, he left the meeting whilst the matter was being discussed and voted upon. Cllr Trotman left the meeting. The Clerk confirmed that all details of the insurance remained the same as with previous years and the premium had not changed. IT WAS RESOLVED THAT the insurance be renewed. Cllr Trotman was called back into the meeting. 11. Street Lighting Nothing to report. 12. Transport Cllr Glenn stated that the report produced by GACC (Gatwick Area Conservation Campaign) for the Airports Commission comments on all the Gatwick proposals. It is not expected to be available until the end of the year. Comments on the draft are requested by 26 th September. Cllr Glenn suggests waiting for the final proposal before commenting. A recently published news article highlighted the need for a new town if a 2 nd runway is built at Gatwick. (i) To agree to 2 Cllrs attending the GACC seminar re a new runway at Gatwick at a cost of 12 per person (LGA 1972 s111). Following a discussion, IT WAS RESOLVED THAT Cllrs Butler and Glenn would attend and report back. (ii) Tandridge HGV Study information gathering exercise about concerns/issues re HGV use of local roads in Bletchingley. Following a discussion, IT WAS RESOLVED THAT all Cllrs would forward any comments to the Clerk to collate. The entrance to Cormongers in relation to late opening times of the quarry and parking of HGV s in layby s were two issues identified immediately. 13. Tree Wardens The Parish Council acknowledged the Notification of a Tree Preservation Order in respect of land east of Little Common which had been received by the Parish Council as communication from TDC because it may affect Parish property of Stychens Lane playground and field. It was agreed that there was no need to comment. 14. Village Hall / Community Centre There were concerns that there had still not been a meeting organised of the Village Hall Management Committee Cllr Trotman would raise this concern with the Chairman, D Hale. It was noted that a rat had been seen outside the premises. 15. Website Nothing to report. PG/ AB All RT 6

7 122/13 FINANCE 12.1 To consider renewal of Parish Council annual subscription to Open Spaces Society for 45 (Open Spaces Act 1906) IT WAS RESOLVED to renew the membership The following September payments were sanctioned, cheques and stubs signed. The first 3 DD below had already gone through the bank in August and were only shown for completeness, but not included in the total for September. DD Telecoms DD Plusnet plc DD British Telecommunications Bletchingley Village Hall Mrs K Wantling HM Revenue & Customs Only Simon Court SLCC Enterprises Ltd BDO LLP Open Spaces Society CBC UK Limited Cardiac Science DA Landscaping DD Telecoms Consortium DD Plusnet plc DD British Telecommunications DD Telecoms Consortium To consider the Parish Clerk s pay increase of 1% with effect from 1 April 2013 as per the 2013/14 National Salary Award for Local Council Clerks. The Clerk left the meeting while the matter was discussed. RESOLVED As it was nationally agreed, the increase was approved. The Clerk returned to the meeting To confirm Clerk s attendance at Clerk s Networking Day on 8/11/13 at Crowborough Community Centre, Pine Grove, Crowborough, TN6 1FE at a cost of 50 plus VAT plus travel expenses. (LGA 1972 s111) RESOLVED Approved. 123/13 CONCLUSION OF AUDIT FOR YEAR ENDED 31 MARCH 2013 The Parish Council confirmed receipt of the Notice of Conclusion of Audit and acknowledged that no issues were raised by the external auditors. Cllr Cock and the Clerk were thanked for their work in achieving the above. 124/13 CORRESPONDENCE RECEIVED 14.1 To agree who will attend the seminar arranged by the Chief Executive of TDC 7

8 for Parish Councillors on Tuesday 10 December 2013 at 6pm in the Council Chamber at TDC offices. Following a discussion, IT WAS RESOLVED THAT the Chairman and Vice Chairman would attend. Cllr Kiss confirmed he would also like to attend if space was available To consider whether any additional response is necessary to the TDC Community Infrastructure Levy Draft Charging Schedule Consultation. Following a discussion, IT WAS RESOLVED THAT as the Parish Council had previously submitted a response on this, and there were no major alterations to the revised document, there was no need to submit a further response To consider a request from Surrey Crimestoppers for a grant for 2013/2014 (Local Government and Rating Act 1997 s31). Following a discussion, IT WAS RESOLVED THAT a grant of 50 be agreed. 125/13 MATTERS FOR REPORTING OR INCLUSION ON FUTURE AGENDA The Clerk would make enquires of the Footpath Warden as to whether some form of barrier could be installed at St Mary s Walk to stop horses and bikes using the walk through. 126/13 DATE OF NEXT MEETING Planning Committee Meeting 30 September 2013 Full Council Meeting 14 October 2013 The Chairman closed the meeting at pm 8