BLETCHINGLEY PARISH COUNCIL MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE BLETCHINGLEY COMMUNITY CENTRE ON MONDAY 13 JUNE 2016

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1 BLETCHINGLEY PARISH COUNCIL MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE BLETCHINGLEY COMMUNITY CENTRE ON MONDAY 13 JUNE 2016 P R E S E N T P Glenn Vice Chairman Councillors: L Baharier, A Butler, A Cock, P Glenn, B Kingsley, P Tarrant and R Trotman In attendance: Clerk - K. Wantling, DC Elias, DC Black, CC Windsor, DC Vickers and D Wiltshire 77/16 APOLOGIES FOR ABSENCE Apologies were received and accepted from the Chairman, and PCSO Seymour. Cllr Baharier had confirmed she would be a little late. 78/16 DECLARATIONS OF INTEREST Cllr Trotman reported that he had a perception of bias in relation to planning application TA/2016/657, the nature of that bias been close friends of the applicant. In accordance with the Council s Code of Conduct, he would leave the meeting whilst this matter was being discussed and voted upon. 79/16 MINUTES The minutes of the Full Council meeting held on 9 th May 2016 were approved and signed by the Vice Chairman. The minutes of the Planning Committee meeting held on 31 st May 2016 were approved and signed by the Vice Chairman. The notes of the Annual Village Meeting held on 16 th May 2016 were not available to be agreed as a true record. 80/16 RESIDENTS REQUESTS Cllr Kiss reported that the red BT telephone kiosk in the High Street was in need of repair. The Clerk would report this to BT. Cllr Kiss reported that a footpath sign was missing/damaged in Stychens Lane. CC Windsor would have a look to confirm location. Cllr Kingsley had received complaints about the overgrown hedge in Barfields belonging to Apple Tree Cottage that was blocking the pavement. It was agreed that the Clerk would write a letter asking the owner to cut the hedge back. Cllr Tarrant had received numerous complaints about the untidy and irregular grass cutting in the village. It was agreed that the Clerk would contact SCC Highways informing them of the complaint. Cllr Trotman noted that there was a potential purchaser for the former Prince Albert pub. D Wiltshire expressed concern about the parking in Barfields following the recent lighting strike which required a number of fire engines on site for about 4 hours resulting in no vehicles being able to leave or access properties further down the road. It was noted that there was nothing that could be done to improve this situation. D Wiltshire reported on the damaged Village Hall sign. It was agreed that the Clerk would obtain quotes to either repair or replace the damaged sign. 1

2 81/16 REPORT FROM COUNTY AND DISTRICT COUNCILLORS CC Windsor reported that PCSO Seymour had received a commendation for her part in the raid in Caterham. The Tandridge Local Committee was due to take place on the 24 th June at South Godstone Sports & Community Centre at am. A petition presented by students of Hawthorns school was due to be presented requesting a reduction of the speed limit in Pendell Road from the junction with Big Common Lane and Little Common Lane to down past the sharp corner by the motorway. DC Black reported on the lamp post nearest Church House being permanently on. The Clerk would report this. Mrs French had been nominated by the NSPCC for a MBE commendation for services to charities in Surrey. It was agreed that Cllr Cock would do a congratulations letter on behalf of the Parish Council. Concern was also expressed about the dead oak in the island by Boterys Cross. The Clerk suggested that a local craftsperson could be asked to craft the stump of the wood in return for removing the remaining wood. CC Windsor and Cllr Kiss would make enquiries. 82/16 POLICING ISSUES an update on progress The Vice Chairman read from the Crime Report produced by PCSO Seymour which covered 15 crimes for Bletchingley in May. 83/16 MATTERS AND ACTION POINTS ARISING FROM THE MINUTES The Clerk s report was noted and items requiring comment were on the agenda. Cllr Tarrant reported that he had completed the online survey for the consultation on the future for Surrey Fire and Rescue Service through the draft Public Safety Plan for The responses had been very general. CC Windsor, DC Black, DC Elias and DC Vickers left the meeting. 84/16 CURRENT PLANNING ISSUES 8.1 TA/2016/884 Mulberry Cottage, 1 Pendell Mews, Pendell Road, Bletchingley RH1 4QH Replacement of external window. (Listed Building Consent). (AM) RESOLVED No objection. 8.2 TA/2016/813 Land to the rear of Whyte Harte Hotel, High Street, Bletchingley, RH1 4PB - Variation of Condition 2 of planning application TA/2015/2027 dated 13 January 2016 to allow for changes to front gables of units 2 and 3. (HB) RESOLVED No objection subject to the variation not compromising the environment of the tree. 8.3 TA/2016/841/TCA Castle Lodge, Castle Square, Bletchingley, RH1 4LB Fell 1 Leyland Cypress. (AD) RESOLVED No objection. 8.4 TA/2016/949 - Kennels Cottage, Outwood Lane, Bletchingley RH1 4NJ - Erection of single storey rear extension and front porch in association with relocation of ramped access. (NR) RESOLVED No objection Cllr Trotman left the meeting for the next planning application because of his reported perception of bias, the nature of that bias been close friends of the applicant. 2

3 Cllr Baharier entered the meeting. 8.5 TA/2016/657 - Greenways, Godstone Road, Bletchingley RH1 4PL - Erection of outbuilding. (Certificate of Lawfulness for a Proposed Use or Development). (AM) RESOLVED - The Parish Council have reconsidered this application in light of the Case Officer confirming that the building being referred to is an existing outbuilding as opposed to the referenced new build on which the original decision was based. In light of this confirmation from the Case Officer, the Parish Council have no objection subject to the accommodation only being used as ancillary to the main property Greenways. Cllr Trotman returned to the meeting. 8.6 Any other current planning matters discussion only TA/2016/474-2 Lake Farm Cottages, Pendell Road, Bletchingley RH1 4QH - Erection of two storey side extension. Approved. TA/2016/489 - Laundry Cottage, 3 Parkgate Cottages, Outwood Lane, Bletchingley RH1 4NL - Erection of single storey front/side extension, single storey side/rear extension and changes to fenestration including new door, rear window and alterations to roof. Approved. TA/2015/2027/Cond1-11 to 21 High Street, Bletchingley RH1 4PB - Details pursuant to Conditions 3,4,5,6,7,8,9,10,11. Approval of details. 85/16 REPORTS FROM AREAS OF RESPONSIBILITY 1. Affordable Housing Cllr Trotman reported that TDC were going out to contractors and hoped to start building work on the development behind St Catherines School in November/December Allotments/Stychens Lane Playground/Fields Cllr Kingsley reported that the skip was full. The Clerk confirmed she would arrange for this to be removed. The padlock on the large gate at the Little Common Lane site was scheduled to be changed for a combination lock. To consider quotes received for the fencing of the Stychens Lane Grazing Field and agree to the type of fencing. Details of the individual quotes were discussed in comparison to each other. Following a discussion, IT WAS RESOLVED THAT (i) The Parish Council wanted to have sheep proof stock fencing with plain wire as opposed to 3 strands of barbed or plain wire. (ii) the quote from Mike Fletcher of Redhill Farm Services was approved, subject to confirmation of the type of wire used and type of posts. To confirm finalised cost of skip for Little Common Lane allotment field. The Clerk confirmed that the skip had been ordered from J&J Franks at a cost of (inclusive of VAT) To consider how to deal with concern by one tenant in relation to possible asbestos corrugated roofing sheets embedded in the ground as retaining boards. IT WAS RESOLVED THAT as the material in question is located at the base of the hedge bordering the plot and likely to be corrugated asbestos cement sheets, these, if left alone and covered with soil etc, represent a very low risk. Therefore the advice to be given to the tenant is that no further clearance of this section of the allotment plot near the hedge should be undertaken. 3. CCTV To review and agree the Sunstone Yearly Maintenance Agreement (which is in the 2nd of the 3 year agreed term) and pay the invoice. IT WAS RESOLVED THAT The Clerk would sign the Maintenance Agreement 3

4 and payment was authorised. 4. Cemetery The Clerk reported that an application for a burial was in the process of being applied for. A further 5 vacant plots had been identified for future use with the assistance of the grave digger. 5. Community Speedwatch Nothing to report. 6. Footpaths and Bridleways Cllr Glenn reported that new footpath 269 near the quarry needs a new sign post. She confirmed that she would report this using the online reporting system. Cllr Glenn would also identify a path near Outwood Lane where it was reported that the path was no longer clear due to the farmer s work on the field. 7. Minerals/Environment Cllr Butler reported that there were no issues in relation to the quarry or IGas. A meeting of TAG A25 was scheduled to take place on Thursday. Most of the previous meeting had been spent explaining air quality monitoring to the Godstone Parish Council representative who attended. No decision had yet been taken on which was the best monitor to put forward as suitable to parish councils to consider purchasing. The next meeting is to be attended by representatives of both Godstone and Nutfield Parish Council. An update on the results of the joint parish councils 2016 traffic survey. Cllr Butler reported that there had been two survey locations, one at Cormongers Lane junction with the A25 and the other in Godstone by the White House Dental Surgery. TAG A25 had only had an opportunity to analyse the data received for the Godstone site which had been compared to the previous survey undertaken in This had shown a 35% increase in HGV movements over the 5 years. Light vehicles were down by 1.68%. The concern is that this increase is before the Mercers site goes live. 8. Neighbourhood Watch Cllr Tarrant reported that there is an increase in the number of calls reportedly being made by Microsoft asking for personal details. These are to be ignored as they are fraudulent. 9. Sports Association Cllr Baharier reported that all paperwork for the funding application to BIFFA had been completed and work was hoped to be completed on the adult exercise equipment installation by the end of July There is also a chance of a Marks & Spencer grant for 12k to go towards solar hot water on both of the pavilions. Verbal update on the CIL application for Grange Meadow. Cllr Bahairer reported that she was in the process of completing the CIL application to TDC with the help of Steve Hyder of TDC who had confirmed that the Sports Association could apply. This funding, a potential of 122k could only be used on infrastructure and was therefore going to be used on the access road, car parking and lights. Cllr Tarrant suggested that future infrastructure CIL could be used towards improving parking areas at Barfields. 10. Street Lighting Nothing other than the previously reported Church House light. 11. Transport Cllr Glenn reported that there were no changes being requested by the Redhill Airport at their last Redhill Aerodrome Consultative Committee meeting. They were still trying to encourage alternative use of the existing facilities. There was the ongoing planning application issue in relation to the hard tarmacking of the runway, only to be used when the grass runway was too wet. Discussions are also underway about improving the hard surfacing parking for PG PG 4

5 vehicles using the airfield. 12. Tree Management Nothing to report. 13. Village Hall/Community Centre Cllr Baharier reported that a request had been made to the Marks & Spencer Green fund for new doors and windows for the Community Centre. New chairs for the Village Hall were to be tested. Any excess good chairs once the new ones arrived would be donated to the Church House. Cllr Tarrant had been requested to produce a written report on structural concerns relating to the Community Centre. Bookings for both the Village Hall and Community Center were currently low for this summer. 14. Website The Clerk confirmed that website renewal applications had been sent out. D Wiltshire left the meeting. 86/16 FINANCE 87/ Payments to approve June accounts for payment. RESOLVED The June accounts were approved for payment. Cllrs Tarrant and Kiss signed the cheque and invoices. The Vice Chairman approved and signed the online payment schedule. Cllr Cock signed the reconciled bank statements. EP Mrs K Wantling (Salary) EP HM Revenue & Customs Only (Salary) DD NEST (Salary Pension) EP S A Ray (Chairman s Allowance) EP Sunstone IP Systems Ltd (CCTV) EP Advanced Transport Research (Highways & Rights of Way) Oxted & District CAB (Donations) EP Printmates (Administration) EP Robert McCarthy (Parks & Open Spaces) EP J&J Franks Limited (Allotments) EP DA Landscaping (Parks & Open Spaces & Cemetery) EP Village Hall (Bletchingley) Trust (Village Hall) EP Wellers Hedleys (Solicitors) DD Plusnet (Telephone/Broadband) DD British Telecommunications (Telephone/Broadband) DD Telecoms Consortium (Telephone/Broadband) , To consider the reappointment of Peter Frost as Internal Auditor for 2016/17 financial year and agree his Audit Plan. The Clerk confirmed that Peter Frost was totally independent of the Parish Council and familiar with the processes of Parish Councils. Following a discussion, IT WAS RESOLVED THAT Peter Frost would be appointed for a further year and that his Audit Plan was agreed. TO REVIEW EXISTING POLICIES AND PROCEDURES TO ENSURE THEY REMAIN UP TO DATE 11.1 Standing Orders and Appendices. These had been reviewed after the election in 2015, with the Financial Regulations being reviewed in March As there were no other known changes required, IT WAS RESOLVED THAT the documents remain unchanged Risk Assessment. Following a discussion, 5

6 IT WAS RESOLVED THAT the following changes be agreed. Cllr Baharier would replace Cllr Butler under Village Hall responsibilities. A note under Stychens Lane Playing field to record the need to review the equipment as TDC have reported that it is likely to reach its end of life in the next few years. Under Cemetery, to record the risk of Loss of Records as being low as the records are being digitalised in addition to maintaining the hard copy. 88/16 CORRESPONDENCE RECEIVED The list of correspondence was noted To agree a response to the letter from Christine Howard of SALC in partnership with Surrey Hills Challenge dated 11 May 2016 requesting support with the Surrey Hills Challenge event to be held on 25 th September 2016 either by assisting with promotion and/or possibly joining in. IT WAS RESOLVED THAT the event would be publicised on the website and forwarded to the editor of the Parish Magazine. 89/16 MATTERS FOR REPORTING OR INCLUSION ON FUTURE AGENDA None. 90/16 DATE OF NEXT MEETING Planning Committee 27 June 2016 Parish Council Meeting 11 July 2016 SAR The meeting closed at