DRAFT LEIGH PARISH COUNCIL MEETING

DRAFT LEIGH PARISH COUNCIL MEETING MINUTES of the MEETING of the LEIGH PARISH COUNCIL held on May 4 th 2017, at 7:30pm at North Downs Primary School. Present Cllrs: Ms A Kinloch (Acting Chair), Mr M Everitt, Mr P Wilkinson, Mr R Tomkins (7.45pm) and Mr S Ames. Mrs L Mann (Clerk). Parishioners: 3 residents attended 1. APOLOGIES FOR ABSENCE. Mrs J Cambra, CC Mrs H Clack, DC Huggins, DC Osborne. 2. DECLARATIONS OF INTEREST ON THE AGENDA. Cllr Wilkinson declared an interest in being a member of the Mole Valley Ramblers regarding footpaths. 3. MINUTES OF THE PREVIOUS MEETING. The minutes of the meeting held on April 6th were approved and signed by Councillor Kinloch as a true and correct record. 4. Cllr Kinloch spoke regarding Chair election. She had initially decided to step down from Chairman position but as a result of informal Council conversations, better organisation, through the possibility of exploring ways to work more collaboratively and spreading duties she is happy to continue for the next 6 months. Cllr Kinloch was then proposed by Cllr Wilkinson and seconded by Cllr Ames. Cllr Kinloch proposed that the Council meet with the consultancy group Local Government Resource Centre to help guide the Parish Council. Cllr Tomkins arrived and was proposed to continue as Vice -Chair by Cllr Everitt; Seconded by Cllr Wilkinson. 5. Report from PCSO was circulated. No major crimes to note. There was a dog bite incident reported. Clerk suggested that in future she circulate the PCSO before the meeting and only add to agenda should something of merit arise. 6. Parishioner s Questions: (a) Defibrillator query regarding it not being installed or used yet. Chair responded saying it is frustrating. Clerk has had no response from BT regarding kiosk adoption. ACTION - Clerk is to contact P Barclay regarding the Hookwood installation. (b) Parishioner had emailed a letter to the PC regarding the proposed gate on Newdigate Rd earlier in April. She wanted a reply. Chair responded that due to the amount of previous discussion, there would be a response in writing. She reiterated that LDCGS were applying for planning permission. ACTION response to parishioner regarding gate (AK/JC) There have been 7 or 8 memorial stones pushed over in the churchyard, to the right of the church. ACTION contact PC to ensure they have been reported (AK) (d) It was felt that at the Annual Parish Meeting there should have been an explicit sign of gratitude to Jean and Helen. Parishioner felt it reflected badly on the village. The chair agreed and asked the parishioners what they felt would be nice. They felt something that reflected their long service to the village. ACTION To arrange sign of gratitude to retired clerk and Chair (All) MATTERS ARISING Page 1 of 6

7. Standpipe at allotment has been an ongoing issue. Secondary meter has now started gushing water and needs fixing. ACTION contact Betchworth Clerk and Plumbers to get quotes for repairs (Clerk) AMENITIES 8. Footpath officers Report: (a) Water inspection was engineered by Thames Water, they were checking drains as a matter of routine. (b) Robin contacted Richard Slade at LCC regarding adding a replacement stile. They had no objections. This would be a third stile into the recreation ground. To install it, there would need to be a break through the hedge boundary and straddle ditch with sleepers. Robin investigated costs: a stile with a dog gate would be approx. 130. Cllr Clack had previously recommended applying for a Localism grant. There is also the possibility that signage will need to be considered too. A new strip for the Playground sign has been organised for new Parish Council contact details. Everyone agreed that the layby disclaimer sign looked very good and thanked Robin for organising. ACTION contact Mary-Ann Edwards (Countryside Access Team at Mole Valley) for advice on stile (RW) ACTION send through invoice for sign for playground to clerk for payment (RW) 9. There was an informal meeting on Tuesday 2 nd May with the Ricki Cotsworth, Graham Brockwell, Cllrs Tomkins, Everitt and the clerk to discuss the playground repairs. It was agreed that the focus should be on the short term with immediate work to be done on the 3 swing sets. Ricki Cotsworth has experience in the building industry and has offered to excavate the toddler swing support posts to establish how long they are. The swings will be cordoned off for safety reasons while this takes place. Once the parts are identified Graham will get costings. It is thought that not all of the supports need replacing. The actual swings and fittings are fine and can be reused. It was decided that there needs to be a maintenance programme set up for annual/biannual care: applying preservative to wood and greasing fittings. The group are very experienced and were confident that items such as the toddler climbing ramp should be very easy to replace. The unit would benefit from a jet wash. The Cricket club are happy to allow access to water supply. The budget set at 10K should be sufficient for immediate repairs. The rotting large pieces of wood need to be addressed as they are a danger. It was suggested that could possibly be used as bonfire material on site once dried out. Longer term they could be replaced if there is a tree surgeon who would donate. ACTION Send all volunteer contacts to Cllr Tomkins (Clerk) ACTION Leigh village email/facebook request for any unused seating/ picnic tables to donate (AK) ACTION check with GB regarding secure fittings for seating (Clerk) 10. Cllr Wilkinson reported back on the PC meeting with the Leigh Cricket Club. (a) As stated in the lease Leigh PC is responsible for the fabric of the Pavilion. There have been many options explored regarding its future. It has been agreed that the building is viable and needs fixing. There are 3 elements: supporting the outside wall, leaking roof, replacement of the pavilion front wall. The PC have Page 2 of 6

proposed they fund the first two elements. 5K has been suggested in the budget. The question is whether the wall (phase 3) is a necessity. The LCC have raised 7K themselves through cricket foundation and member donations. LPC suggest that they pay for the wall themselves but in return the LCC benefit from a rent holiday for 9 years. This fulfils the councils lease obligations. It would be a joint commitment so that is agreeable. In return the PC could consider putting other obligations on LCC to make it available to the Parish more. It was argued that LCC already feel they are accessible. It was discussed that it maybe that people do not know it is available. It is a licenced venue. This could be communicated via Leigh Post/websites. The Cricket club are looking to start works from 1 st June. Cllr Wilkinson proposed the funding of the pavilion to the Parish Council. All agreed. (b) LCC have painted a line on the ground in line with the pavilion showing the proposed new double gate position into the recreation ground. The LCC will install it, they already have the gates. It was stated that it allows access from the playground, there is sufficient space for Leigh Flower Show, sufficient turning circle. It will secure the grounds from unwanted visitors. Cllrs discussed whether the drive needs to be secured to prevent flytipping etc. LCC are happy for a 3 month portaloo trial. They have requested it sited next to the containers. This will prevent it from being seen from the road. All councillors were happy with this site proposal. ACTION Contact portaloo providers to check regarding site/possible site visit. Once agreed by email with PC we will install for 3 months (Clerk) 11. Clerk has contacted Bob at Surrey Highways regarding the knocked down bollard on Ashurst Farm bend. Cllr Kinloch suggested a barrier on the corner. Awaiting response. 12. Cllr Ames thanked Cllr Kinloch for her Chairman introduction for her section in Leigh Parish Extra. The copy is now with the designers. The Ramblers maps, kindly provided by Henri at Mole Valley Ramblers are taking time as we cannot use Ordinance Survey maps for free and they need to be created. Cllr Ames reported back that the distribution for Surrey Mirror is 19.4K weekly. Unfortunately, they have ceased splitting out the MV areas, so the copy will go to all areas in Surrey. The paper needs 2 weeks notice for distribution. This will cost 970 exc vat. Cllr Ames reiterated that the flyer will be in A4 as that will provide presence and be legible. He felt that it is good value as a one off for the bridge reopening, providing good promotion for the businesses in the village. It was discussed that there had only been 1K allocated for it in the budget. The total project will cost 1910 plus vat. The Councillors discussed the possibility of other methods of distribution post offices leaflet drop, high footfall places such as libraries, local shops etc. AK highlighted that she has been exploring additional avenues of income to contribute to the costs. Businesses in the flyer may like to make a contribution once they have seen it. Mike Everett kindly offered to make a financial distribution ACTION Explore distribution options including post office insert delivery. Share the design copy with local businesses and see if they may like to contribute and ensure decent penetration. (SA) ACTION email article to all Councillors once available (SA) 13. There is currently no Affordable Housing Update other than that Mount Green and the landowner had come to an agreement regarding purchase. PLANNING MO/2017/0528/PLAH Erect single storey tennis and sports pavilion adjacent to the tennis courts Hook Farm House, Bunce Common Road, Leigh, Reigate, Surrey, RH2 8NS Page 3 of 6

It was felt that the application from Hook Farm house for a sports pavilion was unjustified. It was discussed that this is a revised application from one which was submitted in Nov 2016. There was discussion regarding it not being appropriate on greenbelt land. It was suggested that it might only be an issue of size. The councillors then put to a vote as to whether a letter of objection should be submitted by the Parish Council. The majority supported a letter. MO/2017/0619/PLAH MO/2017/0676/PLAH MO/2017/0619/PLAH NO COMMENTS Erection of first floor rear entension and two additional windows at first floor to front elevation. Retrospective application for the erection of a horse walker. 1 Oaklands, Bunce Common Road, Leigh, Reigate, Surrey, RH2 8NS Lowbridge Farm, Clayhill Road, Leigh, Reigate, Surrey, RH2 8PD MO/2017/0676/PLAH NO COMMENTS ACTION submit letter of representation, objecting to the Hook Farm Planning Application (Clerk) ACTION Councillors to review the 2 other planning applications and send any queries via email (All) ADMINISTRATION 14. The policy with Zurich is to be renewed and a 5 year policy to be taken out due to it being better value. ACTION notify Zurich with Parish Council decision (Clerk) 15. The Councillors responsibilities were discussed and they agreed the following: Airports (SA), Allotments (AK), Countryside (ME), Cricket Club (PW), Ditches & Flooding (RT), Highways and Transport (SA, AK), Planning (PW), Playground (RT), Police (AK), Schools &Education (JC), Communication, publicity, Website (AK, RT), Village Plan 2015 (AK, PW). 16. It was agreed that the position of Footpath Officer remain for 2017/18. Robin Worth accepted the role again. 17. Sub committees and Committees were briefly discussed. It was agreed that the Parish Council would wait to find out any recommendations from the Consultancy Group. 18. There are still some outstanding signatures from the bank mandate request. ACTION take in 2 forms of ID to a local Natwest bank with the individual bank mandate forms (ALL) FINANCE 19. There were the following amendments made to the 2017/18 budget for expenditure: Website ( 1K) needed to include web hosting so increase by 250. = 1250 Pavilion maintenance to include 10K donation = 25400 Increase playground maintenance budget to 5K Add in Footpath Officer Allowance Traffic survey to be added in 1200 There were the following amendments made to the 2017/18 budget for income: 10K collected donations from Leigh Cricket Club VAT increase due to repairs to pavilion Page 4 of 6

To make this work 20K will need to be drawn from the Reserve Account. All agreed on the revised budget. ACTION Budget to be updated and published on the website (AK) 20. The updated Asset Review was circulated. Cllr Wilkinson reminded everyone that values do not get written down on a Parish Council register. ACTION - Change moderate to good for Pump condition (Clerk) ACTION - Send through updated asset register for website (Clerk to AK) ACTION - Chase transparency grant (Clerk) 21. No monies received this month. 22. The following cheques were raised and signed: Description Recipient Date of invoice Invoice Amount number Layby disclaimer sign Signs by Seymour 10 th April 2017 8624 72.00 Clerk expenses (Jan L Mann Jan April 2017 64.14 Apr) Clerks salary L Mann 4 th May 2017 n/a 448.63 ACTION Clerk and Councillor Wilkinson to finalise accounts for internal audit due by next PC meeting FUTURE MEETINGS mentioned 23. New Clerks Training follow up 6 th May (Clerk) 24. Bimonthly Clerks meeting 24 th May (Clerk) 25. Full Parish Council Meeting Thursday 1st June at North Downs School (All) Parishioner s Questions (a) Requested that Cllrs look into the planning applications before the meeting. (b) Queried that there may be vested interests in areas of allocation. Should be based on expertise not vested interests. Requested that the village plan will go online once it has been updated. PC agreed that it will. (d) Requested clarity on the Pavilion and LCC. PC explained that the Framework of the lease already covers any profit made by the LCC and the rent freeze relationship. (e) Request for any additional information regarding the police report considering the dog bite. Clerk will enquire. (f) Parishioner suggested we contact Dave Ford regarding logs in the playground. (g) Commented that the post office inserts are much better than the Surrey Mirror. (h) Robin Worth very kindly offered to contribute financially to the flyer. The Parish Council thanked him. Page 5 of 6

(j) Commented that LCC Pavilion used to be utilised lots over the years. The Chairman closed the meeting at 9.40pm NEXT MEETING SCHEDULE: Parish Council Meeting Thursday 1 st June at 7:30pm at North Downs School (All welcome) THIS IS A CONTROLLED DOCUMENT LEIGH Parish Council will not be held responsible for content when downloaded from the website. Page 6 of 6