Present: Apologies: Council MINUTES OF THE COUNCIL MEETING HELD IN THE VILLAGE HALL, ALLEN WAY, DATCHET ON MONDAY 7 TH APRIL 2014 AT 8.00 P.M Cllrs Mrs L. O Flynn (Chairman) Mrs F. Cryle, Mrs C. Firth (Part), Mrs M. Fitzgerald, E. Larcombe, D. Loveridge, D. Lyons-Davis, T.A.J.O Flynn, Mrs J. Stickland, Mr I. Thompson Borough Councillors J. Grey & G. Muir Mrs K. Jones Trainee Clerk, Mrs J. Freeland Cllrs P. Barnes-Taylor, G. Leaver - Clerk There were 13 members of the public present. 13.326 PUBLIC QUESTION TIME Mrs S. Needham asked that the minutes be corrected in that she asked that correspondence be on the agenda so that the Councillors are aware of what is being received by the office. In relation to minute 13.316, it should be recorded that Cllr Cryle and the Vice-Chairman asked for a definite Yes or No answer to a question regarding any potential current deficit and the Clerk declined to answer. 13.327 MINUTES OF THE COUNCIL MEETING HELD ON THE 17 TH MARCH 2014 The minutes were approved as a true record, subject to the following amendments and signed by the Chairman. 13.309 Public Question Time Delete the sentence Members agreed to review the position in this regard and replace with Members agreed for correspondence that required a response to be added as an agenda item. (Members confirmed this amendment by Cllrs Mrs J. Stickland proposing, Cllr D. Loveridge seconding and all being in favour). 13.311 Matters Arising from the above minutes In 13.300 Finance Add in the first line, after the word accounts, for 2013/2014. Also move the second sentence in the second line, starting She was not aware.. to the end of the last sentence. 13.312 Reports from Members who have attended meetings In the last paragraph remove the word LANC and replace with LAANC. 13.316 Finance Interim Internal Audit Report Remove and in particular items 8 and 9 and replace with and complained that many of these had been mentioned before. 13.316 Finance Precept Explanation Letter In the last paragraph and after the word letter add and to show the deficit taken up by reserve and amend the pie chart. 13.316 Finance General In the second paragraph delete the word Mrs Cryle and replace with Cllr Mrs Stickland. 13.322 Chairman s Report In the last paragraph delete the word thank you letter and replace with the word photograph. 13.328 MATTERS ARISING FROM THE ABOVE MINUTES 13.311 Matters Arising from the above minutes Cllr Mrs Cryle asked if a date had been set for the auditor to attend a Council Meeting and was advised not as yet as it was a busy time for auditors and it would be sometime after June. PAGE 111 P.T.O.
The Trainee Clerk updated members on the following: 13.3096 Flooding The National Flood forum information was now on the website. 13.315 Planning She advised that the Whites Lane plans had been confirmed as the latest plans. Cllr Thompson also confirmed that the applicant was aware of the potential motorway ransom strip. 13.311 Matters Arising 20mph Proposal Members were advised that she had received a call advising that the works had been programmed to go ahead at the end of May and there may be amendments to reduce the number of signs. Cllr Thompson advised that he had produced a count up of signs and asked that the Village Centre Working Group get together urgently. Cllr Mrs Cryle asked for this to be an item on the next agenda and the working group report back at this meeting. Borough Councillor J. Grey advised that a consultation went to residents that would be affected by this scheme, members advised that they had not received this consultation and it was requested that a copy of the consultation be given to the Parish Office. 13.320 - Highways Mrs J. Stickland commented that it was obvious that the storm drains had not been cleared. The Chairman updated members in this regard following an email from the Borough Council in that those requiring attention had been dealt with. It was felt that a schedule of drain clearance should be obtained from the Borough Council. Cllr Thompson asked again if a response regarding the Barrel Arches had been received and was advised no. 13.312 Reports from Members The Trainee Clerk updated members on the Datchet Directory and a possible link from the Parish s website. Cllr Mrs Fitzgerald advised that the owner of the Outfit shop was running a business event this weekend and was interested in getting business together. Cllr Mrs Cryle asked Cllr Thompson on whose authority did he attend the WI to give his presentation and as a Councillor or resident. Cllr Thompson advised he was asked to attend and give a talk on the options on the Riverside and to clarify the options on the consultation. Cllr Mrs Cryle felt that this should have been discussed at a meeting first if he was representing the Council. The Chairman understood that Cllr Thompson was presenting the facts as set out. Cllr Loveridge agreed with Cllr Mrs Cryle views in that he had no problem helping people understand plans but it should have been agreed first. 13.311 Matters Arising Cllr Mrs Cryle asked about the proposed RBWM Holiday Club and the Trainee Clerk advised that this was scheduled for week commencing 28/07/14 for 1 week at a cost of 1,600 with payment due upfront. Cllr Lyons-Davis asked for thoughts on upfront payments as this was not usual, the Trainee Clerk would look into this to see what could be paid. 13.315 Planning General The Trainee Clerk advised members that an email regarding delegated powers had been received and some of the rules had changed and it may not be as easy as first thought. This would need to be looked into. 13.316 Finance General Cllr Larcombe asked again for a certified copy of the Mill Place lease. The Trainee Clerk advised that she would do this. PAGE 112
13.323 Councillors Comments and Questions Cllr Mrs Cryle noted that the 2014/2015 budget had not been put on the next agenda. Cllr Mrs Stickland asked what had happened regarding the correspondence from Cllr Dudley. The Chairman advised that when it had been completed and sent to Cllr Dudley a copy would be circulated to members. 13.319 Grounds Cllr Larcombe asked about the MUGA lights and was advised that the lights were on order and would be done as soon as they are available. 13.329 REPORTS FROM MEMBERS WHO HAD ATTENDED MEETINGS Cllr I. Thompson advised that he had attended the following meetings: RUG 7 Meeting 26.03.14 at which: a) The Environment Agency extended an invitation to view the JR Operation. Anyone interested to advise Cllr Thompson. b) The flood warnings and improved information and communication required throughout the reach. c) Clearing of debris the EA has blamed the Golf Club for tree cutting and leaving it on the bank. Cllr Stickland advised that this was on footpath 9 and was carried out by the Borough Council. The Borough Council to be asked to clear it up. d) Confirmed the Datchet flood defences repair is starting. e) Advised next year is the Magna Carta 800 year s celebration. RUG 8 Meeting 03.04.14 at which: a) High volume pump located at Chertsey by Surrey fire and rescue. (Fire and Rescue suffering a 20% budget cut). b) The EA is being reconstructed with a regional tier being removed. Their budget reduced from 11.2m to 6.8m. c) EA assets will decay through lack of funds. d) Civil enforcement of mooring over stayers through car clamping company in Henley, not cost to the Parish. e) 17 EA members on clearing team through the Thames. f) RBWM have advised that the flooding has cost the Borough 10m. g) Presentation of the Lower Thames Scheme by David Murphy CEO of the Project, EA. He also advised of a meeting held this morning at the PNEU School at which it was agreed that the priority is to re instate the flood defence damaged in the flooding during January 2014, to employ a structural engineer to provide a design and for the Borough to fast track through the planning. The sticking point would be the funding for the flood defences. Cllr Mrs Stickland asked that a synopsis of meetings attended be issued before the meeting rather than at the meeting. Mrs K. Jones advised that she had attended an English Heritage Workshop on the 28.0314. 13.330 PLANNING APPLICATIONS In presenting the planning applications for consideration at this meeting, the Deputy Lead Member reminded the Council of the previous agreement (PC06.282 05.03.07) that all applications in Datchet should be qualified by a reference to Flood Plain implications. The Parish Council considers all applications on the basis that they are subject automatically to flood plain requirements. In a similar manner all applications relating to tree work to be carried out on specimens covered by a Tree Preservation Order or within the Conservation Area should always be under the control of a Borough Council Arboriculatural Officer. Conservation Area structures to consult with Royal Borough Conservation Team and Council Conservation Group. PAGE 113 P.T.O.
NEW APPLICATIONS FOR CONSIDERATION Appn. Date: 20th March 2014 Appn No.: 14/00737 Full Repositioning of boundary fence 50 Ruscombe Gardens Datchet Slough SL3 9BQ Mrs S Dimillo 15 May 2014 LAR Members had No Objections to this application subject to the Borough Council agreeing the sight lines in the open plan estate. Appn. Date: 21st March 2014 Appn No.: 14/00813 Works To Trees Covered by TPO Consent to remove T1 Norway Maple 16 Gables Close Datchet Slough SL3 9BB Mr Ian Mistlin 16 May 2014 TJF Members had No Objection subject to all work being under the control of a Borough Council arboriculturalist. Appn. Date: 26th March 2014 Appn No.: 14/00926 Full First floor front extension with front and rear dormer. Resubmission of planning application 13/03626 57A Montagu Road Datchet Slough SL3 9DR Miss Tanzeela Sharif c/o Agent: Mr M Alam- Dezine 4U Ltd 29 Gordon Road Maidenhead SL6 6BR 21 May 2014 Members had No Objection to this application providing there are no issues raised concerning overlooking properties in which case obscured glass should be used. NEW APPLICATIONS TO BE NOTED ONLY Appn. Date: 10th March 2014 Appn No.: 14/00745 Permitted Development Extended Single storey rear extension no greater than 4.56m depth, 3.623m high and an eaves height of 2.725m 17 Leigh Park Datchet Slough SL3 9JP Mr Raj Kullar c/o Agent: Architecture Design Partnership Suite 312 Spur Road Busch Corner Isleworth TW7 5BD 21 April 2014 BB Appn. Date: 25th March 2014 Appn No.: 14/00879 Certificate of ness to determine whether proposed single storey rear extension is 20 Linchfield Road Datchet Slough SL3 9LZ Ms Sarah Osborne - Sarah Osborne Limited 20 May 2014 AZJ PAGE 114
Appn. Date: 1 st April 2014 Appn No.: 14/00939 Certificate of ness to determine whether proposed single storey side extension is 48B London Road, Datchet, SL3 9JR. Appn. Date: 1 st April 2014 Appn No.: 14/00940 Certificate of ness to determine whether proposed single storey side extension is 48C London Road, Datchet, SL3 9JR. Mr Ranjit Pangali Appn. Date: 1 st April 2014 Appn No.: 14/00941 Certificate of ness to determine whether an existing loft conversion with rooflights is 48 London Road, Datchet, SL3 9JR. Mr Ranjit Pangali Appn. Date: 1 st April 2014 Appn No.: 14/00943 Certificate of ness to determine whether an existing loft conversion with rooflight s is 48C London Road, Datchet, SL3 9JR. Mr Rangit Pangali Appn. Date: 1 st April 2014 Appn No.: 14/00944 Certificate of ness to determine whether an existing loft conversion with rooflights is 48B London Road, Datchet, SL3 9JR. Mr Ranjit Pangali 13.331 BOROUGH PLANNING DECISIONS APPLICATIONS PERMISSON 14/00209-28 Lawn Close. First floor side extension, rear conservatory extension and loft conversion. 14/00242 - Datchet St Marys CE Primary School. Single storey classroom with covered way & replacement store site controllers workshop. 14/00272-24 Montrose Avenue. Single storey side/rear extension 14/00319-88 Slough Road. Erection of outbuilding 14/00356 - Poplar Cottage, 10 The Avenue. Replacement front gates and railings 14/00457-330 Horton Road. Two storey side, single storey rear and front porch extensions. PAGE 115 P.T.O.
APPLICATIONS REFUSED 14/00160-4 Horton Road Single storey rear extension. Resubmission of application 12/02756 14/00308-33 Montagu Road. Roof enlargement with side facing gable. Single storey side/rear extension following demolition of existing single storey rear extension with associated elevation alterations. APPLICATION GRANTED 14/00039 - Flat 5, Datchet Lodge Courtyard, Windsor Road. Listed Building Consent. Consent to install secondary glazing to 7 x windows. APPLICATION PERMITTED DEVELOPMENT PERMISSION REQUIRED 14/00381-234 Horton Road. Permitted Development Extended. Single storey rear extension no greater than 6.0m depth, 4.0m high and an eaves height of 2.8m APPLICATION WITHDRAWN 14/00313-17 Leigh Park. Permitted Development Extended. Single storey rear extension no greater than 8m depth, 4m high and an eaves height of 2.725m 13.332 PLANNING GENERAL The Trainee Clerk informed members of an appeal notice for 64 London Road, any comments needed to be with the Planning Inspectorate by 02.05.14. She also advised that to date there had been a 6% return of the consultations issued to the Village. 13.333 FINANCE Following consideration and discussions by members and answers provided as necessary, it was proposed, seconded and agreed that the two payments lists be approved for payment. Electricity Supply Contract The Deputy Lead Member for Finance reminded members of the previous discussions on the electricity supply contract, at this point the Chairman allowed Mr A. Needham to speak to the Council on his involvement and input into this matter and Cllr T. O Flynn advised that the working group had agreed to enter into a new 3 year contract with Southern Electric. General Cllr Mrs Cryle stated that she did not believe a 2014/2015 budget had been agreed. Cllr Mrs Stickland said it had been agreed as a working document and still needed approval. The Deputy Lead Member agreed to bring it back to the next Council meeting to resolve. Cllr Larcombe asked what happening in relation to the Asset List and Cllr T. O Flynn advised that he was working on it and was currently looking at a free trial Asset Register computer package which, if purchased, could cost between 250-400 depending on the type of package required. Cllr Mrs Stickland asked who will value the assets and was advised that this would need to be looked into once the package has been evaluated. Cllr Mrs Cryle asked if the Deputy Lead Member could say what the current deficit was and requested that an Income and Expenditure by budget heading be available for the next meeting of the Council. 13.334 PROPERTIES The Lead Member informed members of the following: a) He had met with Bennetts Estate Agents and had managed to secure a reduction of 1% from their charges and had asked for another 0.5% and was waiting to here. b) Is due to have a meeting in May with the RBWM Head of L ibrary services and will be looking at work which needs to be done in the library, possibly a full refurbishment. Will also be looking at roof, wall and floors from possible flood damage. c) 38 Ditton Road A contractor is due to go a look at windows as reported by the tenants. d) The Bridge The problems with the old windows has been resolved by re-sealing. PAGE 116
13.335 GROUNDS The Lead Member informed members of the following: a) Football All games have gone ahead since they re-started after the floods but it will be necessary to extend the end of the season until 10.05.14. b) Cemetery Fees He proposed to increase the cemetery fees and charges by 4%, this was seconded by Cllr Loveridge. Cllrs Larcombe and Stickland requested more information and a comparison on fees within other areas. This would be bought back to the next meeting of the Council. c) He advised that the Christmas tree would be collected on the 26.11.14 and the lights would be switched on 29.11.14. Cllr Mrs Cryle commented that the flower beds looked very good. 13.336 HIGHWAYS The Lead Member commented that pot holes needed to be reported to the Borough Council. This could be done either via the office or via the Borough Council website. The Trainee Clerk updated members on the London Road verge protection and advised that low level bollards would be installed at 3m centres on either side of the entrance into Lawn Close and Riding court road. She reported that although the council had requested raised kerbs, the Borough Engineer felt that low level bollards would be more suitable and would not cause any sight line issues. Cllr Thompson advised that Village Centre working group would be meeting to discuss the 20mph proposal before the next meeting of the council. 13.337 FLOODING Cllr Thompson informed members of the following: a) Contacted the EA at the Borough Flood meeting regarding the removal of tree detritus on the Riverside and that they deny all cutting of trees and leaving on embankment to wash away, they say they always clear their cuttings immediately and blame Datchet Golf Club. b) Recording of parishes flood mapping to Borough for Borough record purposes seems not to be in place yet. Datchet will issue their second copy to Borough as agreed at the BFLG other parishes intend to follow on. c) Contacted Borough M.D. to provide a Proper Officer as emergency response control officer and in that role to attend meetings at Datchet to upgrade the Datchet Emergency Flood Plan. Cathryn James Strategic Director of Operations has been asked to respond by M.D. Mike McGaughan. d) Further information and data has been received from the EA regarding operation of the Jubilee River diary sheets from 29.01.14-14.03.14. e) Meeting on the 7 th April regarding the Eton End School Bund replacement and flood water control. EA, Borough Council, and Council present. f) A meeting with Jesse Grey was requested to discuss Datchet flood protection schemes. An email with regard to funding and evaluation of the works was sent to Cllr Burbage the response is that Cllrs Carwyn Cox is Lead for Borough Flooding issues and Cllr Simon Dudley for finance will respond. g) Contacted Borough planning enforcement concerning the removal of the flood bund within The Poplars, Southlea Road. Planning enforcement. are contacting the E.A. they consider that the removal is an engineering action therefore requires a planning application. As there has been no application Planning enforcement are now investigating this issue. h) Intent to convene a working group to update the Datchet Community Flood Plan. We await a response from Cathryn James re a Borough appointment of their emergency officer. 13.338 WORKING GROUP The Chairman informed members that the Standing Orders were progressing and were hoping to come back at the next Council meeting. PAGE 117 P.T.O.
13.339 CHAIRMAN S REPORT The Trainee Clerk advised members that the Parish Council had received 370 in donations collected from the Village for supporting the victims of flooding and asked members what they felt should be done with it. The Chairman asked that when Cllr Thompson attended the forthcoming flooding meeting could this be discussed and the decision reported back. The Chairman informed members of two letters received from the Datchet Hall Management Committee, the first regarding the lighting in the foyer and their request that they undertake this project and source funding from other sources. It was proposed by Cllr D.Loveridge, seconded by Cllr D. Lyons-Davis and agreed that the Datchet Hall Management Committee be given permission to proceed with this. The second concerning audio equipment for the Village Hall and a request to manage & facilitate this project in line with quotes and specification already agreed. Cllr Larcombe felt that the 30,000 quoted was expensive and Cllr Lyons-Davis suggested that the specification be looked at. Cllr Mrs Cryle proposed, and it was seconded by Cllr Mrs Firth, that Mr I. Bacon be asked to make a presentation to the Council. The Chairman asked Cllr Lyons-Davis to approach Mr Bacon in this regard. It was proposed by Cllr Mrs Stickland and seconded by Cllr Loveridge that the Datchet Hall Management Committee manages this project within an agreed budget. It was then proposed by Cllr Mrs Stickland and seconded by Cllr Loveridge that the information be obtained and an answer be given to the DHMC after the end of the next Council Meeting, this was agreed with 2 abstentions. The Chairman advised members of an email received regarding the removal of sandbags which would take place on the 11 th, 12 th and 14 th April. She had received a letter regarding Community Policing Awards 2014 and asked members for any nominations. The Chairman expressed her thanks to the Council members and residents of the Village who were involved in the work with the Village consultations and in particular to Mrs Helen Jenkins. Cllr Mrs J Stickland requested that, when similar consultations are carried out in the future that, two copies of the questionnaires are given out to each house. 13.340 COUNCILLORS COMMENTS & QUESTIONS Cllr Larcombe asked what was happening in relation to the Parish Council vacancy and was advised that the notices had been put on the notice boards and website and the Borough Council had been advised. He commented that the Village Hall Insurance certificate needed checking. He also commented that he had put a letter to the Borough Council regarding the river level on line charts and as yet had not received a reply. Cllr Mrs Cryle commented that before the next meeting the ground rent on the Medical Centre needed to be established. Cllr Loveridge advised her that progress had been made and the rent would be back dated 3-4 years. Cllr Lyons-Davis informed members that Tesco s had approached him to ask if there were any projects within the Village that they could sponsor. Suggestions were replacing the wooden planters, tree planting on the Sabatini Land and the library refurbishment. Further suggestions should be sent into the office. Cllr Thompson mentioned that there were 2 lights out in the Village Hall and the lighting was poor. Cllr Loveridge commented that this could not be done until it was decided who does what in relation to the hall. PAGE 118
13.341 PUBLIC QUESTION TIME A resident from Beaulieu Close asked questions regarding the ownership of Poplars and the follow up of enforcement. Cllr Thompson advised that he had written to the letting agent and they would not release the name of the owner, this will be taken up by the Borough Council and the Environment Agency with possible works being done by the EA and recharged to the owner. Another resident expressed his concern about what happens at the next flood if the bund is not replaced. Borough Cllr J. Grey commented that it needs to be proved that the owner actually removed the bund. The Chairman advised the meeting that everything that can be done, is being done. A resident of Ruscombe Gardens asked Cllr Thompson about his meeting at the PNEU School and if things would be done with regard to the breach of the flood bund here. She was advised that it was on a list of flood protection measures but funding would need to be found and costings have not yet be done. A resident commented that these are the same issues as in 2003 and we need to ensure pressure is kept on the relevant parties to keep things moving. It was felt that the council should engage more with residents on important issues such as flooding and keep them better informed. A resident stated that flooding needed to stay on the agenda and have open discussions, she was advised that flooding reports would go on the website. 13.342 NEXT MEETING The Next Meeting of the Council will be held on 28 th April 2014 at 8.00pm in the Village Hall. THIS PART OF THE MEETING CLOSED AT 10.50PM CHAIRMAN Distribution: All Councillors Council Website The Library For Information: Cllr Jesse Grey Cllr Gary Muir PAGE 119 GJL.jf.DPC.07.04.14