WEST HORSLEY PARISH COUNCIL email clerk@westhorsley.info Tel: 01483 901 905 www.westhorsley.info Minutes of the Parish Council meeting held at 8pm on Tuesday 24 April 2018 In the Cedar Room, West Horsley Village Hall, the Street, West Horsley PRESENT: Chairman; Mr Hope, Cllrs: Mrs Young, Miss Holt, Mr Waite, Mr Bennett Davies, Mrs Harrison, Mr Mattock, Mrs Beynon, Parish Clerk Mrs Pinder, GBC Cllrs Mr Reeve, Mrs Wicks & Mr Sarti and 5 residents. 18.64 Chairman s Opening Comments 18.65 To accept apologies & reasons for absence in accordance with LGA 1972, Sch 12, para 40. Apologies were received from WHPC Cllr Miss Elaine Best. 18.66 Declaration of Disclosable Pecuniary Interests by Councillors on any agenda items. A Parish Cllr, Mike Waite, declared an interest in two items on the planning list (18/W/00032 and 18/P/00480, both relating to 137, The Street), however as neither of these are items that WHPC is allowed to respond to (one is a prior notification and the other, a certificate of lawfulness), the Parish Councillor was not asked to leave the meeting during planning. 18.67 Register of interests None declared. 18.68 Declaration of gifts or hospitality over 25. None declared. 18.69 Minutes of the previous meeting held on 20 March 2018 These were agreed by full Council & signed by the Chairman as a true and accurate record. 18.70 Clerk s report The Clerk updated the meeting regarding recent activities which have included starting on year end work in preparation for the Internal Audit meeting which will take place in early May and the annual accounts process. 18.71 Financial Matters a) Standing items The list of payments authorised at the previous meeting & items to be approved by full Council at this meeting (proposed payments & bank reconciliation and NPSG quarterly finance report) were reviewed and approved in full. 18.72 To note significant correspondence received since the previous Council meeting. None received. 18.73 Planning Matters a) New Guildford Borough Council Planning Applications (received since the previous meeting up to the Thursday before this meeting) were discussed and the agreed WHPC action is noted in Appendix 2. The details of these planning applications can be viewed at www.guildford.gov.uk/planning b) Guildford Borough Council Decisions Listed below are recent planning applications that WHPC has objected to or commented on and their outcomes (where decided). App No Location Proposal 17/P/02144 Stonechat, Silkmore Lane Awaiting decision 17/P/02156 Round Tree Farm, The Street Registered 17/P/02352 219, The Street Refused 17/P/02488 The Tyrrell building, Long Reach, Ockham Refused 18/P/00179 West Horsley Motor Works, 208 The Street Approved 18/P/00096 Pebble Hill Caravan Park, Shere Road Awaiting decision 18/P/00208 Hillside Manor, Shere Road Awaiting decision
18/P/00228 Box Cottage, Fairwell Lane / Pincott Lane Withdrawn c) Tree Preservation Orders (TPOs) & Listed Buildings It was agreed that the two Parish Cllrs leading on Listed Buildings would arrange a meeting with GBC to discuss listed buildings in West Horsley. It was also noted that West Horsley hasn t had a Conservation Area appraisal and it was suggested that the Parish Council should make a request for this to be done for the village. The lead for TPOs for the Parish Council stated that he reviews TPOs for the village each year and that he has just started this process for this year. 18.74 Local Plan (PBD/ BM) A Parish Cllr gave an update regarding the Inspector s Guidance note on the Local Plan consultation and also regarding the advice provided by WHPC s planning consultant. 18.75 Neighbourhood Plan (EB) It was noted that the Neighbourhood Plan Steering Group (NPSG) are awaiting the report from the Inspector which is expected in the next two weeks and noted that the next meeting of the NPSG takes place on 9 May. 18.76 NALC Ethical Standards survey After a brief discussion regarding this consultation, a Parish Councillor volunteered to fill in the survey on behalf of the Parish Council. 18.77 Cranmore Lane verge damage The request for WHPC to install additional bollards at the junction of Cranmore Lane & The Street to stop parking on the verge was considered and agreed. 18.78 Playground equipment replacement West Horsley Village Hall Management Committee s report, which detailed the quotes obtained for the replacement of the toddler swings at West Horsley playground, was reviewed. The Parish Council thanked the Village Hall Secretary for her comprehensive report and agreed WHVH Management Committee s recommendation to select KOMPAN as the supplier. 18.79 Litter - The issue of litter in the village was considered in detail, with a resident giving his views on both the issues and some suggestions on how these might be resolved, noting that he felt that the scale of the litter problem around the village and nationally was significant and that, in his view, the current organised litter picks weren t working. The resident asked that the Parish Council considered his suggestions in due course and produce a litter policy; the Parish Council agreed to consider the resident s suggestions and discuss at a future Parish Council meeting. Another member of the public informed the meeting that he is responsible for organising the Ockham Litter Pick and gave information about this. 18.80 Toilet project Consideration was given to the proposal to have an eco-toilet but after discussion, it was felt that the lack of hot running water would not be acceptable or practical for this purpose. Consequently it was agreed that Parish Council would not pursue the eco option for the toilet project. Speeding The Parish Council considered concerns regarding speeding on two roads in West Horsley (the A246 & Ockham Road North). A resident recommended the use of the Vehicle Activated Signs (VAS), borrowed from Ripley Parish Council, had provided very useful in helping to identify speed data. He suggested using scaffolding to mount the VAS on, in the absence of street lighting. A GBC Cllr noted that there is a working group of the Local Committee that responds to speed limit reduction requests. A Parish Cllr volunteered to liaise with businesses on the A246 regarding speeding.
It was suggested that WHPC should look at how data could be gathered to support the case for speed reduction and talk to Ripley and Ockham Parish Councils about this. It was agreed that this issue would be revisited at next month s Parish Council meeting. A resident stated that Cranmore Lane has a speed limit of 30mph and that he would like to see this reduced to 20mph. It was agreed to take the request for Cranmore Lane and Silkmore Lane to the next PC meeting. At this point in the meeting, the formal meeting was adjourned to allow Borough Councillors and residents to ask questions and comment. 18.81 Parish Matters - Advisory Group reports where appropriate: a) The Village Hall (EB) No update. b) Footpath and Environmental (FH,PH, MW) No update. c) Buildings and Properties (Including the Orchard) (MB) It was noted that the Orchard was well used recently with refreshments in the Orchard after the litter pick. It was also noted that one of the benches needs to be replaced in the Orchard. A Parish Cllr mentioned that there is a tap on the Parish Council s horse trough for cyclists, walkers etc to use and asked how the Parish Council could advertise that this is drinking water available for everyone s use. It was recommended that the Parish Councillor posts information on Next Door in the first instance to raise awareness. d) Highways (CH) It was noted that some potholes near the railway bridge on East Lane have been filled recently but that the largest one hasn t yet been addressed. e) West Horsley In Bloom (MB) There were 39 entries for the Junior Potatoes in the Pot competition and the Parish Cllr in charge of the competition encouraged residents to enter the adult competition. f) Review of courses recently attended (All) Parish Councillors updated the meeting on courses recently attended, which included two GDPR courses. 18.82 Other Village Matters (for information only) A Parish Cllr raised a concern regarding the Abinger Hammer Teddy s Bear Picnic sign on the A246 and another Parish Cllr noted that there were Surrey Hills Firewood signs all over the village. 18.83 The next meeting is at 8pm on 15 May 2018, Cedar Room, W Horsley Village Hall. 18.84 To resolve to exclude the press & public from the following item in accordance with the provision of the Public Bodies (Admission to Meetings) Act 1960. The payroll matter was discussed and agreed. 18.85 The Chairman s Closing Comments Signed: Sam Pinder, Clerk to the Council Meeting agendas and minutes are available on the WHPC website and at Horsley library.
Appendix 1 Financial Information Financial Matters - Standing items - List of payments authorised at previous meeting (20/03/2018) No Payable to Reason Power 1 West Horsley Village Hall Remaining grant amount for 2018/18 LGA 1972 s.111 3910.24 2 West Horsley Village Hall Annual tidy up invoice LGA 1972 s.111 179.41 3 SCA Quarterly payroll fee Jan to Mar 2018 LGA 1972 s.111 18 4 Kcom Monthly Office 365 charge LGA 1972 s.111 9.12 5 Mel Beynon Reimbursement Orchard gate signs LGA 1972 s.111 62.95 6 Sam Pinder Expenses LGA 1972 s.111 9.50 7 Maps4Planners Boundary calculations & summary maps for Local Plan Town & Country Planning Act 1960 8 Colin Smith Planning Fees for Stage 1 Local Plan Town & Country Planning Act 1960 137.50 9 Catherine Young Expenses LGA 1972 s.111 18.90 10 Restore Datashred Shredding LGA 1972 s.111 53.10 4500 Sub Total 8898.72 SCA Payroll LGA 1972 s.111 1931.83 NEST Employer pension contribution LGA 1972 s.111 104.10 Total 10934.65 Proposed list of payments to be approved at the meeting (24/04/2018) No Payable to Reason Power 1 Catherine Young Expenses Local Plan LGA 1972 s.111 13.90 2 ANTS leaflet distributors Delivery of Parish Council annual newsletter LGA 1972 s.111 313.26 3 Colin Smith Planning Local Plan consultancy Town & Country Planning Act 1960 4 Kcom Monthly Office 365 charge LGA 1972 s.111 9.12 5 SSALC Ltd Surrey ALC subs and NALC Subs LGA 1972 s.111 844.68 6 Sam Pinder Reimbursement of annual telephone costs Vonage & stationery expenditure 408 LGA 1972 s.111 86.87 Sub Total 1675.83 SCA Payroll (see note) LGA 1972 s.111 1900.08 NEST Employer pension contribution (see note) LGA 1972 s.111 132.83 ICO Data Protection Renewal LGA 1972 s.111 35 Total 3743.74 NB Change to payroll/ pension payments this month as requirement for employee pension contribution percentage to increase from 1 April 2018. SCA have processed the correct payroll payment to the Clerk & for pension purposes but SCA did not adjust the DD from WHPC to SCA therefore the error will be corrected next month. Bank reconciliation bank c/f 7 March 2018 68,575.20 add income (as per c/b) 152.58 - less expenditure (as per c/b) 10,934.65 57,793.13
Bank and Cash at 28 February 2018 Current Account 2,150.47 Business Bank Instant 55,642.66 Represented by 57,793.13 0.00 reconciliation 0.00
Appendix 2 Planning Information App No Location Proposal WHPC Decision 18/W/00032 137 The Street Prior Notification for a single storey 5.5 metre rear extension, 3.42 metres in height with an eaves height of 2.95 metres. 18/P/00480 137 The Street Certificate of lawfulness for a proposed development to establish whether a single storey 18/P/00595 18/P/00689 Lansdowne, Silkmore Lane Ledgers, Shere Road rear extension would be lawful. Erection of two detached 4-bed houses with double car port to the rear of the site and new parking area to the front of Lansdowne following demolition of existing garage. Erection of two side extensions and a rear extension. Alterations to roof with a rear dormer and changes to fenestration following demolition of existing garage. N/A Prior Notification N/A Certificate of Lawfulness Object No comment or objection