EAST HORSLEY PARISH COUNCIL Clerk and Responsible Financial Officer: Mr Nicholas Clemens East Horsley Parish Council Office, Kingston Avenue, EAST HORSLEY, Leatherhead KT24 6QT www.easthorsley.info Telephone: (01483) 281148 e-mail parishcouncil@easthorsleypc.org draft as at 6 th December 2016 Minutes of the Meeting of the Parish Council held in the Lovelace Room, East Horsley Village Hall, Kingston Avenue, East Horsley, on Monday 5th December 2016 at 7.30pm. ATTENDANCE: Stephen Skinner (Chairman) Councillors; Robert Taylor, Aileen Aitcheson, Andrew Franklin, Stephen Groom, Keith Noble, Linda Elliott. Clerk, Nick Clemens; SCC Councillor, Bill Barker GBC Councillor, David Reeve, Matt Sarti, Jenny Wicks and four members of the public. 77 To Receive and Accept Apologies for Absence. in accordance with the LGA 1972, Sch12, Para 40 1. John Carr 78 Declaration of Disclosable Pecuniary Interests by Councillors on any of the agenda items below in accordance with The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012. (SI 2012 No. 1464). 2. None 79 Register of Interests To declare amendments (members are reminded that any amendments must also be notified in writing to the Monitoring Officer, Guildford Borough Council, Millmead, Guildford, GU2 4BB) 3. No Changes 80 Declaration of Gifts or Hospitality over 25. 4. None 81 To Agree and Sign the Minutes of the Meeting Held On 17 th October 2016. 5. The minutes of the previous meetings were agreed as an accurate record. They were signed by the Chairman. 82 Chairman s Comments 6. The Chairman commended those involved with the Christmas decorations, they made the village look very festive. 7. The Chairman thanked all those involved with making the Christmas events at Station Parade and Bishopsmead Parade such a success. 8. The Chairman presented Cllr. Stephen Groom with an engraved tankard to commemorate his ten years as chairman of the Planning & Environment Committee. Stephen thanked the Chairman and Councillors for the unexpected recognition. He said that he had enjoyed his time as chairman and looked forward to assisting Robert Taylor who has stepped in to the role. 83 Planning & Environment Committee 9. The Council accepted the report on Planning & Environment Committee Meetings held since the previous council meeting (Appendix 4). 10. Robert Taylor informed the meeting that a new spread sheet had been created that should lead to better analyse of decisions by the PC and GBC EHPC Minutes December 2016 Cllrs.docx - 1 -
84 Financial Matters 11. The list of cheques issued since the previous meeting were approved, these totalled 3,758.46. (Appendix 5). 12. The Council approved the Q2 Outturn. 85 Public Participation 13. P. Barreau feels EHPC should support the majority view of residents and make representations at the Wisley Airfield Public Enquiry. This view was also expressed by Rex Butcher. 14. SCC Cllr. Bill Barker felt very strongly that the PC should show genuine concern and fight against the Wisley development. 15. Bill Barker informed the meeting that SCC Planning Officers had recommended adoption of The Drift Golf Club application. 16. GBC Cllr. David Reeve circulated details of this shortly before the meeting. This notification was very late in the day as the SCC Planning Meeting will be held on Wednesday 7 th December. David was not sure if the PC would be able to speak at the meeting. 17. Julie Iles informed the meeting that she had secured a time to speak at the SCC Planning Meeting. 18. Rex Butcher feels the Horsley Sign at The Drift needs renovating so that it is more noticeable as you enter the village. 86 2017-2018 Meeting Dates 19. The Council agreed the dates presented to them by the Clerk. 87 Wisley Airfield Planning Public Enquiry 20. The Council were asked to consider applying for Rule 6. This would allow the PC to make representations at the appeal. It was agreed to talk to adjacent Parish Councils and get initial advice from a suitably qualified expert before making a decision. 88 Quaich Web Feed Monitor 21. It was agreed to pay the invoice of 395.78. LGA1972 s142 89 Adoption of Station Parade from SCC 22. The Council agreed to further talks with SCC to establish the terms and scope of adoption. 90 To Establish an Online Archive 23. The Parish Council has a facility to store 2GB of information free. It was agreed to increase this to 1TB at a cost of 6.58/m. LGA 1972s111. 91 To Agree Funding for What s On Brochure 24. It was agreed to pay 541 towards printing of the guide to be distributed to homes in East and West Horsley. West Horsley will pay 359. The guides aim is to inform local residents of charities and clubs that they can contact to improve their lives and lives of others by alleviating isolation. LGA 1972 s111 92 To Discuss the Christmas Function 25. The Clerk reported that 111 acceptances had been received. Aileen Aitcheson confirmed that the catering was on track and Stephen Skinner confirmed the wine had been purchased. Lindy Elliott requested some assistance to decorate the hall. EHPC Minutes December 2016 Cllrs.docx - 2 -
93 Task Group Progress Reports 26. Road Safety and Maintenance/VAS Traffic Calming/Lord Task Group. (Andrew Franklin) A meeting with Bahram Assadi, SCC Highways Engineer on 14 th November. The discussion included installation of the road table on Ockham Road South outside La Meridiana, this will be completed in the 2 nd Quarter of 2017. Fears were raised that this could act as a dam and cause further flooding. Flooding on Ockham Road North was also raised, despite video evidence of the problem being provided to SCC no action had been taken and pedestrians were being soaked by passing traffic. Inconsistencies in the road markings in Forest Road was raised and Bahram could not explain why this was carried out. 28. Communication Task Group. (Stephen Groom). The group met on 1 7th November to finalise the Winter Newsletter this will be distributed W/c 1 2th December. Other subjects discussed; Grange Park Opera Competition, website hacking concerns, the theme for the next annual parish meeting, an advertising policy and the Christmas Window Competition. 29. Neighbourhood Plan Task Group. (Robert Taylor). The draft NP has now been sent to GBC to arrange an independent health check. Once feedback from this health check has been received, the NP will be published for public consultation. 30. Community Activities & Allotments Task Group.(Linda Elliott). All allotments are occupied. Activities are focussed on the Christmas event. 31. Village Appearance Task Group. (Aileen Aitcheson). The number of items outstanding have been reduced. The most pressing item is the fence on both sides of Forest Road railway bridge, establishing ownership is proving difficult. 32. Local Economy Task Group. (Stephen Skinner). A meeting will be arranged for December or January. Woodland Task Group. (John Carr). A meeting for January will be arranged. 94 Reports on External Meetings 33. No reports 95 To Discuss St Martins Burial Ground 34. This item was held in Camera due to its sensitive nature. 76. To Approve the Date of the Next Meeting of the Council 35. The next meeting of the Parish Council is scheduled for Monday January 9th at 7.30pm in the Lovelace Room, East Horsley Village Hall. Chairman 12 th December 2016 EHPC Minutes December 2016 Cllrs.docx - 3 -
Appendix 4: EAST HORSLEY PARISH COUNCIL Clerk and Responsible Financial Officer: Mr Nicholas Clemens East Horsley Parish Council Office, Kingston Avenue, Leatherhead, Surrey KT24 6QT Telephone: (01483) 281148 e-mail parishcouncil@easthorsleypc.org PLANNING & ENVIRONMENT COMMITTEE Report New planning applications considered by the Committee between 3 rd October 2016 & 24 th November 2016 and dealt with under delegated authority: Application Drift View, Forest Road, Effingham Junction, Leatherhead, KT24 5HD Ref. No: 16/P/01939 Robinswood, Pine Walk, East Horsley, Leatherhead, KT24 5AG Ref. No: 16/P/01925 1 Howard Road, Effingham Junction, East Horsley, Leatherhead, KT24 5HX Ref. No: 16/P/01981 Kingswood, Woodland Drive, East Horsley, Leatherhead, KT24 5AN Ref. No: 16/T/00220 Flints, Farm Close, East Horsley, Leatherhead, KT24 5AE Ref. No: 16/P/02002 Clamp Rough and Gallows Grove, Old Lane, Cobham Ref No. 16/T/00243 Ramada Jarvis Hotel, Guildford Road, East Horsley, Leatherhead, KT24 6TB Ref. No: 15/P/02354 St Martin's Church, Ockham Road South, East Horsley Ref. No: 16/P/02151 Ash Croft, Hooke Road, East Horsley, Leatherhead, KT24 5DY Ref. No: 16/T/00256 Sheepwash Lodge, Pennymead Drive, East Horsley, Leatherhead, KT24 5AH Ref. No: 16/P/02206 Committee Response Objection Objection Objection EHPC Minutes December 2016 Cllrs.docx - 4 -
DECISIONS reported by Guildford Borough Council between 5 th October & 24 th November 2016 Reference Location P&EC Response GBC Decision 16/P/01925 Robinswood, Pine Walk, East Horsley, Leatherhead, KT24 5AG Objection Approved APPEALS Submitted or Decided between 5 th October 2016 & 24 th November 2016 Reference Location Proposal Appeal Submitted Appeal Decided 15/P/02354 Ramada Jarvis Hotel, Guildford Road, East Horsley, Leatherhead, KT24 6TB buildings and change of use of the retained parts from hotel use (C1) to residential use (C3) (full application) and the erection of dwellings (outline application) to provide a total of up to 49 new dwellings. 24/10/2016 Outcome EHPC Minutes December 2016 Cllrs.docx - 5 -
Appendix 5: PAYMENTS APPROVED Payments Authorised by Councillors between 30 th November & 30 th November 2016 Chq. No. Date Payee Reason Powers Amount Signatory 1 Signatory 2 Internet 02/11/2016 B Aldred Webmaster LGA 1972 S142 198.00 JC AA Internet 02/11/2016 SSALC Councillor LGA 1972 S111 78.00 JC AA Training Internet 02/11/2016 One Stop Flags and LGA 1972 S111 420.00 JC AA Promotions Flagpoles Internet 02/11/2016 Fast Signs Skate Park Safety Sign LGA 1976 S19 406.26 JC AA Internet 16/11/2016 SmileIT Internet Fault LGA1972 S111 90.00 JC RT Internet 16/11/2016 GBC Lighting Highways Act 418.20 JC RT Repairs 1980 Internet 16/11/2016 SSALC Clerk LGA 1972 S111 78.00 JC RT Training Internet 16/11/2016 SSALC Councillor Training LGA 1972 S111 198.00 JC RT Internet 16/11/2016 Grace & Flavour Allotment Fee Small Holdings Act 1908 566.00 JC RT 1462 16/11/2016 Robin Fairbank Grass Cutting Highways Act 1980 1,186.00 SJS AA 1463 16/11/2016 British Legion Wreath LGA 1972 S137 120.00 SJS AA Total 3,758.46 Print Date Standing Orders and Direct Debits Currently In Force Frequency Payee Powers Amount VAT Monthly Surrey County Council - employer and employee pension contributions Monthly Scottish & Southern Electricity (SSE) - streetlighting Monthly PlusNet broadband, phone line rental and calls reclaimable LGA 1972 s.111 650.84 No Highways Act 1980 Variable 35.00 Yes LGA 1972 s.111 Variable Yes 31 Monthly Clerk Salary LGA 1972 s.111 1,470.39 No Monthly Guildford Borough Council - parking enforcement Road Traffic Act 1984 131.42 Yes EHPC Minutes December 2016 Cllrs.docx - 6 -
Annual Information Commissioner registration under the Data Protection Act LGA 1972 s.111 35.00 No EAST HORSLEY PARISH COUNCIL Clerk and Responsible Financial Officer: Mr Nicholas Clemens East Horsley Parish Council Office, Kingston Avenue, EAST HORSLEY, Leatherhead KT24 6QT www.easthorsleypc.infotelephone: (01483) 281148 e-mail parishcouncil@easthorsleypc.org 23rd November 2016 Minutes of a Meeting of the Parish Council Finance & Risk Management Committee Held in the Parish Council Office, East Horsley Village Hall, Kingston Avenue, East Horsley, on 22nd November 2016 at 11.30 am. ATTENDANCE: Chairman John Carr, Robert Taylor, Aileen Aitcheson and Nicholas Clemens (Clerk). 1. To Receive and Accept Apologies for Absence 14. Stephen Skinner 2. Declaration of Disclosable Pecuniary Interests by Councillors on any of the agenda items below in accordance with The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012. (SI 2012 No. 1464). 15. None. 3. Register of Interests To declare any amendments (members are reminded that any amendments must also be notified in writing to the Monitoring Officer, Guildford Borough Council, Millmead, Guildford, GU2 4BB). 16. None 4. Declaration of Gifts or Hospitality over 25. 17. None 5. To Note the Minutes of the previous Finance Committee Meeting. 18. The minutes were agreed by the Council and signed by the Chairman at the council meeting on 26 th November 2016. 6. Review the Deposit Account Balances 19. It was agreed the figures were accurate. 7. To Pay Clerks Expenses and Salary Arrears 20. The Committee agreed to pay expenses of 221.72 arising between July and November 2016 21. The Committee agreed to pay salary arrears of 314.16 arising from a salary increase payable from April 2016 and the end of deductions for the Cycle Purchase Scheme in October 2016. 8. To Agree to Temporary Increase to the Parish Council Pre Funded Debit Card 22. The Committee agreed to increase the sum from 250 to 1,000. This is to cover expenditure on the Christmas Function. In Previous years this was funded by the Clerk and Councillors who were then 23. reimbursed. This is not easy to reconcile and makes reclaiming VAT difficult. 9. Quarter 2 Bank Reconciliation 23. The Committee were satisfied that the Clerk was following the correct procedures and accurately recording income and expenditure. 10. To Review Quarter 2 Outturn 24. The Committee were satisfied that income and expenditure was within the 2016-17 Budget. EHPC Minutes December 2016 Cllrs.docx - 7 -
25. The Committee asked the Clerk to provide a breakdown of overhead expenditure and expenditure on variable items in the future. 11. Next F&R Meeting 26. The next meeting of the Finance & Risk Committee will be arranged for late January/February 17 Chairman EHPC Minutes December 2016 Cllrs.docx - 8 -