35/07

FELBRIDGE PARISH COUNCIL

 

Meetings are held on the first Thursday of each month (except January and August)

at 7.30pm in the Village Hall

 

 

Minutes of the Parish Council Meeting held on 5th July 2007

at 8.00pm in the Village Hall, following the Annual Meeting

 

Present:            Mrs Bridget Huntington (Chairman)

                        Mr Brian Apps

                        Mr Jeremy Clarke

                        Mrs Linda Hainge

Mr Ken Harwood (attended part of meeting)

                        Mr Ian McBryde

Mrs Marian Winn (attended part of meeting)

                        Mrs Rosalind White (in attendance)

 

1.            APOLOGIES FOR ABSENCE were received from Mr Ken Rimington

 

2.            DECLARATIONS OF INTEREST

 

            Mr Brian Apps declared an interest in Planning Application TA/2007/914, as he personally knows the owners of the property.  There were no other additions to those previously registered.

 

3.            MINUTES OF PREVIOUS MEETING

 

            The Minutes of the Annual Parish Meeting held on 7th June 2007 were approved and signed subject to the following amendment:-  page 32/07, 4th para, should read “painting the bus shelter on Crawley Down Road”.  The Minutes of the Parish Council Meeting held on 7th June were approved and signed, subject to the following amendment:- page 26/07, para 4(viii) should read “BIFFA transferred £49,000 into the Playground Association bank account.”

 

4.            MATTERS ARISING

 

(i)         Community Speedwatch:  As there are now 9 volunteers, it was agreed that a scheme should be set up in Felbridge.  Resolved:  Clerk to contact WPC Moira Cocks for a date for training and contact the 9 volunteers.

(ii)        Speed Survey:  A resident of Crawley Down Road has reported vehicles speeding towards Crawley Down between 10.30pm and 11.30pm.  WPC Moira Cocks will arrange for a speed check to be carried out.  PC Kevin Smith has reported that funds are available for Vehicle Activated Signs through the Local Partnership Service Agreement.  Resolved:  Clerk to contact Derek Poole, Surrey Highways, to ask for two signs for vehicles entering Felbridge – one on Crawley Down Road on the county boundary and one on Copthorne Road near Doves Barn, both at the point where the speed limit reduces.

(iii)       Speed Limit Signs:  Mark Winstanley, Surrey Highways, is awaiting copies of the speed limit order from WSCC.  Resolved:  Clerk to follow up.

(iv)       CCTV Camera:  Keys for the cupboard were given to Ken Harwood and Jeremy Clarke.  CCTV signs will be erected by Derek Hainge.  An extra CCTV camera to point alongside the new playground has been ordered from Security Systems at


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a cost of £480 plus VAT.  Resolved:  Clerk to obtain 4 more keys for the cupboard and 6 key cards for the village hall main entrance.  Clerk to prepare

document for councillors to sign for keys and key cards.  Clerk to order 2 small stick on signs for the CCTV pole. 

(v)        A264 Copthorne Road, Puffin Crossing:  EDF have now received an order from Surrey Highways and hope to carry out the work within 21 days.

(vi)       List of Surrey Highway Repairs: 

            (i) Surrey Highways have confirmed that potholes identified as safety defects along Rowplatt Lane were attended to on 5th April.  Resolved:  Marian Winn to make a list of potholes that still need attention with exact locations.

(ii) A letter to householders about parking on the verges in Copthorne Road was agreed.  Resolved:  Clerk to distribute.

            (iii) Surrey Highways have been asked to repair the potholes along Copthorne Road between Mill Lane and the county boundary.  Our request has been passed to the Highways Inspection Team.  More holes are now appearing and the situation is getting dangerous.  Resolved:  Clerk to follow up with Surrey Highways.

            (iv) Street lights at entrance to new development in Copthorne Road - Peter Ainsworth is investigating.  The situation is still not resolved.

            v) Pavement along Crawley Down Road – Steve Cunnah, Surrey Highways logged this enquiry on 23 May requesting an inspection by the Highway Steward.

(vii)      Skateboard Ramp:  A copy of Paul Matten’s half-yearly report dated 16th April has been received detailing work costing £150 plus VAT.  Resolved:  Clerk to ask Paul Matten to carry out the work.

(viii)      Playground:  Jonathan Bruce, TDC has confirmed that he will arrange for the burnt seat to be replaced and that he has instructed his contractors to remove the bank of earth and install a post and rail fence along the edge of the carpark.  A plaque is required giving the names of all sponsors. It was agreed to obtain a quote for surfacing the small remaining area of grass inside the playground.

(ix)       Village Hall Carpark:  The Village Hall Committee will discuss this at their September meeting and will agree their suggestions at their November meeting.

(x)        Outstanding Surrey Highways Issues:  Stuart Halden, Business Support, East Surrey Highways has replied regarding this list.

            (i) Felbridge Village Sign on Crawley Down Road:  Derek Poole has replied saying that he regrets that this cannot be a priority for Surrey Highways at this time.  It may be possible to reconsider at the time of implementation of the new speed limits in the area.

(ii) Footpaths alongside A22:  Steve Cunnah, Surrey Highways has said that work was carried out by the Community Gang in February along the footpath between Whittington College and Felbridge Copse, and outside the Stone Cottage.  Clearance of the footpath between Woodcock Garage and Hobbs Industrial Estate is still outstanding and will be requested as a priority for the next visit due 23rd July.  A reply was sent on 3rd July asking for all three stretches to be cleared w/c 23rd July.  Resolved:  Photographs of the footpaths to be sent to Surrey Highways.

(iii) School sign along Copthorne Road:  this is bent and buried in the hedge.  The Community Gang have been asked to carry out this work.  Resolved:  Clerk to follow up.

(xi)       Affordable Housing:  It was agreed to discuss this at a future meeting.

(xii)      Damage to verge along Crawley Down Road:  TDC contractors will fill holes and repair banks using the soil from the village hall.

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(xiii)      Village Green:  Jonathan Bruce, TDC, has asked that the situation be monitored.  If there is an ongoing problem with vehicles driving across the green, he will consider posts.

(xiv)     BMX Bike Track in Woods behind Village Hall:  Linda Hainge and Bridget Huntington will visit the BMX track at Caterham.  A youth shelter will be considered.

(xv)      Litter Bin for new playground:  TDC will provide a litter bin at an approximate cost of £200 plus VAT.  This was authorised up to £250.  Resolved:  Clerk to order bin, to be sited near the new gate to the playground.

(xvi)     Felbridge Sports & Recreation Association:  Jonathan Bruce has agreed to plant some hedging in the gaps in the Autumn.  It was agreed to release the donation of £500.  Resolved:  Clerk to send cheque and ask for confirmation of which specific items the money will be spent on.

(xvii)     Printer/Scanner:  A quotation has been received from Ballpoint Office Supplies for a Canon MP160 for £45 plus £27.50 for ink cartridges.  Resolved:  Clerk to order.

(xviiii)   Laminator:  A quotation has been received from Ballpoint Office Supplies for a laminator for £30.  Resolved:  Clerk to order.

(xix)     Parking in Wheelers Way:  WS Highways have confirmed that there are currently no parking restrictions in the part of Crawley Down Road which falls within West Sussex.  Resolved:  Clerk to write to Surrey Police.

(xx)      Oak Farm Hedge:  TDC Planning Dept have looked at the hedge and have asked the tree officer to inspect it.  Resolved:  Clerk to follow up with TDC Planning Dept regarding whether the entrance has been constructed in accordance with the plans and the line of the hedge.

(xxi)     Dips in Crawley Down Road:  The road has been repaired where pipes were laid for the Oak Farm development.  Resolved:  Jeremy Clarke to confirm whether there is still a problem on the west bound carriageway.

(xxii)     School Hedge:  Felbridge School have confirmed that the hedge along Copthorne Road will be cut towards the end of July once the birds have finished nesting.

(xxiii)    Oak Farm:  A letter has been sent to Try Homes asking them to remove their sales sign from the common land. 

(xxiv)    Mill Lane Pavement:  The request for the pavement to be extended into Mill Lane has been forward to the Tandridge Team.  Resolved:  Clerk to follow up.

(xxv)    Dog Loo Bin:  TDC have agreed to install a bin at the junction of Rowplatt Lane and Copthorne Road.

(xxvi)    Felbridge Showground:  Shaun Marsh has agreed to fill in the potholes in the drive and try to keep on top of future repairs.

(xxvii)   Information Leaflet:  A leaflet about FPC containing contact numbers for TDC and SCC was discussed for delivery to all homes.  Resolved:  Ian McBryde to circulate a draft.

(xxviii)  Maintenance Person:  It was agreed that FPC would have insufficient work to employ someone.

(xxix)    Bench outside Playground:  Linda Hainge has suggested a bench under the tree between carpark and playground, which would be out of the sun.  Resolved:  Clerk to ask TDC for a quote. 

(xxx)    Felbridge Hotel:  Prosecution proceedings commence at Redhill Magistrates Court on 24th August.

(xxxi)    Felbridge School Admissions:  Mark Burton, School Place Planning Manager, is investigating the availability of school places for Felbridge children.  Resolved:  Clerk to follow up

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5.            COUNCILLORS’ REPORTS

 

(i)         Annual Review of Risk Assessment:-  The various areas were discussed and agreed.  An amended version is attached to these minutes.

(ii)        2006-2007 Accounts:  These have been finalised and passed by the Internal Auditor.  The Accounts & Audit Regulations 2006 require the Council to check on the effectiveness of the Internal Audit. 

            a. Internal Audit Effectiveness Review – The “Audit Plan – Internal Audit Review of Book-keeping dated 25/06/07” provided by the Internal Auditor Peter Frost was reviewed and accepted as a template.  This will be reviewed annually, using the appropriate assessment standards drawn from the check-list provided by the Audit Commission.

            b. Annual Return – Section 1, the Statement of Accounts and Section 2, the Annual Governance Statement, were both approved.

            c. Section 137 Payments – It is important that the minutes clearly record when any payments have been authorized under Section 137.  In future the following statement will be used – “It was resolved that the Council, in accordance with its powers under Section 137 of the LGA 1972, should incur the following expenditure which, in the opinion of the Council, is in the interests of the area or its inhabitants and will benefit them in a manner commensurate with the expenditure.”  It was agreed that this item be added to future Parish Council meeting agendas.

(iii)       Finances:  Current bank account balances total £11,997.19.  £72,221.38 was paid to Kompan Ltd for the installation of the new playground equipment.  This included £10,756.38 VAT.  A VAT repayment claim for £11,431.15 has been submitted to cover all VAT paid since 1st March.

(iv)       Code of Conduct:  It was agreed to adopt the revised Code of Conduct for Parish Councillors, including Part 2, para 12,(2) which states “where you have a prejudicial interest in any business of your authority, you may attend a meeting but only for the purpose of making representations, answering questions or giving evidence relating to the business, provided that the public are also allowed to attend the meeting for the same purpose, whether under a statutory right or otherwise”.  All councillors agreed to complete new declaration of interests forms.  Resolved:  Clerk to arrange a formal notice of adoption in the local press and notify the Standards Board.  Clerk to circulate copy of The Model Code of Conduct for Parish and Town Councils to all councillors.

(v)        Flyposting:  Further notices have been collected around the village.  Resolved:  Clerk to write to the companies concerned.

(vi)       Horse droppings on pavements:  This is a particular problem along Crawley Down Road.  Resolved:  Clerk to contact Felbridge Showground to ask their horse riders to show consideration to pedestrians and where possible to ride on the road.

(vii)      Registration and Tube Survey:  WSCC need to carry out this survey on the Surrey side of the border in Felbridge.  The registration survey takes place on 7th July near the junction of the A22/A264.  Tubes will be laid across the road for possibly 2 weeks.

(viii)      Schools with Zigzag Keep Clear Markings:  These will be made mandatory outside Felbridge School in Copthorne Road.

(ix)       Judges Corner:  The roundabout has been approved for 2007/08 and the design is in progress but there are problems with land acquisition. 

(x)        Grass Cutting:  TDC’s agreed programme is 8 times per year in urban areas and 3 times a year in rural areas.


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(xi)       Copthorne Rd/Crawley Down Rd Junction:  Improvements are planned for 2007/08.

(xii)      Community Highways Officers:  These are being recruited with interviews completed by early July.  Ken Rimington has requested that the first one allocated to Tandridge is employed in Lingfield and Godstone wards.  This officer should make like easier for Parish Clerks dealing with highway problems.

(xiii)      SCC Call Centre:  Improvements have been reported but there are still problems and as a result a new electronic system will be installed in September.

(xiv)     West Park Road Gypsy Site:  TDC are unable to take any action until a caravan enters the site.  Surrey Highways have been asked to look at the entrance.

(xv)      Cable Laying in Copthorne Road:  Negotiations are taking place regarding ownership of the verge outside number 89.

Mrs Winn left the meeting

(xvi)     Rowplatt Close:  A drainage problem at number 2 has been taken up with Antler Homes.

(xvii)     Berm at Hedgecourt Lake:  The sailing club have advised that the height of the lake needs to be maintained for commercial reasons.

(xviii)    Public Footpath 263:  The footpath between the Old Police House and Garfield Farm is very overgrown.  Jeremy Clarke to provide photos.  Resolved:  Clerk to ask SCC when this footpath was last cleared.

(xix)     Motor Scooter:  A young person has been seen riding along the footpath in Crawley Down Road and around the village hall carpark.  Resolved:  Clerk to contact Surrey Police and advise that images are on CCTV.

Mr Harwood left the meeting.

 

6.            PLANNING APPLICATIONS

 

Weekly Planning List 23/2007

TA/2007/819:  31A Crawley Down Road, Felbridge.  Erection of single storey rear extension and change of use of part of the ground floor storage area of the shop into habitable accommodation.  Resolved:  FPC object on the grounds of the negative impact on the neighbouring property as the shop is already developed considerably deeper into the plot than the residential properties.  FPC object to the change of use of any retail part of this property and consider there is evident need for this village shop. 

TA/2007/834:  Land at Beaver Farm, Eastbourne Road, Newchapel.  Erection of 4 polytunnels and a pump and generator house (Certificate of Lawfulness for an existing development).  Resolved:  FPC continue to object on the grounds of the significant impact upon the openness of the green belt and are astonished that it is possible for a CLUED application to be made on structures that have been refused planning permission and have had an enforcement notice of them. 

Weekly Planning List 24/2007

None in Felbridge

Weekly Planning List 25/2007

TA/2007/932:  94 Copthorne Road, Felbridge.  Erection of first floor side extension.  Resolved:  No action.

TA/2007/949:  Nevasa, The Limes, Felbridge.  Demolition of conservatory.  Erection of conservatory to rear elevation.  Resolved:  No action.

TA/2007/967/TPO:  Anns Orchard, 65 Crawley Down Road, Felbridge.  TPO 7, 2002 (T) – Fell 1 holly.  Resolved:  No action.

Weekly Planning List 26/2007

TA/2007/914:  Land to the front of Lovell Oaks, 120 Copthorne Road, Felbridge.  Erection of detached 4-bed dwelling and vehicular access.  Resolved:  FPC object on the grounds of access onto the busy Copthorne Road on a dangerous corner and current 5-

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way junction, excessive speed of traffic along Copthorne Road, inadequate sight lines due to bend and speed of traffic, and that the property would alter the character of the surrounding area.  FPC have asked that Surrey Highways reconsider this application.

TA/2007/980:  Lake Cottage, Eastbourne Road, Newchapel.  Demolition of shed.  Erection of 2 storey side extension.  Resolved:  No action.

TA/2007/1038:  Maracas, Herons Lea, New Domewood, Copthorne.  Erection of outbuilding (Certificate of Lawfulness for an existing development).  Resolved:  No action.

 

7.            CLERK’S REPORT AND CORRESPONDENCE

 

(i)         Surrey Crimestoppers:  A request for a donation has been received.  Resolved:  It was agreed to send £40.

(ii)        St John Ambulance:  A letter has been received about proposals for local seminars for businesses in conjunction with Business Link Surrey and asking for advice from FPC.  Resolved:  It was agreed that the Clerk would reply suggesting venues and the names of local business estates.

(iii)       SCAPTC:  An invitation has been received to the AGM on 14th July with a request for nominations for appointments to the management committee.  FPC were unable to send a representative to this meeting.

(iv)       Trees in Crawley Down Road:  A resident has reported ivy and brambles covering a silver birch tree near to the bus stop, and growth around one of the chestnut trees near to the exit from Warren Close.  This has been reported to TDC.

(v)        Allianz Insurance Plc:  A cheque for £13.65 has been received due to over payment of the renewal premium.  This was given to Brian Apps.

(vi)       In circulation:  TDC Planning & Environment Committee Agenda, 12th Jun 07;  GACC Study of Emissions, Jun 07;  TDC News Release – Illegal Advertising Signs, 11th Jun 07;  TDC News Release – Tandridge Summer Jams, 13th Jun 07;  Letter from Surrey Countryside Access Forum, June 07;  TDC Housing Committee Agenda, 21st Jun 07;  SCC Rights of Way and Countryside Access Annual Report, 06/07;  Email re lorries on rural roads, Jun 07;  Surrey Matters, Summer 07;  TDC Special Resources Committee Agenda, 27th Jun 07;  TDC Licensing Committee Agenda, 26th Jun 07;  TDC Development Control Committee Agenda, 28th Jun 07;  TDC List of Delegated Action Taken, 21st Jun 07;  SCC Tandridge Local Committee Agenda, 22nd Jun 07;  TDC News Release – Partnership Action Day, 22nd Jun 07;  ESPLG Report of Meeting on 31st May 07;  TDC News Release re Smoke Free Tandridge, 25th Jun 07;  TDC Financial Review & Statement of Accounts 06/07;  TDC News Release – Opening of New Sports Pavilion, 3rd Jul 07;  TDC News Release – Performance and Improvement Plan, 3rd Jul 07;  Email re Mid Sussex Core Strategy, 3rd Jul 07;  Clerk & Councils Direct, Jul 07;  TDC Community Services Committee Agenda, 5th July;  LCR, July 07;  Stepping Out Newsletter, Jun 07;  TVSC The Voice, Jul 07; Surrey Community Transport Directory.

 

8.            ACCOUNTS AND CHEQUES SIGNED:  Issue of the following cheques was approved by the Parish Council under Standing Orders:

 

566            Kompan Ltd                            Playground improvements            £72,221.38

567            B. Wright                          Bus shelter cleaning for July                 £28.20

568            B. Wright                          Bus shelter cleaning for August            £28.20

569            R. White                           Clerk’s salary for July                             £205.99

570            HM Revenue & Customs            Income Tax for July                                  £29.39

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571            R. White                           Clerk’s salary for August                £205.99

572            HM Revenue & Customs            Income Tax for August                  £29.39

573            R White                           Office Allowance for July

and Petty Cash for June                            £88.00

574            Peter J Consultants                   Annual Return and Review                £100.40

575            Felbridge Sports & Recreation

                        Association                               Donation for fittings in new pavilion        £500.00

 

9.         ANY OTHER BUSINESS

            Knotweed has been found in a stream leading into Hedgecourt Lake.  This has been reported to John Hind at TDC.

 

10.       DATE OF NEXT MEETING:  The next meeting will be held on Thursday 6th September at 7.30pm.

 

The meeting closed at approximately 11.15pm.

 

RW

25 July 2007