MINUTES of THE CHARLWOOD PARISH COUNCIL MEETING
HELD IN THE HOOKWOOD MEMORIAL HALL
MONDAY, 20thJUNE, 2016
1APOLOGIES
Ms Carolyn Evans ,Mr Walter Hill, Mr James O’Neil
2DECLARATIONS OF INTEREST
None
3MINUTES OF PREVIOUS MEETING HELD ON THE 16thMAY, 2016
Mr Martin Needham proposed and MrNick Hagueseconded that the Minutes of the meeting held on 16thMay, 2016 be approved. The Council present agreed and the Chairman signed the Minutes as a true record.
4CHAIRMAN’S COMMENTS
8 Public Questions
The Chairman confirmed that since the last meeting herbicide treatment had been applied to the church footpath, Black Ditch & Rosemary Lane.
5PUBLIC QUESTIONS
Mrs Hilary Sewill asked if the Queen’s Birthday event had been successful as she had been away that day. Mrs Penny Shoubridge responded that the whole vent had been a great success despite the weather and thanked all those involved in helping. Mrs Shoubridge also commented on the compliments received for the Living Sculpture project of the Queen’s head in the Millennium Field.
Mrs Sheppard asked that the council be aware that any proposals to dispose of the land in Brickfield Lane must take into account the covenant that existed on the turning circle at the head of Brickfield Lane. The Chairman confirmed that this was known about and noted.
6REPORT OF THE PLANNING AND HIGHWAYS COMMITTEE
6.1 Election of Chairman
Mr Nick Hague reported that he had been re-elected as Chairman of the Planning & Highways Committee.
6.2 Planning Comments Mr Nick Hague proposed, Mrs Penny Shoubridge seconded, that the planning comments as listed be submitted and the council present agreed.
6.3 Highways Matters
Surrey County Councillor Helyn Clack gave the meeting a brief outline of the Project Horizon Pavement proposals which was similar to the running for roads.
Mrs Clack advised she had emphasised to Highways the need to recognise rural paths need equal, if not more attention than urban pathways. She suggested the Parish Council register its interest in achieving a footpath from Russ Hill to the village and from the village to Hookwood in the scheme. The Chairman suggested councillors notify the Clerk of any particular pavement & footpath issues in order a list could be submitted and the project be included in the next Services & Amenities agenda.
7REPORT OF THE SERVICES AND AMENITIES COMMITTEE Mrs Penny Shoubridge presented the Services & Amenities Committee report.
7.1 Withey The play area gate was repaired. Mr O’Neill was providing a plan with the preferred location of the benches.
7.2 Millennium Field The pathway work was completed although there was some concern about some of the edge boards. It was noticed that following the recent heavy rain once again the lower end of the field had flooded.
7.3 Recreation Ground
A meeting had been held on the pitch with the contractor and the Sports England monitors, TGMS. They were very satisfied with the work too date. A maintenance programme for the future was being prepared with appropriate quotes for the works required.
The emergency work on the Lime Trees had been carried out.
7.4 Car Park Nothing further to report.
7.5 Churchyard Trees
Following some recent comments on Facebook a list of formal questions had been received by the Clerk concerning tree works in the churchyard and on the recreation field. There were also queries relating to the management of the Sports & Community Centre Project. These detailed questions had been received too late for inclusion in this agenda. However with regard to the churchyard trees the general status is that an application was made by the Parochial Church Council (PCC) in February 2015 which was granted in March 2015 with conditions. The PCC are now following procedure and applying to the Diocese to proceed with the works. For further information enquiries should be made to the PCC.
7.6 Footpaths & Cycle PathThe survey document was now virtually ready and printing and door to door distribution needed to be planned.
7.7 Sports & Community Centre
Mr Martin Needham informed the meeting the architects were due to inspect the progress and report back. The target handover date still remained towards the end of June or early July.
8REPORT OF THE FINANCE COMMITTEE 8.1 Payments Received & Cleared payments
Barclays Deposit Account 31st May 2016 £ 93,505.2 Barclays Pavilion Account 31st May 2016 £ 2,249.99 Barclays Bank Current Account Balance at 31st May 2016 £39,956.94
Receipts : Football Foundation £ 9,548.00
Internet Balance 19th June£37,662.73 Uncleared: £ 1,550.93 Transfer from Deposit £62,000.00 Forecast Balance 20th May £98,111.07
8.2 Accounts for Payment & Authorised Transfers The following payments were proposed by Mr Martin Needham, seconded by MrsPenny Shoubridge and agreed in accordance with Appendix A of Standing Orders.
Payee / Purpose / Pavilion / Ex VAT / VAT / TotalGoPak / Inv 355840 Folding Tables / Yes / 550.73 / 110.15 / 660.88
The Sign Maker / Inv 1605 Plaque / 349.78 / 69.95 / 419.73
T Golf Ltd / Inv 8684 Commemorative Mugs / 818.00 / 163.60 / 981.60
All Seasons / Inv 1674, 1678,1683,1684The Green, Millennium Field, Lime Trees / 8150.00 / 1630.00 / 9780.00
Invoices above have been paid
South Coast Containers / Inv 3372 Container Rental June / Yes / 40.00 / 8.00 / 48.00
RBG Graphics / Inv 4248 Hosting Fee Yola / 150.00 / 30.00 / 180.00
RBG Graphics / Annual Fee 2015 / 1079.00 / 215.80 / 1294.80
Active Maintenance / Inv 805 Drainage work to sump / 2998.00 / 599.60 / 3597.60
Hookwood Memorial Hall / Inv 5188 Hall Hire / 98.85 / 0.00 / 98.85
Riverside Construction / Invoice J340 Valuation 07 / Yes / 69921.00 / 13984.20 / 83905.20
Kings / Inv 14118 Withey works / 130.45 / 26.09 / 156.54
Zurich / Inv 21926417 & Inv22471013 Parish Council Policy Renewal / 2750.22 / 0.00 / 2750.22
EDF / Pavilion To 18 May 2014 / Yes / 80.80 / 10.04 / 90.84
Charlwood Copiers / Inv 1718 Stationary Supplies / 41.43 / 8.29 / 49.72
Mrs A Billinghurst / Salary Q1 2016 / - / 106.78 / 0.00 / 106.78
Mrs D Speakman / Salary Q1 2016 / - / 649.60 / 0.00 / 649.60
Mr N Speakman / Salary Q1 2016 / 649.60 / 0.00 / 649.60
P Barclay / Salary June 2016 / 621.52 / 0.00 / 621.52
HMRC / PAYE June 2016 / 614.13 / 0.00 / 614.13
Total all payments / 89799.89 / 16855.72 / 106655.60
8.3 Annual Accounts 2015-16 Mr Martin Needham proposed, Mrs Penny Shoubridge seconded, that the Annual Accounts now presented be approved and the council present agreed.
8.4 VAT Recovery Mark Mulberry had advised the Chairman that following contact at last with HMRC the outstanding VAT claim had been resubmitted.
8.5 Land at Brickfield Land The Clerk advised contact was awaited from the surveyors.
8.6 Employment Matters
NALC Salary Scales for Parish Council Staff for 2016 & 2017 wef 1 April 2016. Mr Martin Needham proposed, Mr Nick Hague seconded, that the new salary scales published by the NALC be accepted and the council present agreed.
9GATWICK MATTERS
Update on Departure Route 4 – 26LAM Mrs Hilary Sewill reported that the revised Route 4 to the north of the airport had been introduced on 26th May and already there were significant levels of complaints coming in from Newdigate, Leigh, Norwood Hill, Beare Green and Capel.
Update Noise Management Board Mrs Sewill advised that the Noise Management Board membership composition had been agreed. The first meeting was scheduled for 21st June at which Terms of Reference were to be decided.
Further delay to 2nd Runway announcement The Secretary for State for Transport had recently announced that the planned July date for the runway announcement may well slip back to September.
10REPORTS FROM REPRESENTATIVES Nil to report
11COMMUNITY POLICE REPORT The Clerk advised that information had been received via other parishes that the process of officers visiting meetings or the publishing of monthly statistics was not going to continue. County Councillor Mrs Helyn Clack stated she would bring a senior police officer to the meeting as soon as possible to discuss this rationale. Mr Martin Needham proposed, Mr Nick Hague seconded that a letter be sent to the Police and Crime Commissioner outlining the Parish Council concerns over these changes in police community relations.
12 COMMUNITY EVENTS & AFFAIRS
12.1 Public Transport update – local survey The Public Transport Survey was now part of the Footpaths and Cycleway Survey (Item 7.6).
12.2 Heartstart 10 people had attended the training event in Leigh. The British Heart Foundation were expected to reopen the funding scheme for installing defibrillators in rural communities and Mrs Penny Shoubridge recommended the Parish Council actively investigate obtaining one.
12.4 Horse Hill ExplorationThe formal application for the next stage was still awaited.
12.6 Condition of Povey Cross Road – south sideMrs Penny Shoubridge reported that a positive meeting had been held at Gatwick with Mole Valley Licensing office, Gatwick Airport Community Affairs team and Gatwick Property Management , District Councillor Charles Yarwood and Mole Valley Officers. The meeting had established a number of policing methods to limit taxi and valet car activity at the site. GAL had confirmed their intention to clear the scrubland and mend the fences as soon as the verge had been cleared. A long term policy of issuing free residents parking permits was considered to be the ultimate aim to alleviate the problem completely. Mrs Lisa Scott suggested that when that stage was reached consideration be given to a cycle path on that side of the road inside the marked parking bays. Mrs Hilary Sewill asked that consideration be given to parking by dog walkers accessing the River Mole pathway at the norther entrance to the airport.
13PUBLIC COMMENTSNone
14DATES OF FORTHCOMING MEETINGS
DATE / PURPOSE / VENUE / TIME12th July / Planning &Highways / Sewill Close / 7:30 pm
13th July / Services & Amenities / tba / 7:30 pm
18th July / Charlwood Parish Council / Charlwood TBA / 8:00 pm
30-31st July / Ride London / London-Dorking / All day
22-24th July / Charlwood Music Festival / Parish Hall & St Nicholas Church & Churchyard / Various
The meeting closed at 2130
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