Parish Council - Meetings minutes

21 January 2010 - 7.30pm

 

Minutes of the Meeting of the Council

          held at 7.30pm on the 21 January 2010

in the Small Village Hall.

 

Present:           Chairman:        Anthony Sheppard

Councillors:     Audrey Cartwright, Shirley Round, Jimmy Cartwright, Geoff Herbert, Alan Charlwood, Nick Hayes, David Parks

              In attendance: Parish Clerk:            Freda Collins

                                    1 member of the public

                                                                         

109. Apologies for Absence

Carol Manley who was unwell.

Ken Huddart who was on holiday

The apologies were accepted.

 

110. Declarations of Interest in Items on the Agenda

      Cllr Cartwright declared that he is a Borough Councillor and a Trustee of the Village Hall.

Cllr Parks declared that he is a member of the Group Council for the Scouts, a member of Claygate Recreation Ground Trust, a member of the YC Committee and a Governor of Claygate School.

Cllr Herbert declared that he is Chairman of the Youth Club Committee.

Cllr Round declared she is Secretary to the Trustees and Lettings Manager of the Claygate Village Hall Association, a member of the Claygate Flower Show Committee and a Trustee of the Friends of Capelfield Surgery.

Cllr Charlwood declared that he is Vice-Chairman of the Youth Club Committee.

Cllr Hayes declared that he is Chairman of the CRGT.

 

111. Confirmation of the Minutes

The declaration for Cllr David Parks was deleted and then the minutes of the meeting of the meeting of 12 November 2009 were confirmed and signed. It was noted that the minutes were in two parts; the second section relating to the Clerks pay and therefore not in the public domain.

 

112. To report on the actioning of items from the last meeting

Re AP15- St George’s Day celebrations – Cllr Parks spoke to Richard Catling reminding him to contact the Clerk. The Clerk spoke to Cllr Wells; he does not know what, if any, celebrations will be held. It was noted that, as nothing has been heard about this matter, nothing has been included in the budget.

Re A34- insurance provider – the Council is now insured with Came & Co.

All other action points have been carried out or are agenda items.

 

113. Report from the Chairman

113.1 After the budget Working Party held in November, the Clerk and Chairman met to revise the General Expenses budget.

113.2 Another Christmas drinks party was held to thank the Council’s helpers and was a great success. Thanks to Cllrs Cartwright for hosting and the Clerk for helping.

113.3 The Chairman noted that he has taken on extra personal duties, so will be very busy in the near future.

114. Report from the Parish Clerk

114.1 We obtain the majority of our office supplies from Viking; Viking offers Nectar points, so the Clerk has obtained a nectar card for the Parish Council. It was agreed that the redeemed points would be used to the benefit of the community. There will be another drinks party in February for the green Team and CIB, so the points could be used to provide refreshments for the party.

114.2 The next drinks party for the remainder of the council voluntary helpers will be on 7 Feb. 2010 at the Clerks home. Thanks were given to the Clerk. A discussion about the drinks party for 2010 will be included on the agenda for the Sept 2010 meeting.

114.3 Our broadband facility is through Tiscali. Tiscali have recently been taken over by TalkTalk.

114.4 Cllr Hayes signed the Declaration of Acceptance at the budget meeting in November. A copy was sent to the Monitoring Officer by the Clerk and an acknowledgment has been received.

 

115. Finance Report

115.1 All Council funds have been moved out of the Bank of Ireland accounts and into the Investec account. The Bank of Ireland account has been closed. Forms have been received from Investec regarding opening a High 5 account. No progress has been made on research of another high-paying account.

115.2 Investec offer limited internet banking facilities at the moment. The Clerk can use the internet to see the balance, order a statement etc. Investec now want to widen the services they offer, but this would mean that payments can be made using the internet which is illegal for a parish council. Consequently, this Council will no longer use the internet service.

115.3 The Bank of Ireland account has been formally closed.

115.4 A copy of all receipts and payments from the last meeting for both accounts, all payments made since the last meeting and a detailed Income & Expenditure by budget were circulated prior to the meeting. No questions were raised on the accounts.

115.5 Bank Reconciliations for all months since the start of the financial year have been prepared by the Clerk and signed by the Chairman.

115.6 All payments made since the last meeting were APPROVED.

 

116. To Review Expenditure for the Year

All expenditure was reviewed in depth at the budget meeting in November 2009:-

i. One item which was put in the draft budget was a grant to the school allotments. It has been confirmed that the allotments will be looked after during school holidays, so it was agreed to include this grant in the budget.

ii. Estimates of the tree work needed on Meadow Road Island are with Cllr Manley. Cllr A Cartwright will get copies of the estimates so a decision can be made on the work.

AP39    Cllr A Cartwright to action.

iii. Funding  may be needed for Neighbourhood Watch signs, as some of the signs may need replacing as SCC replaces all the lamp posts in the village.

iv. The CRGT was awarded a grant for the new gates at Dalmore Avenue. As soon as the contract is in place, the grant will be sent to the CRGT.

iv. There is £1000 left on the YC budget. The Committee will not spend anything on the infrastructure as it is waiting to hear the SCC decision as to who pays for what with regard to the building. This money can be used for new equipment.

 

117. To set the precept for 2010/2011

A budget meeting was held on 19 Nov 2009 and notes circulated to all councillors. Cllr Sheppard circulated a draft budget in early December. Slight changes were made following an in-depth revision of administration expenses. This draft was also circulated and one objection was made to the removal of the subscriptions for the LCR. The precept is recommended at £48,000. This would be the sixth year that the precept will be £48,000. The band D contribution will decrease from £14.18 to £14.07. Decreases in the Committee budgets are off set by increases in grants and public projects and a small increase of 1.4% in administration.

 

Resolution 1.

It is RESOLVED that a precept of £48,000 be levied for the financial year 2010/2011.

PROPOSED by Anthony Sheppard

SECONDED by Alan Charlwood

AGREED UNANIMOUSLY

 

Cllr Round has prepared a piece for the Courier.

The Clerk will write to EBC to notify them of the agreed precept.

AP40     The Clerk & Cllr Round to action

 

118. Kingston Local Development Framework Core Strategy - Consultation 

The Royal Borough of Kingston upon Thames Core Strategy has reached the Preferred Strategy stage. A copy of the Preferred Strategy has been circulated to all Councillors.

It was agreed that this would only impinge on Claygate with regard to educational needs, particularly large developments such as the one at Hinchley Wood.

 It was agreed to send the following comments:-

We would like to draw your attention to the pressure on primary and secondary school places in Elmbridge and in particular Claygate and Hinchley Wood. This would be exacerbated by any increase in the school population in areas of Kingston bordering Elmbridge.          

AP41    The Clerk to action.

 

119. Health & Safety Policy

A Health & Safety Policy is not mandatory for the number of employees of CPC, but has been recommended. The Clerk drafted a policy and this was evaluated by the Chairman and then circulated.

Our statement of general policy is:

 

1.      To provide adequate control of the health & safety risks arising from our work activities

 

2.      To consult with our employees on matters affecting their health & safety

 

3.      To provide and maintain safe plant & equipment

 

4.      To ensure safe handling and use of substances

 

5.      To provide information, instruction and supervision for employees

 

6.      To ensure all employees are competent to do their tasks and to give them adequate training

 

7.      To prevent accidents and cases of work-related ill health

 

8.      To maintain safe and healthy working conditions

 

9.      To review and revise this policy as necessary at regular intervals.

 

10.  To ensure that all employees are aware of the correct use of all machinery including VDU’s.

 

Cllr Herbert requested that the words ‘computer systems and’ be inserted into item 10, so that item 10 will read:-

 

To ensure that all employees are aware of the correct use of all machinery including computer systems and VDU’s.

 

Resolution 2.

It is RESOLVED that this Council adopts a Health and Safety Policy.

PROPOSED by Anthony Sheppard

SECONDED by Shirley Round

AGREED UNANIOUMSLY

 

120. Surrey Community Foundation

Information from Vic Quale, Secretary to the Surrey Branch of NALC, on the Surrey Community Fund Foundation has been circulated. The foundation provides information on how to provide local funds to support local community projects. This may be helpful to village organisations such as the CRGT. It may be of interest to local groups, so may be subject of an article in the Courier. It was agreed to find out more about the foundation. Cllr Hayes agreed to research. He will write a report and circulate to all councillors.

AP42 Cllr Hayes to action.

 

121. Councillor Training

The Clerk recently circulated information about training days for councillors organised by SCAPTC. Cllr Round contacted SCAPTC and asked for more notice. Unfortunately, SCAPTC are not able to do this. Cllr Hayes agreed to go on the course for new councillors. Cllr Round will arrange.

It was noted that EBC offer courses, but usually after an election. They are normally useful for the Model Code and Planning.  Cllr Round will contact EBC and ask if any new courses have been planned.

AP43     Cllr Round to action all the above.

 

122. The Planning Committee Report

Cllr Herbert gave an oral report to the meeting.

All minutes of the Planning Committee have been circulated.

122.1 The EBC Core Strategy Document has been published. Two copies are on circulation to councillors. It is also on the EBC website. Cllr Herbert has read the document and has noted that it is complementary to Claygate. All Councillors were requested to look at the document, particularly the Claygate section and send any comments to the Clerk for collation by 14 Feb. as the consultation period ends on 22 Feb.

122.2 It was noted that the traveller’s site is listed as being in Claygate, whereas it is in Thames Ditton. EBC want to develop the existing site although it does not meet any of their own criteria.

122.3 Somerfields has been taken over by the Co-op, so an application has been made for a new sign for the shop.

122.4 There is a new coffee shop in the station where Trend dry cleaners used to be. It is not know whether this will require a change of use application to EBC.

 

            123. The Highways & Transportation Committee Report

 Cllr Huddart circulated a written report prior to the meeting.

123.1 The Committee met on 10 December 2009 and the minutes have been circulated.  This report covers matters that have arisen after the minutes of the meeting.  Significant matters covered in the meeting, which are not updated in this report, include reports on public meetings on bus service reviews by Surrey C.C. (13 November) and the Greater London Authority (8 December), consideration of bus shelter provision, and Surrey C.C.’s reaction to the petition regarding pedestrian facilities in Oaken Lane.

123.2 Foley Road red brick footway replacement.  The champions residents group has met and calls itself FRAG (Foley Road Action Group), chaired by Steve Infield.  It reluctantly accepted that the re-planting of trees, which it strongly supports, is being delayed pending completion of the re-laying of the footpaths.  In order to get in closer contact with the residents, who will have to contribute to funding the improvements, it tried to call a public meeting with Surrey C.C. present, but this was resisted by Mike Bennison.  He is continuing his strong support of the project by arranging a meeting between representatives of FRAG and Surrey C.C., both regarding Cllr Huddart as a vital participant representing CPC.  Unfortunately, whilst Cllr Huddart acquiesces with this arrangement, it further delays the face-to-face dialogue between the residents themselves and Surrey C.C., and leaves CPC apparently promoting a plan, which it is not in a position to deliver.  FRAG was unhappy at the Surrey C.C. plan, particularly the 5m of blacktop at every existing tree, which made the proposal unsaleable to the residents.  Against this, Surrey C.C. regards its offer, and our welcome of it at the Leatherhead meeting, as an agreement between our authorities, and is unhappy at having to face a variety of views from residents at a public meeting.  It now appears that the 5m rule is primarily attributable to aboricultural interests in order to protect the tree roots from damage, rather than highways in order to protect the newly laid bricks. Similarly, the Surrey C.C. root protection requirement for newly planted trees of 600mm diameter and down is not liked by the electricity and gas engineers who visited the site, since it would require mechanical digging, in contrast to Claygate volunteers’ practice of hand digging under 300mm diameter and down.  If the 5m asphalt rule is waived, the proportionate increase in bricks could raise the cost to fund from £16,500 to over £20,000.  One resolution of the current impasse in contacting the residents would be for CPC to fund much more of the differential cost than the currently offered £8,500.  Cllr Huddart has applied for £2,000 from Mike Bennison’s local fund, the results of which will be decided at the Surrey (Elmbridge) Local Committee in March.

Cllr Sheppard spoke to Steve Infield about residents contributions. None have been raised so far, due to all the uncertainties regarding the tree collars.  It is hoped that progress will be made at the meeting in February when Cllr Huddart is back from holiday.

Cllr Cartwright has not yet investigated whether EBC will help to fund this project.

AP44 Cllr Cartwright to action.

It was again noted that Cllr Charlwood considers brick paving difficult for wheelchair users and those with mobility problems.

123.3 Dalmore Avenue parking.  Many thanks to Elmbridge B.C. for agreeing to allow parents picking up children to park free in the Hare Lane (Old Village) car park between 3p.m. and 4p.m.  The Headmaster of CPS is arranging for parents’ address information to be added to the vehicle registration numbers already provided.

123.4 A lady who was injured in a fall on the ice in Church Road was referred to Cllr Huddart for information about reports that he had submitted to Surrey C.C.  Since the reports on behalf of CPC are thereby in the public domain, he provided the required information.  In the future, Cllr Huddart will not normally make reports on potholes, gullies, lighting and overhanging vegetation unless they can be guaranteed as being off the record. The

Council asked that the submission of highways fault reports be discussed at the next Highways & Transportation Committee

123.5 SWT has extended its Oyster coverage to Surbiton.  Travelcards bought at Claygate are therefore issued as from Surbiton, with supplementary return tickets between Claygate and Surbiton.

 

124.  The Environment Committee Report

All minutes of the Environment Committee have been circulated. The Chairman of the Committee is still unwell, so the report was given by the Vice Chairman, Audrey Cartwright.

124.1 CIB are disappointed that funding was not included in the budget for the bed at Fruitworld, but there is £600 for Environment in the Community Chest. It was noted that CVA still have reserves.

124.2 It was noted that plants die, or may be damaged during maintenance, so buying plants cannot be regarding as a single expense.

124.3 Work is required on the trees in Meadow Road. As Cllr Manley is still not well enough to carry out site visits, it is hoped to include Vanessa Relleen and Barry Daborn in the site visits. Cllr A Cartwright will visit Cllr Manley and speak to her.

AP45     Cllr A Cartwright to action.

124.4 It was noted that s a result of CPC making the Meadow Road Island a village green, Walton is trying to designate an area of land as a village green.

 

125. Communications Report

Cllr Round gave the report

125.1 The Courier is due to be delivered to the distributors at the end of March; all copy to be received by 8 March.

125.2 It was hoped that there would be an article on the new shops signs and a programme of entertainment to encourage shoppers to The Parade. CPC gave a grant to the local shops, but EBC will only fund the purchase of new shop signs, not the entertainment. The shopkeepers would like another 3 months of loyalty cards included in the Courier. Cllr Round will go back to Hannah to ask for profiles on the local shops.

125.3 Cllr Round intends to meet with Jehan Master regarding the task of distribution. The task will be shared between two people as this is a large undertaking; 3,500 magazines need to be delivered, one for each house in Claygate.

 125.4 The date of the Village meeting has been changed to 20 May 2010 and this will be noted in the Courier.

125.6 The school parents association has raised a huge amount of money for the school. This could form an article for the magazine.

 

126. Website Report

There was no report.

 

127. Youth Report

Cllr Parks circulated a written report prior to the meeting.

 

 

Claygate Primary School.

The Council was informed that hopeful the bulge year of 75 children leaving Claygate Primary school summer 2010 will be accommodate by the increased capacity being made available at Esher High. Action is now being taken to address the issue of the longer term availability of secondary school places for Claygate Children.

 

Claygate Recreation Ground Trust.

Nothing to report

 

Scouts.

No report

 

Youth Club.

Cllr Herbert circulated a written report prior to the meeting.

i. The Committee is still waiting to hear from SCC regarding assistance with repairing the building. A decision is due next week, so spending for the inside of the club has been suspended until SCC has decided what to do.

ii. New personnel are needed for the club committee, as both the Secretary and Vice Chairman want to stand down.

iii. The club will be attending the Voluntary club fair that is being organised by Vanessa Relleen.

iv. It was noted that the Clubs finances are in a poor state. It was agreed that CPC wishes to support the YC, but need to see a plan for expenditure and revenue streams.

 

106. Neighbourhood Watch and Police Liaison Report

Cllr Herbert circulated a written report prior to the meeting.

Police Liaison

i. Surrey Police has plans to restructure the force eliminating most police stations.

Cllrs Herbert, Cartwright and Hayes will attend to a meeting at Horsley which will be attended by the Chief Constable of Surrey next Friday to learn more. One of the points to be raised will be the promise of an NSO for each Ward. This will mean that we no longer have to share with Esher.

ii. We have a new resident in Torrington close who is concerned about groups of youths meeting outside her house, Jimmy Cartwright has already spoken to her and Cllr Herbert is meeting her at the youth club on Friday to hopefully dissipate her fears.

 

Neighbourhood Watch

i. They are still looking for a replacement coordinator for Ross.

ii. Cllr Herbert has spoken to SCC re what will happen to watch signs when lampposts replaced; they have assured us the contract includes a requirement to replace the signs.

           

129.  Matters for information only

129.1 The Conservative candidate for the position of local MP, Dominic Raab is moving to Claygate.

129.2 During the recent bad weather when it was difficult for older people or people with mobility difficulties to get out to the shops or pharmacists, Victoria Lord organised a rota of local people who were able to get shopping or fetch prescriptions. The Council wishes to send a vote of thanks to Victoria for this initiative, and to all the helpers. This could be a suitable topic for the Courier.

 

130. Date of next Meeting

The next meeting will be:-

 

Thurs 25 March 2010 at 7.30 pm in the Youth Club annex

 

Signed…………………………………………………as a true and fair record of the meeting. 

 

Date…………………………..

 

Please note:  Agenda items and resolutions need to be sent to the Clerk two weeks prior to the next meeting.

 

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