Parish Council - Meetings minutes

12 June 2008 - 8PM

 

 

                                                                                                                                                                                                                                                                                                                                                                                                                            ENVIRONMENT COMMITTEE

Minutes of the meeting at

 8.00 p.m. 12 June 2008

in the Village Hall Committee Room

 

Present:           Councillors - Carol Manley (Chairman), Geoff Herbert, Audrey  Cartwright, Anthony Sheppard

 

Co-opted Members- Jean Griffiths, Len Hands.

                        Parish Clerk - Freda Collins

1 member of the public

                                   

1.  Election of Chairman

Audrey Cartwright proposed Carol Manley. There being no other nominations, Carol Manley was duly elected Chairman.

 

Cllr Sheppard then handed the Chair to Cllr Manley.

 

2.  Apologies for Absence

Vanessa Relleen, Rukshana Master- these were accepted

 

3. Declarations of Interests

      Cllr Sheppard declared that he has a personal interest in the HGS items as he employs the contractor in a personal capacity.

      Cllr Carol Manley declared that she is on the Committee of Claygate in Bloom, a member of the Claygate Allotment Holders Association and the Claygate Flower Show Committee.

      Jean Griffiths declared that she is on the Committee of Claygate in Bloom.

     

4.  Election of Vice-Chairman

Anthony Sheppard proposed Audrey Cartwright. There being no other nominations, Audrey Cartwright was duly elected.

 

5.   Constitution of the Committee

      Len Hands, Rukshana Master, Vanessa Relleen and Jean Griffiths have agreed to continue as co-opted members.

 

6. Remit

            Cllr Sheppard proposed that the following be added to the remit as item 13.-

 

            To respond to public consultation on environmental issues which affect Claygate.

 

            Agreed unanimously

AP1     The Clerk to amend the remit.

     

7. Minutes of last meeting

The minutes of the meeting of the 10 April 2008 had been circulated. They were confirmed by the meeting and signed by the Chairman.

 

 

8.  Actioning of items from previous minutes

All action points have been actioned or are agenda items.

 

9.  Vandalism, Graffiti, Fly tipping & Litter

 

Len Hands gave a report to the meeting.

5.1 Vandalism

i. All bus timetables are now complete.

ii. The litter bin at the Recreation Ground had not been correctly locked to its base and so was pulled apart. The concrete weights still need to be fitted.

AP2     The Clerk to report to Colin Flexman

iii. The seat outside the Village Hall has not yet been replaced.

AP3     The Clerk reported this to Colin Flexman-action ongoing

iv. The smashed side panel of the bus shelter at the village hall has been repaired.

v. The new fence in front of Hare Lane car park was badly damaged a few weeks ago, but was repaired promptly. Jean Griffiths reported that the repair was carried out by Francis Boff.

 

5.2 Graffiti

i. There has been minor graffiti, but it has been dealt with by EBC.

ii. The large wooden cabinet at the side of the Day Centre has been painted.

           

5.3 Fly tipping

The empty house at the corner of Blakeden Drive/The Causeway has become a dump for old bicycles and junk. It was agreed that this should be reported to the owners.

AP4     Cllr A Cartwright to speak to the owners.

 

5.4  Litter

i. Litter is as bad.

ii. Dog fouling is still a problem. Cllr Sheppard has written a piece on this matter for the Courier.

 

It was noted that the Police recently dealt with 2 local youths who admitted a large number of offences of graffiti and vandalism.

AP5     Cllr Herbert will liaise with Len Hands about Neighbourhood watch and Policing in Claygate

 

10.   Flower Show

Cllr Round is coordinating the display. The contribution from this Committee will be:-

i.                     the Clean Up days- AS has photographs

ii.                   replanting the Green-VR has photographs

iii.                  a list of the HGS and photographs of the best

iv.                 promotion of GGIC-photograph of the smoothie bike

Cllr Manley will co-ordinate and will meet with Cllr Round to prepare the Environment display on 30 June at the Village Hall.

 

11.   Highway Garden Sites

11.1 On 27 May 2008 the Clerk and Cllr Sheppard made an inspection of all the HGS sites and Cllr Sheppard drew up a report, a copy of which has been circulated.

The only safety issues are 2 dead trees on the Red Lane site and I dead tree on the St Leonards Road site.

There were crime prevention issues on the Firs verge as the bushes had grown so large they were obscuring the view of the path from the road. The Green team has now spent 50 man-hours on the verge cutting down bushes and weeding. A van load of waste was taken to the tip.

11.2 A discussion took place about cutting the grass on the Firs verge. The original concept was to cut the grass only once a year in August so that the site retained its rural look and so that the summer-flowering wild flowers could seed. But in every one of the 4 summers since the area was replanted there has been criticism that the area looks ‘untidy’ so the grass has been cut in June. The grass then continues to grow from June to October, so it begins the next year already long. Vanessa Relleen recommends that 2 cuts are undertaken; one in August and one in October. The CIB Committee would like to see the grass cut now and throughout the summer with little ‘islands’ of flowers such as foxglove. Some wildflowers could be sown; some of which inhibit the growth of grass. It was agreed to cut the grass now and ask Paul to remove the nettles and docks.

AP6     Cllr Manley to speak to Paul.

11.3 The Green has been replanted and the new plants will require watering throughout the summer. There is a water source at the Green, so water does not have to be carried in a bowser. Cllr Manley will ask Paul for a quote for watering.

AP7     Cllr Manley to speak to Paul.

 

Actions:-

Re AP65 Cllr Manley & Vanessa Relleen to contact residents at Applegarth re soil quality & the oak tree in the site-Cllr Manley visited the site; Vanessa will also need to go. -action ongoing.

Re AP87 Cllr Manley to contact Doug Bamforth. to find out more details about the work to be done and ascertain whether the road will need to be closed. She is awaiting a reply-action ongoing.

Re AP88 The Clerk to contact EBC regarding the intended work to the trees on The Green as the trees are in the Conservation Area. The Clerk contacted Alex Needs and awaits a reply. -action ongoing.

Re AP89 The Clerk to contact Brian Hornsby regarding the cost of the plaque to Sally so that a decision can be made about the plaque to John Swingler. -action ongoing.

Re AP90 Cllr Manley to purchase and plant an Amelanchier in the HGS bed in the triangle of Foley Road/ Coverts Road in the hole in the middle where a previous plant was trampled. Cllr Manley has re-thought the use of an Amelanchier as this may grow too big. -action ongoing.

                Re AP91 Cllr Sheppard to progress the quotes for the extra tarmac on the HGS outside the Youth Club. He asked four contractors to quote, but only one turned up and a quote has been received from him. Another contractor arrived late but thought that the tarmac would interfere with the tree roots and recommended extending the concrete hardstanding and moving the fencing. It was agreed that Cllr Sheppard should attempt to get another quote. Cllr Hebert may know of someone suitable. Cllr Sheppard will also progress the underground searches by contacting Cllr Huddart. -action ongoing.

It was agreed that Cllr Manley and Jean Griffiths would look again at this site before any hard-landscaping takes place, but this will have to be after the CIB judging and the Flower Show.

      Re AP93 Cllr A Cartwright has spoken to a resident who lives in Glebelands. This lady keeps a watch over the bed and has agreed to help.

Re AP92 Cllr Sheppard had prepared a spreadsheet of the finance of this Committee. This was circulated and agreed at the meeting.

 

12. Village Flower Beds

i. Woodstock Triangle

Re the hard landscaping around the edge of the bed at the Woodstock Lane South junction with Stevens Lane to prevent damage from run-over by lorries.  Andy Baldwin has given a date of Tues/Wed next week for work to begin. Cllr Sheppard or Huddart have requested that they are present when the digging is taking place.

 

            ii. Station Flower beds

These were recently weeded. It was noted that Network Rail contractors had chopped the buddleia almost to the ground. There is still a problem with the billboard. The sign is changed 2/3 times per year and the contractors have walked a path through the flower bed. It was suggested that a few stepping stones are placed in the bed for the men to walk on, or to plant creeping thyme which does not mind being walked on.

 

The Chairman then changed the order of the agenda.

 

14. Claygate in Bloom

14.1 The two new projects have been completed; the green area on the left of the entrance to Torrington Lodge car park and the alley between the old bakery and El Corallo. The car park has had the grass removed and shrubs planted. More donated geraniums have been planted in the bed running the length of the drive to the car park. The alley between the old bakery and El Corallo was full of brambles which were dug out and perennials planted in the pockets between the tree roots and up the fence.

14.2 The tubs have been replanted with geraniums, white daisies and salvias. The grasses have been retained. A new tub has been sponsored by Claremont Cars.

14.3 The hanging baskets have been hung and now go all the way from The Parade to Church Road. Panniers have also been installed outside the Foley Arms. It was agreed that the CPC grant already in the budget for CIB is used to fund the extra hanging baskets and troughs and their maintenance.

14.4 Last year marks were lost because of the war memorial, as it is so shabby. Brian Matthews has purchased and planted 24 lavenders. It was agreed to reimburse him for the plants. Jean Griffiths has been in contact with Peter Kipps to arrange for repainting of the gates. There was some problem about who would purchase the paint. Although the memorial lies within church grounds it does not belong to the church. EBC have now agreed to pay for the paint and Colin Flexman has arranged for the labour to be supplied by Surrey Probation Service.

14.5 EBC and SCC are aware of the date of the judging and will organise clean ups. SCC will spray the roadsides of the route and vicinity with weed killer on 16 June. EBC will then send road cleaners to sweep up the dead weeds. SCC will send one of their Community gangs to cut the lateral base growth of trees. Jean has listed 17 along the route. Mike Bennison has been very helpful, as has Carol Walker who Jean contacts via Cllr Huddart.

 

13.   Recycling and Waste Management

        13.1 Several members of the Committee visited the recycling plant at Leatherhead. The general consensus was the visit was interesting and uplifting. Grundons are trying to solve recycling problems. One of the problems is that there are 10 grades of plastic, only grades 1 & 2 will flake and so can be recycled. There is a move to persuade manufacturers to use only these two grades. The group were taken around the site by Paul who was extremely interesting and it was agreed to write to thank him.

 

 

 

 

                                   

15. Go Green in Claygate

15.1 The exhibition will be opened by Ian Taylor MP and Trevor Baylis will speak at 2pm

15.2 The following will be attending:-

                                 i.            Elmbridge Environment Forum will attend and run a competition for children.

                                ii.            CAHA will demonstrate composting

                              iii.            Sun powered Energy Systems

                              iv.            Garson Farm will man a stall with local produce. Cllr Manley was speaking to a manager there who had studied environmental design. He may come along to man a stall.

                               v.            Honda and Toyota will demonstrate hybrid cars

                              vi.            Surrey washable nappies network

                            vii.            CPC will have stall with water saving ideas

                           viii.            CIB will have a stall with water hippos, low wattage bulbs, plastic bag reduction. Local shops are trying to reduce plastic bag use. Williams provide a cotton bag for £2 or free with £20 of goods. The baker, the butcher, the fruiterer and the fishmonger are investigating the use of jute bags. Cutting down plastic bag use will be a long-term project.

                              ix.            The smoothie bike. It has been agreed to pay £40 for this bike. It will have to be collected. Cllr A Cartwright will find out if Paul Cartwright can collect it in his van. Cllr Manley still needs to source the fruit

                               x.            Thorncroft is providing soft drinks

                              xi.            White Lodge farm with pig butties

                            xii.            Other farm caterers

 

15.3 There are still matters to be attended to

i.                     outstanding invitations. Cllr Manley has written to Joanna Williams of EBC to invite the Grundons Manager and is awaiting a reply.

ii.                   site plans

iii.                  confirm exhibits

iv.                 draw up a  simple catalogue and arrange for printing

v.                   publicity-Cllr Manley has sent copy to Joy Wiltshire, and articles have been written for the website, the Courier and Living Within. Nearer the time, flyers need to be prepared and the banner displayed. Cllr Round will be asked to exhibit a display at the front of the village hall. Cllr Manley will write to local schools. As students take design technology, they may find the talk from Trevor Baylis to be of interest.

vi.                 A new exhibitor of a heat pump needs to be found as the previous one dropped out.

 

16. Liaison with Local Schools

Cllr Manley reported that she has not attended the school recently, but has been in correspondence with Judith Roebuck. The children will investigate whether the tallest potato produces the most potatoes.

The CIB Committee have also arranged for a ‘tallest sunflower ‘competition. Each child will plant a sunflower seed at school, and then take it home to look after it in the holidays.

 

17. Village Design Statement

17.1 A draft document has been provided for the VDS from this committee by Cllr Sheppard.

17.2 Cllr Herbert will ask Jim Collins to put all the draft documents on the website and request feedback from residents. In order to encourage people to read the documents inputted, it has been suggested that a bottle of wine will be awarded for the first person to spot a deliberately inserted mistake.

17.3 The last VDS meting was not well attended, but it is hoped that the next will attract a bigger audience as Cllr Herbert has arranged for PC Howells to attend and talk on the subject of crime prevention by good design.

 

18. Meadow Road Green

The file has been accepted by SCC who is now processing it. The Clerk received 4 laminated Notices of Application which have to be displayed on or around the site for a period of 6 weeks; The Clerk has attached 2 notices to trees on the green, one to a lamppost on the street in Meadow Road and one on the notice board at Wakefields. Helen Gilbert of SCC has arranged for a notice to be placed in the Esher News & Mail. She has sent notices to EBC and Esher Library asking them to display them. She will contact the Clerk again at the end of the objection period.

 

19. EBC Core Strategy Issues on Climate Change

EBC consulted on climate change using a new portal on their website. Cllr Sheppard asked for responses from the Committee, but none were received. He answered 73 out of some 120 questions on behalf of the Parish Council. He agreed that EBC should be proactive on climate change and use regulations to encourage new builds to save energy, but was cautious when limitations were placed on freedom of choice.

The portal was difficult to use for this type of long, complex questionnaire as each question requires a separate email. Each question then generated a separate email response.

At the next EBC/CPC meeting Cllr Sheppard will raise the point that this type of format is only suitable for a small number of questions.

 

20. Matters for the Courier and Website

Cllr Sheppard has written the article for the next Courier; it includes the Clean Up day, information about GGIC and dog fouling.

 

21.  Matters for information only

Cllr Sheppard noted during a recent walk on Esher Common, that the area which EBC cleared of trees is now covered with birch scrub 4’ high. The trees were cleared in order to regenerate heathland. The birch scrub will have to be cleared manually or will have to be used for grazing. Parts of Wisley Common are used for grazing cows. Because the animals have to be kept in by fencing, enclosure orders will be needed. Cllr Sheppard has contacted EBC about this matter.

 

22. Date of next meeting

 

Next Meeting: Thursday 8.00pm on the 28 August 2008 in the Village Hall Committee Room

 

 

…………………………………………………………..Chairman…………………………Date

 

Post meeting notes.

i.                     Reply from Paul Dawson, EBC Technical Services Officer, Environmental Care

Further to my earlier message, I have replaced the weights that were missing from the bin by the bus shelter in Church Lane, Claygate.
Regarding the bench outside the village hall, I have earmarked a replacement which will first need refurbishment. I will add it to the list of jobs for the 2 person Street Smart team --- however the team are yet to start with EBC and will need kitting out and training before they become effective --- so, unfortunately, there will be a delay in getting the work done

ii.                   Cllr Huddart has contacted Carol Walker of SCC about the HGS at the west end of St. Leonards Road, by the Youth Club. The growth of the verge trees and the increased use of the bus stop there means that the grass verge is seriously trampled and needs attention; in particular, it would be beneficial to provide a hard extension of the concrete base for the seat), so that it is better connected to the footway and the bus stop.  All the work would be contained within the verge of St. Leonards Road between Elm Road and Woodward Close.

We should not be digging any deeper than is already required for cultivating the Highway Garden Site.  In October 2007, as part of our tree planting exercise, the searches you sent covered this area for water mains, drains, gas mains and BT.  I have identified the adjacent footway assets shown on these (photo 613), and additionally we know about a water service connection across the flower bed to the Youth Club, and the Cable Television in the footway (photo 614).  In the circumstances you may feel that no further searches would be needed.

In the verge, by the seat and bus stop, there is a highway tree, planted by Elmbridge B.C. in a row of five, which has been vandalised and died, so it should have been felled and the stump ground out.  We propose to do this.  In exchange, or by special payment, we should be grateful if you could arrange to resurface this section of footway in front of the Highway Garden Site.

 

 

 

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