NORMANDY PARISH COUNCIL Minutes of a Meeting of Normandy Parish Council held at Normandy Village Hall, Manor Fruit Farm, Glaziers Lane, Normandy on Wednesday 28 October 2015 commencing at 1930 hours. The meeting was opened at 7.45 PM. Present: Cllr Mr A Cheesman Cllr Mr D Simmons Cllr Mr D Taylor Cllr Mrs V Cheesman Cllr Mr A Lawson Cllr Miss V Clarke Chairman Vice Chairman In attendance: Lt Col Leslie G A Clarke Clerk Cllr Mr K Witham, SCC Cllr Mr D Bilbe, GBC 8 Members of the public were present. 631/15 b. c. d. OPEN FORUM FOR MEMBERS OF THE PUBLIC Public Statement by Chairman The Chairman advised that at the last Council meeting he had stated that he would make a public statement on matters raised during the Public Adjournment at that meeting but stated that he would now make the statement at the 25 Nov 15 meeting. Police Report In the absence of a representative of Surrey Police no report was received. Statement by the Parish Clerk The Clerk sought permission from the Chairman to make a public statement in regard to accusations and comments made at the last meeting by a member of the public. The Clerk duly made his statement. Members of the Public No other issues were raised under this agenda heading. 632/15 APOLOGIES FOR ABSENCE No apologies for non attendance were received. 633/15 PARISH COUNCIL VACANCY CO-OPTION OF A NEW MEMBER Members considered the co-option of Mr Peter Palmer onto the Council and RESOLVED that he should be duly appointed onto the Council. Cllr Palmer duly signed the Declaration of Acceptance of Office and the Declaration of Pecuniary Interests and took his place on the Council. 1
634/15 DECLARATION OF PECUNIARY INTERESTS No Cllr declared any Pecuniary Interests in respect of any Agenda Item. 635/15 MINUTES OF THE MEETING HELD ON 30 SEPTEMBER 2015 The minutes of the meeting held on 30 Sep15 which had been previously distributed, were AGREED as a true record and signed by the Chairman. 636/15 b. c. d. e. 637/15 MATTERS ARISING Traffic Monitoring Glaziers Lane At the 30 Sep 15 meeting (Minute 579 b(iv) refers) the Clerk was asked to enquire of the Highways Dept the purpose of the monitoring equipment that has been erected on Glaziers Lane. Members noted that the equipment had been installed for traffic monitoring purposes by SCC Precept - Local Government Year ending 31 Mar 17 Members noted that the Parish Council s Precept requirements for the year ending 31 Mar 17 will have to be determined at the 16 Dec 15 NPC meeting for submission to GBC by early Jan 15. Members are therefore required to bring any non-routine proposals for expenditure during the financial year ending 31 Mar 17 to the attention of the Parish Clerk by no later than 1 Nov 15 in order that full costings of those projects can be determined. The villager Distribution Vacancy At the 30 Sep 15 meeting (Minute 587/15 refers) Members noted that Mrs Barrett wished to give up the distributor s role after the Dec 15 issue of the Villager. The Chairman reported that Mr Clive Nichols had kindly agreed to take on the task. Proposed Dog Show At the 30 Sep 15 meeting (Minute 602/15 refers) Members noted a letter dated 27 Aug 15 requesting that a Dog Show be held in Jul/Aug 16 on MFF in aid of the Charity Last Chance Animal Rescue Centre and resolved that a date early in the New Year be suggested to the applicant. The Clerk reported that the applicant is now liaising with St Mark s Church with a view to the Dog Show being included as part of the Church s Spring Fair. Normandy Common Replacement Swing At the 30 Sep 15 meeting (minute595/15 refers) Members agreed that the Clerk should proceed with the installation of a new swing. The Clerk reported that the installation would take place on 23 Nov 15. CORRESPONDENCE Lengthmen Funding The Clerk reported that the following projects had been proposed and that he had now received costings: 2
Proposed projects Cutting back overhanging branches and vegetation along both sides of Hunts Hill Road, Normandy. b. Cutting back overhanging branches and vegetation along the footpath (pavement) from the junction of Pirbright Road to Wyke Lane. d. Cutting back over hanging branches that damage high sided vehicle the length of Elm Grove Lane. e. Cutting back overhanging branches and vegetation on the pavements along both sides of School Lane. f. Cutting back overhanging branches and vegetation along the footpath (pavement) of Wyke Lane from its junction with Guildford Road. g. Cutting back overhanging branches and vegetation along the footpath (pavement) from the Wyke Lane to the end of the footpath, on both sides of the road where appropriate, to the Parish Boundary. h. Cutting back overhanging branches and vegetation along the footpath (pavement) on Westwood Lane from the St Mark s Church to the railway bridge/road tunnel. l. Cutting back badly overhanging tree branches on Guildford Road opposite the St Mark s Church car park which cause buses and HGVs to move into the centre of the road to the danger of oncoming traffic. m. Cutting back vegetation around the sharp left hand bend opposite Bailes Lane on Guildford Road to improve the sight lines for traffic travelling to Guildford and that which is turning right. The Clerk further advised that Messrs Norris and Gardiner have quoted as follows for the work and it is confirmed that they have the appropriate level of Public Liability Insurance: Tree and Vegetation work as per the above list, 3,675 plus VAT. Traffic Management as required, subject to specialist TM survey 3-5K by Sun Traffic Systems. Members RESOLVED that the projects, as listed, should be submitted to SCC. 638/15 BUSINESS FOR INCLUSION ON THE NEXT AGENDA Members RESOLVED that the Chairman s statement in relation to issues raised at the 30 Sep15 meeting should be issued at the 25 Nov 15 meeting. 639/15 ADJOURNMENT FOR PUBLIC DEBATE 10 MINUTES SCC Councillor Report Cllr Witham welcomed the Council s introduction of a Highways and Traffic Group. He also confirmed that the equipment installed on Glaziers Lane was to obtain traffic information related to speeding and HGV traffic levels. He also reported that be was hoping to have the recently installed barriers on the Guildford Road, past Bailes Lane removed. Finally he suggested that he, the GBC Cllr and the PC Chairman with 3
b. c. the Clerk in attendance should hold a monthly forum meeting for members of the public. GBC Cllr Cllr Bilbe, GBC, expressed the view that, in his view, GBC s financial management was very good and difficult to fault, and a 3 or 4 year corporate plan was being produced. The new Local Plan would require 700 houses to be built per annum for the next 7 years. Members of the public Mr Shapley raised the issue of a FOI request that had been submitted by another member of the public. The Chairman responded that he was aware of the request which would be answered within the time limits. 640/15 PLANNING Members received the Minutes of the Planning Committee meetings held on 30 Sep and 14 Oct 15. 641/15 b. c. d. e. e. FINANCE Invoices Paid Out of Committee NIL Bank Statement Reconciliation Members noted and RESOLVED to approve, subject to audit, the Bank Reconciliation Statements as at 30 Sep15. Invoices for Payment Members RESOLVED to approve the payment of Invoices at Annex A. Unbudgeted Expenditure 2015 2016 Members noted that to date, they had approved, during the current Financial year, expenditure from Parish Council Finances the expenditure as shown on attached Annex B, for which no previous provision has been made in the current financial year s precept. CCLA Investment Members noted that the investment of 40,000.00 the Council made in Jul 14 is now valued at 44,092.15, in addition to which 1,726.00 has been received in interest payments, with a further sum of 561.98 being received for the period 1 Jul 30 Sep 15. Precept Monitoring Second Quarter 20152016 Members noted and approved, subject to audit, the Parish Council accounts for the second quarter of the 2015/2016 financial year ending 30 Sep 15. 642/15 DISSEMINATION OF INFORMATION At the 25 Jun 14 meeting (Minute 278/14 refers) Members resolved that instead of circulating envelopes on a regular basis that information previously contained therein should be Tabled at meetings. Members noted that the items listed in the attachment hereto had been Tabled at the current meeting: 643/15 VILLAGE FETE 2016 4
At the 30 Sep 15 meeting (Minute 583/15 refers) the Clerk was asked to arrange for a bunch of flowers to be sent to Mrs Tugwell in appreciation of her services to the Village Fete. Members noted that the flowers were duly delivered but that no acknowledgement had been received. The Chairman apologised if it had caused any upset. Mrs Tugwell, who was present, acknowledged receipt of the flowers. Cllr Clarke offered her services, assisted by Cllr Palmer to organise the 2016 Fete Members RESOLVED to defer the appointment of a Cllr to coordinate the 2016 Village Fete until the next meeting. The Clerk advised Members that he was still holding the cash prize money from the Lucky Programme draw at the Village, explaining that the winning numbers had been advertised on the Council s website and in the Villager but no one had claimed the prizes. Members RESOLVED that the money should be paid into the Council s bank account. 644/15 MUSIC EVENT Cllr Lawson reported that the Christmas Pie WI were forming a group to carry the project forward. The Clerk reminded Members that bookings had already been made for a band, two choirs and the Village Hall for a two performance concert in 2018 to close the Village s World War 1 Commemoration events. 645/15 PLANNING COMMITTEE Members RESOLVED to defer any further debate to the 25 Nov 11 meeting. 646/15 MFF TRIM TRAIL INSTALLATION The Clerk advised Members that some Grant bids that had been submitted had been successful but that others had yet to be determined and that as general rule grants would not be made if work had started on the project it would therefore have to be delayed until the outcome of all applications was known. 647/15 COMMUNITY GOVERNANCE REVIEW At the 30 Sep 15 meeting (Minute 585/15 refers) Members resolved that Cllr Lawson should prepare notices for notice board to obtain the views of villagers and bullet points for discussion at the next meeting in order to obtain the necessary information to enable a response to the GBC letter to be prepare. Cllr Lawson reported that he had drafted some material but that he was fully satisfied with its content. Members RESOLVED that: Cllr Lawson should circulate his thoughts and drafted questions to other Cllrs for their views. Further discussion should be deferred to the 25 Nov 15 meeting. 5
648/15 PROPOSED RIGHT OF WAY (ROW) At the 30 Sep 15 meeting (Minute 486/15 refers) Members noted a paper prepared by Miss Roshan Bailey on a proposed ROW from Elmgrove Lane to Surrey University. Miss Bailey explained the reasons behind the request for a ROW along the route and the procedures that needed to be followed and the help which was required to support the request. At the same meeting Members resolved to fully support the proposal with each Cllr submitting their private comments and agreeing a Parish Council submission at the 28 Oct 15 meeting. Members RESOLVED that: The issue could not be taken forward without further discussion with Miss Bailey. The Clerk should ask Miss Bailey to arrange to conduct Cllrs on a walk of the proposed ROW. 649/15 COMMUNICATIONS GROUP At the 28 Oct 15 meeting (Minute 590/15 refers) Members resolved that Cllr Lawson should be Chairman of the Group. Members RESOLVED that: Council information should be on Street Life Profile. A link should be established between the Council s website and a Tweet account established. 650/15 NORMANDY COMMON NFC & NTC AREA MISUSE BY MOBILE HOME OWNER At the 30 Sep 15 meeting (Minute 594/15 refers) Members noted the series of emails that had been distributed in regard to the misuse of the grassed area on Normandy Common near the Tennis Courts by a man and his wife in a camper van. The Clerk updated Members of the activities of the man concerned and suggested that a possible solution was to permanently fix the telegraph poles into position so that they could not be moved by the man. Members resolved that: The Clerk should approach Mr Nevin to ask him to carry out the necessary work. The CCTV Company be asked to adjust the football pavilion cameras so that the area can be properly viewed on the CCTV. The Clerk reported that the draft letter to the Cycling Club had been passed to the solicitors for their comment which are awaited. He also reported that he had also sought the assistance of Mr Nevin to make the area more secure and he was waiting for him to take the necessary action. He further reported that the contractors had advised that they would charge 250.00 to visit Normandy to adjust the camera angles. Members RESOLVED that Cllr Palmer should endeavour to adjust the CCTV cameras to see if they can be made to cover the 6
necessary areas. 651/15 HIGHWAYS TRAFFIC CALMING NORMANDY At the 30 Sep 15 meeting (Minute 593/15 refers) Members resolved that: Cllr Simmons be Chairman of the Working Party (WP). Cllr Clarke be Vice Chairman of the WP. The Chairman and Vice Chairman should arrange a date for a meeting of the WP in Oct 15. Cllr Simmons reported that he had not yet arranged a meeting. The Clerk reminded Members that he had a number of observations from Parishioners in regard to traffic and Highways matters which he would put before the WP when a meeting is called. 652/15 NORMANDY POND TRUST DEED At the 30 Sep 15 meeting (Minute 597/15 refers) Members noted the response from Messrs Headleys (Solicitors) together with an email and Draft Deed produced by Mr B Starkey and RESOLVED that: The Council should not go down the road of setting up a Trust Deed. Mr Starkey s draft document be forwarded to Messrs Headleys for their comment and advice. The Clerk reported that the draft document had been forwarded to the solicitors and that he was waiting for their response. 653/15 NORMANDY ACTION GROUP (NAG) Members noted that NAG is holding a public meeting on 19 Nov 15 at 1930 hours at which Jonathan Lord MP, Cllr K Witham, SCC and Cllr D Bilbe, GBC will be in attendance. They also noted that the Chairman of Normandy Parish Council has also been invited to attend to give NPC s views, however the issues to be debated have not been notified. Members RESOLVED that the Chairman should explain that the Council dealt with all Planning Applications on their individual merit talking into account any views expressed by members of the public at Council meetings. 65415 NATIONAL ASSOCIATION OF LOCAL COUNCILS (NALC) SMALLER COUNCILS COMMITTEE MEMBERS ELECTION Members noted an email dated 13 Oct 15 regarding vacancies on the NALC Smaller Councils Committee. Members RESOLVED that none of their number should stand for election. 655/15 HEALTH AND SAFETY (H&S) POLICY REVIEW Members noted that under the Council s Annual Audit Action Plan the H&S Policy Document is to be reviewed and re-approved in Oct each year. Members RESOLVED to authorise the Policy for a further year. 7
656/15 NORMANDY ALLOTMENTS BEE KEEPPING ENQUIRY Members noted an email from Mr Alan Gibson which contains a proposal that he be permitted to house bee hives on Normandy Allotments. Members noted that the next LMWP is not due to be held until 10 Feb 16 Members therefore RESOLVED that the request should be agreed to subject to the Chairman clearing the decision with the allotment holders. 657/15 b. LAND MANAGEMENT WORKING PARTY (LMWP) MEETING HELD ON 14 OCTOBER 2015. Chairman s Report Members received the Chairman s report on the proceedings of the meeting held on 14 Oct 15. Minutes Members also received the minutes of the LMWP meeting held on 14 Oct 15. 658/15 COMMEMORATION OF WORLD WAR ONE WAR MEMORIAL RENOVATION Members noted that a grant had been received from the War Memorial Trust to cover 75% ( 1,370.00) of the cost of the renovation of the War Memorial and that the contractor had been asked to undertake the work as soon as possible. Members also noted that it is not anticipated that the work not will be started prior to the 2015 Remembrance Sunday Parade. 659/15 MANOR FRUIT FARM PHASE TWO DEVELOPMENT At the 30 Sep 15 meeting (Minute 590/15 refers) Members resolved that the Chairman should approach GBC to arrange a pre Planning Consultation. The Chairman reported that he had not been make arrangements for a pre planning meeting with GBC but hoped to do so in the near future. 660/15 COUNCIL MEETING DATES LOCAL GOVERNMENT YEAR ENDING 31 MARCH 2016 Members noted the proposed schedule of meetings for the Local Government year ending 31 Mar 17 and RESOLVED to agree the same. 661/15 ADJOURNMENT FOR PUBLIC DEBATE Cllr Witham, SCC suggested that when the Highways Group meets the Parish Council should liaise closely with Members of the SCC Highway s Dept particularly Messrs Jason Lewis, Ian Fowler and Bahram Assadi. 662/15 DATE OF NEXT MEETING The next meeting is scheduled to be held on 25 Nov 15. 8
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