1 Windlesham Parish Council Sarah Walker the Council Offices Clerk To

Windlesham Parish Council Sarah Walker The Council Offices Clerk to the Council The Avenue Tel: 01276 471675 Lightwater Email: [email protected] Surrey Website: www.windleshampc.gov.uk GU18 5RG

MINUTES OF A MEETING OF WINDLESHAM PARISH COUNCIL Held on Tuesday 30th October 2018, at 7.30pm in the Council Chamber

Bagshot Cllrs Lightwater Cllrs Windlesham Cllrs Bakar P Gandhum - Goodman P Chambers A Hartshorn P Stacey A Cowlishaw A Jennings-Evans P White P Manley P Malcaus Cooper P Sturt PA Marston - Yu P Buck A Trentham P Halovsky-Yu P Reynolds A

In attendance: Sarah Walker – Clerk Jo Whitfield – Assistant Clerk

P – present A – apologies PA – part of the meeting - no information

Cllr Malcaus Cooper in the Chair ……………………………………………………………………………………………………

C/18/117 Apologies for absence

Apologies for absence were received from Cllrs Stacey, Cowlishaw, Chambers, Buck and Reynolds.

C/18/118 Declarations of interest

No declarations of interest were made.

C/18/119 Public question time

No public present.

C/18/120 Exclusion of the press and public.

Agreed that the following items be dealt with after the public, including the press, have been excluded under S1(2) of the Public Bodies (Admission to Meetings) Act 1960:

C/18/142 Exempt Full Council Minutes from 25th September 2018 C/18/143 Update on Greenspace tender outcome and contract management agreement

C/18/144 Potential Community Governance Review C/18/145 To consider quotes for tree to be felled at Windlesham cemetery C/18/146 Windlesham Cemetery complaint

C/18/121 Full Council Minutes

The open minutes of the previous meeting held on 25th September 2018 were approved and signed by Cllr Malcaus Cooper. The minutes from the EGM held on the 11th October 2018 were approved and signed by Cllr Malcaus Cooper.

C/18/122 Committee and Sub-Committee Minutes

a) The minutes of the Planning Committee meeting held on the 2nd October 2018 were approved and signed by Cllr Bakar b) The minutes of the Civic Amenities and Recreation Committee meeting held on the 2nd October 2018 and recommendations contained therein, were amended and approved, and signed by Cllr Jennings-Evans. c) The minutes of the Business Planning Committee held on the 25th September 2018 were approved and signed by Cllr Halovsky-Yu.

C/18/123 Surrey County Council

Cllr Goodman reported the following:

Community Railway – Cllr Goodman asked Members to consider the possibility of adopting Bagshot railway station as a community railway station. Bagshot Councillors were asked to confirm with Cllr Goodman if they would like to attend a meeting with the railway company to discuss this idea.

19:41 Cllr Sturt entered the Chamber

Heathrow Airport – Members were informed that a consultation on the flight paths will commence in February and Cllr Goodman will keep the Parish Council up to date on any developments.

Travellers – This year alone, Surrey has had over 200 traveller incursions including incursions in Lightwater and Chobham. Cllr Goodman has met with the Metropolitan Chief Constable and MP Michael Gove to discuss a solution. One option is to provide a number of traveller transit sites across Surrey.

SCC – SCC are continuing to assess where savings can be found and in light of this, 23 transformation projects are underway. In addition to these projects, SCC will be facilitating a programme of engagement and consultation on changes to services in five areas: Children’s Centres, concessionary fares on Surrey buses, Special Educational Needs and Disabilities, Libraries and Cultural Services and Community Recycling Centres. The Surrey County Council website has a link to all the consultations (www.Surreycc.gov.uk/consultations) and where appropriate more detail that supports the principles behind proposed changes. Cllr Goodman asked Members to encourage residents to take this opportunity to make their views known.

C/18/124 Surrey Heath Borough Council

Parking Charges - Cllr Malcaus Cooper reported that the Executive Committee has been successfully challenged and further evidence in support of not increasing parking charges, will be brought back to the Executive on the 20th November 2018.

Kamkorp Park – Cllr Sturt reported that Kamkorp had gone into receivership which raised concerns on the potential future use of the land if auctioned.

C/18/125 Finance

a) Accounts for payment - The Clerk presented a list of expenditure transactions for approval, in the sum of £51,431.57 and explained the individual items.

It was resolved that the payments (Annex A) in the total sum of £51,431.57 be authorised and Cllr Malcaus Cooper signed the Expenditure Transactions Approval List.

Cllr Goodman reported that the spring bulbs for Windlesham have now been planted and not all of the £200 Community Pride grant was used. The surplus will be returned to the Parish Council and refunded to Cllr Goodman’s Community Pride allocation.

C/18/126 Outside Organisations

LBA – Cllr Halovsky-Yu reported that the LBA has opened talks with the Bagshot Business Association with regard to the two associations working together more closely around their respective Christmas events.

Bagshot Society – Cllr Trentham reported that she had attended a consultation relating to the Longcross development and would keep Parish informed.

C/18/127 Clerks Update

Community Reception – The Clerk informed Council that Saturday 9th February had been booked for the Community Reception, and will be held at All Saints Church Hall, in Lightwater. Members were asked to consider nominations for the Community Awards and to submit them at the next Full Council meeting in November.

Height Barrier – Members were informed that the new height barrier for Lightwater pavilion has arrived and will be installed later this week.

Thames Water Balancing Pond Windlesham – The Clerk reported that she had escalated the complaint relating to the balancing pond and has been informed that it will be cleared by the end of the week.

Cllr Jennings-Evans requested that the Clerk contact County Councillor David Mansfield to ascertain if any progress had been made on the disputed ownership of the Lightwater balancing pond.

C/18/128 Councillor Community Pride Grant Applications

Cllr Halovsky-Yu submitted the following Councillor Community Pride grant application:

Applicant: Terry Galvin on behalf of Lightwater Business Association Purpose: To assist with costs associated with the Christmas lights switch on and Fair in the Square, Lightwater. Supporting Councillor: Cllr Halovsky-Yu Value: £1000

It was resolved to support this Community Pride grant application.

Cllr White informed Council that Cllr Marston wished to submit the following Councillor Community Pride grant application:

Applicant: Bagshot Library Purpose: To purchase a new laptop Supporting Councillor: Cllr Marston Value: £1000

It was resolved to support this Community Pride grant application subject to Cllr Marston completing the necessary form.

C/18/129 Windlesham St John’s Ladies Fellowship grant application

The Clerk informed Members that following on from their grant application in September, St John’s Ladies Fellowship had confirmed that they wished to request £500.

Members were asked to consider the grant application.

Cllr Jennings-Evans proposed, Cllr White seconded and it was agreed to give a grant for the requested amount of £500.00

C/18/130 Community Transport – to discuss the possible pilot scheme

Cllr Malcaus Cooper informed Council that the Clerk, Cllr Jennings-Evans and herself had attended a meeting with Darren Williams from Surrey Heath to discuss the potential pilot of a community transport scheme for the Three Villages.

It was explained that this would be a demand responsive service and that the pilot would run for a period of six months at a cost of approximately £10,000. Surrey Heath will be providing a more detailed breakdown of costs, before Council will be asked to approve the pilot. It is anticipated that this scheme could commence in January 2019

Noted.

C/18/131 Audit Conclusion

The Clerk informed Council that the external audit opinion had now been received from PKF Littlejohn and that the annual return had been passed with no issues.

It was resolved to accept the conclusion of audit notice and final audit opinion.

C/18/132 Office closure at Christmas

The Clerk requested that in line with previous years the office close over the Christmas period.

It was resolved that the office will close for Christmas on Friday 21st December at midday and will re-open on Wednesday 2nd January 2019.

C/18/133 Appointment of Internal Auditor

The Clerk reminded Members that

1.1 The Council must appoint a suitably qualified internal auditor to carry out the annual internal audit. This is a legal requirement. Mark Mulberry of Mulberry and Co Ltd has carried out this role for the past 6 years and has indicated that he would be willing to act as the internal auditor for 2018-19.

1.2 As a qualified accountant, with many years of experience in the Parish sector, who is completely independent of the Council, Mark meets the key criteria of independence and competence.

1.3 There is no maximum time period for which an internal auditor can be engaged. It is recommended that we continue to use Mr Mulberry as our internal auditor as he has a significant level of knowledge of Windlesham and is a leading provider of internal audit services to parishes in the Surrey and Sussex Area, acting for more than 60 Parish and Town Councils.

1.4 Mr Mulberry has indicated that fees are £60 per hour, plus mileage of £0.45p per mile. His estimate of work required is 4 hours for the interim audit and 2 hours for the final end of year audit.

Councillors were asked to:

1. Approve the appointment of Mark Mulberry as the Council’s internal auditor for 2018-19

2. Confirm that they are happy for the Clerk to sign off the letter of engagement with Mulberry and Co.

It was resolved to approve the appointment of Mark Mulberry as the Council’s internal auditor for 2018-2019 and for the Clerk to sign off the letter of engagement with Mulberry and Co.

C/18/134 Proposal of a motion from Cllr Goodman to consider funding the design costs of a pedestrian crossing in Windlesham

Members were informed that for some considerable time Windlesham residents have asked for a pedestrian crossing in the centre of the village and that it is the only one of the three villages without a crossing.

The cost of design and build will be in the region of £60-65K and SCC have advised that a design needs to be completed first, to ascertain what can be achieved. The estimated cost of the design work would be approximately £15K. Council were asked to consider funding the £15k for the design work.

Cllr Goodman proposed, Cllr Sturt seconded and it was agreed that Cllr Goodman will invite Andrew Milne from Highways to attend the next Full Council meeting to enable Members to ask questions relating to this project.

C/18/135 Proposal of a motion from Cllr Goodman to consider funding vehicle speeding activation signs on Whitmoor Road in Bagshot

Members were asked to consider funding the installation of two vehicle speed activation signs, at a cost of £2,500 each, on Whitmoor Road in Bagshot.

Cllr Goodman proposed, Cllr Manley seconded and it was agreed to amend the proposal to include a further 2-4 vehicle activation signs for Lightwater.

It was then resolved to approve the funding of 2 vehicle activation signs on Whitmoor Road, Bagshot and a minimum of 2 and a maximum of 4 in Lightwater (locations to be agreed in consultation with SCC). These signs will be funded as follows:

• 2 signs on Whitmoor Road, Bagshot to be funded from the Village reserves • 2-4 signs in Lightwater, to be funded by CIL money and Village reserves if required.

C/18/136 Website Update

Cllr Halovsky-Yu presented the new website design to Members and Councillors were also supplied with a link to the proposed new website with the papers for the meeting.

Members were asked to submit any comments to the office by Friday 9th November.

Noted.

C/18/137 Windlesham cemetery – forward plan

Due to insufficient information it was resolved to defer this item until the next Full Council meeting.

C/18/138 Windmill Field footpath – to consider work to clear the canopy over the footpath

Members were informed that following a complaint from a resident, quotes have been obtained for work to the trees on the footpath through Windmill Field.

Council were asked to consider the following quotes and the extent of the work required. 6

Quote 1

To clear around the street light only.

Cost £75.00 VAT @ 20% £15.00 Total £90.00

Quote 2

To cut back and thin the overhanging trees along the footpath to allow more light through etc.

Cost £480.00 VAT@20% £96.00 Total £576.00

All arisings to be chipped back into the undergrowth.

All work carried out to B.S. 3998 (2010)

Cllr Malcaus Cooper proposed, Cllr White seconded and it was agreed to go ahead with the more extensive work and accept Quote 2.

C/18/139 Correspondence

There was no correspondence.

C/18/140 Memorials and Inscriptions

Memorials for Joyce & Basil Hamilton, Doris King, Rita Kimber and John William Speller were approved.

C/18/141 Exclusion of the press and public

Agreed that the following items be dealt with after the public, including the press, have been excluded under S1(2) of the Public Bodies (Admission to Meetings) Act 1960:

C/18/142 Exempt Full Council Minutes from 25th September 2018 C/18/143 Update on Greenspace tender outcome and contract management agreement C/18/144 Potential Community Governance Review C/18/145 To consider quotes for tree to be felled at Windlesham cemetery C/18/146 Windlesham Cemetery complaint

ANNEXE A Printed On : 29/10/2018 Windlesham Parish Council Page : 41 USER : SKW At : 13:23 PRELIMINARY PURCHASE DAY BOOK

Invoice Date Ledger No 1 for Month No 7 Order by Supplier A/c Number Items marked with a * are disputed invoices. Net Value Nominal Ledger Analysis Analysis Description 26/10/2018 Invoice No Ref No Supplier A/c Name Supplier A/c Code Invoice Total A/C Centre Amount 26/10/2018 400.00 5356 26/10/2018 500.00 VAT GRANT/5356/BAGSHOT BUSINESS GRANT 5358 BAGSHOT BUSINESS ASS BAGBA 400.00 4650 260 400.00 26/10/2018 3,500.00 0.00 GRANT/5358/Bagshot Good Compan GRANT 5352 BAGSHOT GOOD COMPANI BAGSH 500.00 4650 260 500.00 26/10/2018 3,000.00 0.00 GRANT/5352/Curley Park Rangers GRANT 5355 CURLEY PARK CURL 3,500.00 4200 120 3,500.00 26/10/2018 450.00 0.00 GRANT/5355/LIGHTWATER PLAYING GRANT 5359 LPFA LPFA 3,000.00 4200 120 3,000.00 26/10/2018 500.00 0.00 GRANT/5359/Surrey Heath Neighb GRANT 5360 SH NEIGHBOURHOOD WAT SHNW 450.00 4650 260 450.00 26/10/2018 3,000.00 0.00 GRANT/5360/WINDLESHAM BOWLS GRANT 5362 500.00 4650 260 500.00 26/10/2018 WINDBOWL WINDBOWL GRANTCHOUSE/5362/WINDLESHAM GRANTCHOUS 3,500.00 0.00 3,000.00 4650 260 3,000.00 5354 WINDBOWL WINDBOWL 26/10/2018 3,500.00 0.00 GRANT/5354/WINDLESHAM CLUB GRANT 5353 3,500.00 4200 120 3,500.00 26/10/2018 WINDCLUB WINDCLUB GRANT/5353/Windlesham Field of GRANT 15,000.00 0.00 3,500.00 4200 120 3,500.00 5361 WINDLESHAM FIELD WINDLESH 26/10/2018 1,000.00 0.00 GRANTS137/5361/Windlesham Fiel GRANTS137 5363 15,000.00 4650 260 15,000.00 WINDLESHAM FIELD WINDLESH 500.00 0.00 GRANT/5363/WINDLESHAM YOUTH GRANT 5357 1,000.00 4650 260 1,000.00 WINDLYOUTH WINDLYOUTH WINDLESHAM 0.00 GRANT/5357/Windlesham WI GRANT 34,850.00 500.00 4650 260 500.00 WI WWI 0.00 34,850.00 34,850.00 34,850.00 TOTAL INVOICES 34,850.00 0.00 34,850.00 VAT ANALYSIS CODE Z @ 0.00 % 0.00 34,850.00 TOTALS 0.00

Printed On : 29/10/2018 Windlesham Parish Council Page : 41 USER : SKW At : 13:23 PRELIMINARY PURCHASE DAY BOOK