MINUTES OF THE ORDINARY MEETING OF

Tuesday 18th June 2019, 8pm KGV Hall, Browns Lane.

Present: Councillors Cornwell, Hackett, Hogger, Moss, Pindar (Vice Chairman), Roscoe, Symes (Chairman), Thorne. Joined by newly appointed Cllr Mayell. County Councillor Iles

Also in attendance: Parish Clerk 8 local government electors

199/19 APOLOGIES for absence were received from Jerome Muscat (newly appointed councillor) and Susan Morris (Acting Treasurer), Effingham Village Recreation Trust. (EVRT)

200/19 REVIEW Of The Register of Interests & Other Interests Affecting this Agenda:

Cllr Hogger declared an interest as a member of Guildford Borough Council's Planning Committee, and therefore doesn't comment on planning applications. Cllr Cornwell declared an interest in planning application 19/T/00132. (4 Yew Tree Walk)

201/19 The Minutes Of The Previous Meeting Of 21st May 2019: After a small addition at 175/19, the minutes were approved and duly signed by the chairman.

202/19 Matters arising from the Minutes not otherwise on the Agenda: None.

203/19 MATTERS raised by Effingham organisations and residents A local resident spoke regarding a local planning issue, and playground equipment on the KGV Playing Fields.

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GOVERNANCE

204/19 Items relating to governance:

GDPR The clerk advised that they had arranged for the GBC Information Officer to attend the parish room on the 26.06.2019, as part of the “Data Protection Officer (DPO) for Parish Council’s” contract.

205/19 The 2018-19 Annual Monitoring Report from EVRT was received by the parish council.

206/19 The clerk presented their May 2019 Physical Risk register to councillors.

PLANNING APPLICATIONS

207/19 The Planning Review Group report was received.

Planning Applications received and considered, as of 11th June.

19/P/00900 Long Acre, Effingham Common Road, Effingham. KT24 5JG Two storey side extension, single storey front and rear extensions, and new front porch, following demolition of existing garage. An Objection was proposed

19/P/00927 Pen Y Bryn, Dirtham Lane, Effingham, Leatherhead. KT24 5SD Removal of first floor of rear element and construction of new roof over retained ground floor rear element along with associated fenestration and external material alterations. No comment

19/T/00116 La Finca, Heathway, East Horsley, Guildford. KT24 5ET T1 Oak – section fell due to large amount of rot and allow more light into property, reduce leaf fall. (Tree Preservation Order P1/201/443) Objection

19/T/00132 4 Yew Tree Walk, Effingham, Leatherhead. KT24 5LJ 1 dying Cherry, fell and replace with a 2m Rowan (Effingham Conservation Area) Comment

208/19 Late received planning applications:

19/P/01035 2 Dog Kennel Green, Ranmore Common, Dorking. RH5 6SS Construction of dormer to roof slope above front door entrance. No comment.

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209/19 Results of previous planning applications: see appendix 1

210/19 Other Planning Matters: For information: Chartered Transport Limited (2 Firs, Calvert Road) have submitted a further Operator Licence Variation Application to which the clerk has repeated the parish council’s original objection to. (via SCC) (Operator Licence OK2009820 SN)

GENERAL PLANNING MATTERS

211/19 Neighbourhood / Local Plans Reports received:

Local Plan Amendments The letter (dated 28th May) received from Sir Paul Beresford regarding the Guildford Local Plan was considered. It was felt that many of the suggestions within his letter may not be accurate regarding procedures and time-scales. Cllr Symes agreed to send a reply to Sir Paul, acknowledging receipt of his letter.

Local Plan Challenge The parish council acknowledged the receipt of funding requests from 3 different entities, who wished to challenge GBC’s recently adopted Local Plan. These challenges would be by a S113 application (judicial review). As the date had now passed to contribute at this initial stage, it was felt no action was necessary at this time. Cllr Symes agreed to reply to any approaches he’d received, and Cllr Hogger stressed the positive elements of an adopted Local Plan. (acknowledging the ongoing concerns of high housing numbers & development on green belt within the plan)

212/19 Berkeley Homes /Howard Of Effingham

Cllr Hogger updated the parish council, following correspondence with Berkeley Homes. She confirmed that due to a change of MD at BH Southern, large projects were on temporary hold until the new MD could be brought up to speed. They (BH) now suggested a reserved matters planning application could be made this summer. It was also confirmed that the road changes destined for “The Street” Effingham, had been considered by Surrey County Council (SCC) Highways, and that they were broadly happy with the proposals.

213/19 Other Planning Matters Reports from Parish Councillors: None.

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Appeal Ref: APP/Y3615/W/18/3218962

18/P/01976 257 Guildford Road, Effingham, KT24 5NP. An appeal had been made against Guildford Borough Council’s decision to refuse planning permission for a change of use, from shop use to residential flat. The appeal was DISMISSED, with costs awarded to GBC.

It was agreed that the parish council would issue a press release regarding the decision.

WORKING GROUPS

214/19 Communications Working Group: (CH, BR, LH, AP) Cllr Hackett confirmed that he was now working on the 2nd Edition of the Roundabout Effingham village magazine, and that he was hoping to attract new advertisers.

215/19 EVRT Trustee Appointment Working Group: (IS/PM/AP/LH/CH) No updates.

216/19 Finance & General Purposes Working Group (AP,KC,IS,JS) No updates, first meeting planned for the 2nd half of July.

217/19 Councillor Co-option Working Group: (KC/AP/IS)

The Councillor Co-option Working Group considered 3 applications, and recommended to full council that Alison Mayell & Jerome Muscat be appointed. The audience was asked to leave the hall whilst the applications were being considered and discussed, and then were invited back to witness the ballot papers being completed by serving parish councillors. Before the actual vote, applicants were invited to speak in support of their application and then later, to observe the count that was carried out by the clerk and chairman. The council voting followed the working groups recommendations and so Alison Mayell & Jerome Muscat were co-opted. Cllr Mayell then signed the Acceptance of Office book, and joined her fellow councillors.

It was not necessary to consider the option of using delegated authority to decide upon any late co-option applications.

218/19 Planning Review Working Group: (all councillors) Reports and recommendations from the Planning Review Working Grp None (other than 207/19)

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HIGHWAYS, TRANSPORT & COUNTRYSIDE ACCESS

219/19 Highways, Transport & Countryside Access matters: Reports from Parish Councillors and any correspondence relating to highways matters:

The option of the parish council undertaking a Vehicle Activated Sign (VAS) project within the parish was discussed at length. The clerk was asked to undertake further research and report back at a future parish council meeting.

SCC Councillor Iles gave her monthly update on Highways, Transport & Countryside matters. It was explained that further gully clearing was required on the A246 Guildford Road, near to the junction with Beech Avenue. She then went on to discuss the “Road Safety Outside St. Lawrence School” report that would be considered at the Joint Committee meeting on the 3rd July.

Cllr Pindar spoke regarding the recent felling of a large tree within the parish, and his desire to see a more proactive approach to the planting of new trees within the parish. A meeting has been arranged on Mon 24th June with Tim Holman (GBC Tree Officer) with parish councillors and members of Effingham Residence Association (EFFRA) to discuss tree matters. SCC Cllr Iles suggested there might be funds available from her members allowance to support any tree projects.

FINANCIAL MATTERS

220/19 Invoices for payment: Invoices were received and approved for payment. see appendix 4

221/19 Bank reconciliation Due to timings this was not possible, but would be undertaken at July’s PC meeting. 222/19 Other Financial matters: Reports or correspondence relating to other finance matters: None.

COMMUNITY AND ENVIRONMENT

223/19 Community Fund: A grant application from EFFRA, in support of the 2019 Heritage Open Day on Sat 14.09.19 was considered and approved. (up to £400)

224/19 Concurrent Functions Grants It was agreed that Cllr Moss and the clerk would meet up soon to discuss outstanding CFGA projects.

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225/19 Other Community Matters None

COUNCIL ADMINISTRATIVE MATTERS

226/19 Updates: None

REPORTS

227/19 To RECEIVE reports on:

Police and community issues - Appendix 2 April 2019

Allotments

Burial Ground

KGV Hall and Fields

Home Farm West - Calvert and Chester Roads

Friends of Effingham Common The date of the next Commoners Day was provisionally confirmed as Sunday 27th September 2020.

Parish Room The clerk confirmed that the parish room led lighting project had been completed.

228/19 Other Parish Matters None.

CORRESPONDENCE

229/19 Other Correspondence received: A letter had been received from Vivien White (Chairman of EFFRA) – suggesting the parish council considers appointing a planning consultant to assist and advise, once Berkeley Homes have submitted their reserved matters planning application. (14/P/02109) The parish council decided it was an option worth exploring, and the clerk requested to carry out further research.

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NEXT AGENDA

230/19 New items of business for the Agenda of the next meeting: None.

Next meeting – Normal Meeting of the Parish Council: Tuesday 30th July 2019, 8pm KGV Hall, Browns Lane, Effingham.

Next Planning Review Group meeting: Tuesday July 23rd 2019, 7.30pm Parish Room.

APPENDIX 1 Planning Results 209/19

19/P/00623 Brookfield, Effingham Common Road, Effingham. KT24 5JG Proposed part single storey part two storey side extension Following demolition of existing garage and utility room. Approved.

19/P/00629 The Old Stables, Salmons Road, Effingham. KT24 5QH Variation of condition 2 of planning application 15/P/01101, removal of conditions 3, 5, 6, 7 & 8. Approved.

19/P/00655 Phoenix Cottage, Effingham Common Road. KT24 5JG Construction of an additional vehicular entrance and a new vehicle standing and turning area. Re-positioning of the existing entrance gate. Approved.

19/P/00656 Phoenix Cottage, Effingham Common Road. KT24 5JG Erection of oak framed garage to front of the property. Refused.

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APPENDIX 2 227/19

Crime Figures April 2019 12 Incidents

On or near:

Barnes Wallis Close Criminal damage and arson Browns Lane Public order Crossways Public order Dirtham Lane Other crime Effingham Cricket Club Criminal damage and arson Links Way Other theft Lower Road Other theft Lower Road Public order (x3) Lutchens Close Other theft Yew Tree Walk Other theft

Appendix 3

19/P/00900 Long Acre, Effingham Common Road, Effingham. KT24 5JG Two storey side extension, single storey front and rear extensions, and new front porch, following demolition of existing garage: Although an Objection was proposed, it was not possible to make this representation due to a deadline to comment of 13th June and a decision date of 18th June. There is normally an opportunity to comment soon after the deadline date on the majority of applications.

19/T/00116 La Finca, Heathway, East Horsley, Guildford. KT24 5ET T1 Oak – section fell due to large amount of rot and allow more light into property, reduce leaf fall. (Tree Preservation Order P1/201/443)

Objection: Effingham Parish Council would like to OBJECT to the application. From the documents available on the GBC Planning Portal there is insufficient information regarding the current condition of the trees in question, which makes it impossible to properly assess and check the reasons for felling the T1 Oak. The Parish Council understands that it is a requirement that the applicant should provide written arboricultural advice or diagnostic information from an appropriate expert, as part of any application. The Parish Council therefore suggests that the application is incomplete.

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19/T/00132 4 Yew Tree Walk, Effingham, Leatherhead. KT24 5LJ 1 dying Cherry, fell and replace with a 2m Rowan (Effingham Conservation Area)

Comment sent: Effingham Parish Council would like to make the following observation. From the documents available on the GBC Planning Portal there is insufficient information regarding the current condition of the tree in question, which makes it impossible to properly assess and check the reasons for felling the Cherry tree. The Parish Council understands that it is a requirement that the applicant should provide written arboricultural advice or diagnostic information from an appropriate expert, as part of any application. The Parish Council therefore suggests that the application is incomplete.

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Appendix 4

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