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HEADLEY PARISH COUNCIL Minutes of meeting held on Monday 30th September 2013

Present:

Cllr. Erin Sheridan (Chairman) Cllr. Paul Furr Cllr. Geoffrey Robb Cllr. Vivienne Williams Clerk - Gill Riggs

Also in attendance were Katie Brennan from SCC for Item 1; PC Dom Loraine for Items 1 to 4; and Rev. Linda Harknett, Chris Livett of Headley Court and 9 members of the public who left at various stages of the meeting.

1. SUPERFAST BROADBAND - PRESENTATION Katie Brennan, Engagement Manager with Surrey County Council, gave a presentation on the roll-out of Superfast Broadband, explaining how the roll-out works and advising that the planned date for fibre to Headley to enable Superfast Broadband is March 2014. The majority of Headley will be able to access it from that time.

It was explained that the fibre is connected to the BT cabinet, not to individual properties. Once enabled, residents will need to contact their Internet providers (ISP’s) regarding costs of connection for the Superfast service - it is not automatic. Connection from the cabinet to individual properties will still be by copper wires, and the distance from cabinet to property will determine the Broadband speed. The aim is for speeds from 15 - 80 Mb to each cabinet, with the best speeds being to those properties nearest to the cabinet although it is not known at this stage exactly how speeds will degrade with distance until the cabinet is enabled and tests made on each property, however 15 Mb is the speed which SCC hope to aim for.

Katie will provide her presentation by email, which can be distributed to the village. Cllr. Williams suggested that nearer roll-out time, a village day be arranged, with invitations being extended to BT and other companies, to talk about features/prices/implications. A member of the public Jon Ambrose has a business in telecommunications and offered to talk at the meeting, and give unbiased views on issues which may be raised.

Katie asked if an article on her presentation could be included in the next newsletter and agreed to liaise with the Clerk. It was also felt that a section on Superfast Broadband could be put on the website. ACTION: CLERK

2. APOLOGIES Cllr. Sarah Connolly Cllr. Jane Pickard Cllr. David Preedy

3. SURREY POLICE PC Dom Loraine updated on crime incidents for the previous two months, which were 1 x Communications offence involving a PPI salesman, 1 x Theft from Motor Vehicle offence, 1 x Theft offence and 1 Drink Driving offence.

Dom explained that the increased police presence in Box Hill and Headley recently is due to the number of cyclists, and the increased amount of fly tipping.

4. CYCLING AND CYCLE EVENTS Discussion took place regarding the ongoing problems with the number of cyclists in the area riding individually, in club groups and in events. Cllr. Preedy had distributed notes prior to the meeting, and asked Councillors for feedback so that he can respond by 30th October to Surrey County Council’s consultation on cycling, and to their consultation on 8

road closures for cycling events. The Clerk was also asked to send an email to the village email list asking for resident’s views on the above. ACTION: CLERK

Cllr. Preedy had also circulated notes on his proposed feedback report to the 2013 Ride- London event on 4th August.

Dom stressed again the importance of gathering information/evidence where problems arise with cyclists and reporting this to the police, with as much information as possible. Dom emphasised that it is only through the strength of feeling amongst residents that the cycling related issues can be resolved.

Cllr. Preedy has advised that the Ballbuster event will take place on 9th November, but it was felt that this event is keen to work with residents and does not pose a particular problem.

5. MINUTES OF LAST MEETING Approval of the Minutes of the meeting held on 29th July 2013 was proposed by Cllr. Robb and seconded by Cllr. Williams.

6. DECLARATIONS OF INTEREST None

7. MATTERS ARISING Highways - Cllr. Preedy to pursue the request for a 20 mph speed limit through Slough Lane at the next Highways Forum on 11th October. A resident of Slough Lane has been in discussion with Cllr. Williams regarding the safety along this road, as she had recently had to swerve her small child onto a bank to avoid a speeding vehicle. Cllr. Williams was asked to report back to the resident explaining that it is something the Parish Council has to progress through SCC Highways, but that it is being dealt with. ACTION: DP/VW

Cllr. Preedy has been unsuccessful in obtaining a response from SCC Highways regarding the soakaway opposite Forge Cottage; however the owner of the cottage has now made contact with SCC who are in discussions with the resident.

8. HEADLEY PLAYGROUND

Cllr. Williams updated the meeting, for the benefit of residents attending, on the progress so far with the project and funds raised to date.

Fundraising - two grant applications, each for £12,000 have been submitted to MVDC Capital Grants Scheme and the London Marathon Trust. The outcome of the MVDC grant will not be known until early 2014 but the Marathon Trust will be known in November/December this year.

Cllr. Williams and the Clerk are starting work on an application to the Big Lottery, but it has been established that because the residents’ survey is now over two years old, there needs to be an update in order to abide by Big Lottery criteria, and this will now be worked on as well. ACTION: VW/CLERK

£60.00 was raised at the Flower Show through selling of refreshments.

A Christmas Sing-along will take place on 8th December at 5.15 pm in the Village Hall, where Pip Burley will play the piano. Viv will be creating posters and the Clerk will promote through the village email list. ACTION: VW/CLERK

John Jenkins’s Ultra-marathon has had to be delayed due to technical problems in setting up the “Just Giving” web page, which will be finalised later this week - he will now run in the early part of 2014. 9

Fencing/stiles - it was confirmed that the adaptations have now been made to the gate.

The fencing works resulted in a “ditch” along the fence line and there is a considerable amount of rubble and debris left behind. A work party is to take place on Sunday 13 th October from 10.00 to 12.00 to help clear this and tidy up the site. All welcome.

Boundary with 14A Broome Close - Cllr. Preedy has purchased the equipment for the fencing and it is thought that 14A have now started work on its installation.

9. EMERGENCY PLAN Cllrs. Sheridan and Robb still to get together to progress this. ACTION: ES/GR

10. FINANCE

Financial Statement 1/04/2013 to 30/09/2013 The financial statement for the first quarter of this year having been previously circulated was discussed.

MVDC Concurrent grant Cllr. Preedy and the Clerk met with officers of MVDC to discuss the level of Concurrent grant and to request that it be increased to include costs of grass cutting in the playground. Since that meeting, MVDC has confirmed that they will take over this work themselves and add it to their contract with Burleys, at no cost to the Parish Council. The cutting regime will be between 15 - 20 per season, depending on weather.

Clerk’s hours It was agreed that the Clerk’s hours would be increased from nine to ten per week for the remainder of the current financial year - proposed by Cllr. Robb and seconded by Cllr. Furr. When preparing the 2014/15 budget, the Clerk will include options for both nine and ten hours per week. ACTION: GR

Payments

G. Riggs - Clerks expenses Aug - Sept: £69.28 Surrey Community Action - payroll fees July/Sept: £18.00

Approval of the above expenditure was proposed by Cllr. Sheridan and seconded by Cllr. Furr.

11. MAINTENANCE

Playground - there were no new issues raised. A new rota for 2013 and 2014 has been drawn up for the inspection file.

Cllr. Furr kindly arranged for AshWells to remove the spring rocker and basketball post. It was agreed that the Clerk would write and thank AshWells, and also Robin Scarry who carried out ground work to remove shrubs etc. with his digger, prior to the fencing installation. The Clerk was also asked to acknowledge both these voluntary contributions in the next newsletter. ACTION: CLERK

Highways - a resident recently fell on the steps in Broome Close on a dark wet night, the white paint having worn off the edge of the steps. The Clerk took this up with MVHA who swiftly repainted the edge of the steps with yellow paint. The resident has been visited, and some discussion took place regarding low level lighting near the steps, given that there are two nearby bungalows with an electricity supply. MVHA have agreed to consider the situation and report further.

Extensive road resurfacing has taken place around the village including Hurst Lane, Mill Way/Leech Lane/Tot Hill, Slough Lane/Tumber Street, and Headley Lane towards 10

Leatherhead, which is largely outside the village boundary. It is uncertain why the whole stretch of Headley Lane down to the A24 was not done, and Cllr. Preedy was asked to raise this at the next Highways Forum. It was remarked that the village roads are in their best condition for several years. ACTION: DP

The Highways Localism item was held over to the November meeting.

12. CHURCH LANE NURSERY SITE Cllr. Preedy and the Clerk met in August with Chris Cobb of Tudors. Tudors had prepared feasibility assessments, which showed that five market houses were needed to financially support four affordable homes, based on the valuation they had stated for the land. These plans have since been submitted to MVDC planning policy officers, who have reviewed them. The next stage is for a meeting to be arranged between Tudors, MVDC’s Development Control Manager, and Cllr. Preedy. This has not yet been arranged and the Clerk has today chased this.

It was explained that if MVDC are prepared to “in principle” consider Tudor’s proposals, plans would then be considered by the Parish Council and a residents meeting arranged, before Tudors submit a planning application.

13. 2014 MEETING DATES

27th January 31st March 15th May - Annual Village Meeting 2nd June 21st July 29th September 24th November

14. PLANNING

Note: In order to avoid the risk of pre-determination of his role on MVDC Development Control Committee, Cllr. Preedy does not participate in the Parish Council’s discussion on planning applications other than on issues of process.

Applications considered between meetings:

MO/2013/1019: Certificate of Lawfulness for an existing use regarding the use of the stables as a livery yard for a maximum of 11 horses at any one time: North Lodge, Hurst Lane, Headley. The Parish Council had no objections in principle, but some concerns.

MO/2013/1111: Erection of 7 No. stables and integrated feed store adjacent to existing outdoor training arena: Tumber Lodge Farm, Slough Lane, Headley. The Parish Council returned a split decision on this application.

Decisions by Mole Valley District Council:

MO/2013/0908: Erection of single storey front extensions and single storey side and rear infill extensions. Insertion of 2 No. roof lights to both front and side (north east) elevation and 1 No. dormer window to side (south west) elevation, and roof lights to front and rear, to create rooms in roof space: Fraser Wood, Box Hill Road, Tadworth. Planning Permission has been granted, with conditions.

MO/2013/1019: Certificate of Lawfulness for an existing use regarding the use of the stables as a livery yard for a maximum of 11 horses at any one time: North Lodge, Hurst Lane, Headley. Planning Permission has been granted, with conditions. 11

Other planning matters

Springfield, Church Lane - concern had been raised relating to the development of a stable block at the premises, due to the large stone gate pillars recently erected on the entrance to the field, which look more of a residential nature than agricultural. It was also felt that the metal framing was over-engineered for a stable block. Concerns were raised due to the creeping development of rural fields and also that due to the hidden location, the eventual structure could be readily transformed into residential use.

These concerns have been raised with MVDC planners, to understand what will be done to ensure that the structure when built adheres strictly to its designation as a stable block.

MVDC has advised that the gate piers do not require planning permission if they are less than 1 metre in height, and that the owner has now agreed to reduce their height to below 1 metre. It is also understood that a “non material amendment” in respect of changes to the stable building, has now been received by MVDC. An eye needs to be kept on the site in terms of future use. ACTION: ALL

Cherkley Court - the result of the Judicial Review was to quash the planning permission, and MVDC and the developer have now been given permission to appeal against the decision.

15. REPORTS FROM OTHER BODIES

Headley Court - Chris Livett reported that the previous Commanding Officer Claire Walton has now left and a new CO Captain Hughes RN is now in post.

Chris reported that plans are going ahead for a new rehabilitation centre in Loughborough, which will be a completely newly built site and it is planned that it will be opened by 2018. There is no further information at this stage as to the future situation of Headley court.

Cllr. Preedy recently attended the signing of the Military Covenant between DMRC Headley Court, MVDC and various other local organisations. The essence of the agreement is to ensure that the needs of DMRC are taken into account in all relevant decisions taken by the partners. Practical impacts could include discounts for ex-servicemen at local shops etc.

16. CONSULTATIONS SCC - policy on events needing road closures - Cllr. Preedy had asked for Councillors to let him have their views so that he can add them into his response. There were mixed views, with some feeling that no road closures were acceptable and some feeling that a maximum of one per year is acceptable. The Clerk will also email the village email list to gain resident’s views. ACTION: ALL/CLERK

SCC - cycling strategy - Cllr. Preedy had asked for Councillors to let him have their views on cycling matters generally and he will submit a response from the Parish Council. The Clerk will also email the village email list to gain resident’s views. ACTION ALL/CLERK

MVDC - Housing Allocations Review - it was felt that the Parish Council had nothing to contribute.

Pippbrook site - this consultation has been delayed due to further options being assessed. It was felt that the Parish Council had nothing to contribute to this consultation.

Sutton & E. Surrey Water Company - Business Plan - it was felt that the Parish Council had nothing to contribute. 12

17. ANY OTHER BUSINESS

Budget 2014/2015 - the Clerk reminded Councillors that she will shortly be starting on preparation of a draft budget for the coming year, and asked Councillors to let her know if there is anything they would like included, any new items etc. ACTION: ALL

The meeting closed at 9.55 p.m.

The next meeting will be held on Monday 25th November 2013

Signed ………………………… (Chairman)

Dated …………………………