MINUTES OF THE MEETING OF BALCOMBE PARISH COUNCIL HELD ON MONDAY 14th DECEMBER 2009 AT 8 PM IN THE W I ROOM, VICTORY HALL, BALCOMBE.
Present: Messrs. Robin Williamson, Peter Huxley, Neville Ashcroft, Rodney Saunders, Simon Greenwood, Mike Talman, & Mesdames Alison Stevenson, Sarah Moore-Williams, Susan Barker-Danby & Carol Jarvest.
In attendance: Richard Greig – Clerk to the Council.
2489. Public Participation
Mr Robert Bardwell spoke about the recent proposals from Atkins relating to Newlands parking. The Chairman made him aware that details of the scheme had yet to be studied by Councillors & that in due course we would plan to confer with any parties affected by the proposals. Mr Bardwell also mentioned that, independent from the Parish Council, he had made direct contact with MSDC requesting safety work to be carried out on the steps adjoining his property.
Following his comments concerning apparent delays in concluding installation of the new lights in the village, especially the new column in Newlands, an explanation was given to Mr Bardwell stating the reasons.
Finally Mr Bardwell suggested that the pick up/drop off point for school coaches, is becoming dangerous & might best be moved to perhaps Bramble Hill. The Clerk will make enquiries to WSCC.
Mrs Judy Hammans asked about the Post Office closure & possible alternatives. A copy of the Parish Council Press release was made available to her.
2490. Declaration of personal or prejudicial interest
No declarations received.
2491. Apologies for absence
Mr Robin Lindsay-Stewart (unwell).
2492. To approve Minutes of the Regular Meeting held on 16th November 2009.
The minutes of the meeting, having been previously circulated, were approved by the Councillors & signed by the Chairman as a true record.
2493. Matters Arising
2469 – The Clerk updated members on the latest situation relating to application (BA)/09/1552/FUL – land parcel between Breakland & Dyffryn Teg, r/o Hill Rise, Bramble Hill. Members had received a copy of the recent article in the Mid Sussex Times mentioning local residents’ concern.
2470 – Housing Needs Survey. Mrs Stevenson will continue to liaise with MSDC. Funds on the agreed cost share basis have been allocated for this financial year.
2494. Financial
a). Receipts & Payments by Budget Heading 8 months to 30th November 2009 – noted as presented.
b). to approve payment of a Christmas gratuity to the Balcombe Ranger. The sum of £50, as paid in previous years, was approved, all Councillors being in favour.
c). to approve estimate for renovation of village sign totalling £300.00. All Councillors were in favour.
2495. To discuss circulated Parking & Safety Study from Atkins
Mr Saunders commented on the excellent report prepared by Atkins, only recently received & circulated to Members. Accordingly it was only possible in the short time available to note the suggested options & cost estimates for carrying out the suggested work. However it was suggested that details of Atkins comments under 3.1 – Safety Problems – Half Moon Inn Junction be passed to PCSO Jayne Milne in the first instance. It was agreed that Mr Saunders should have a preliminary discussion with our County Councillor, Bill Acraman to seek advice on possible County Council Support.
All Members were requested to study the Report in advance & advise any comments to the Traffic Group who would be meeting in advance of recommendations to be made at the January meeting.
2496. To consider (circulated) letter from Victory Hall Management Committee
The Chairman had provided Members with the following options for initial discussion:
1. No Change Option. We set an annual budget for VHMC support. We do not have a BPC representative on the VHMC. We keep to the present position, which is that we consider specific applications for VHMC projects as they arise, and under our new methodology request supporting information which includes information on the financial position of the VHMC.
2. We set an annual budget for VHMC support. We do not have a BPC representative on the VHMC. We have a quarterly meeting with the VHMC treasurer to receive financial information and we receive copies of VHMC minutes. We consider specific applications for VHMC projects as they arise, but rely on the quarterly meeting for financial information.
3. We make an annual un-ring fenced grant to VHMC. We do not have a BPC representative on the VHMC. We have a quarterly meeting with the VHMC treasurer to receive financial information and we receive copies of VHMC minutes. We do not consider specific VHMC projects.
4. We make an annual un-ring fenced grant to VHMC. We do have a BPC representative on the VHMC, who is a member of BPC – the ’Link Councillor’ referred to in the VHMC letter - who has no voting rights on the VHMC and can participate fully when VHMC matters are discussed in BPC.
5. We do not consider specific VHMC projects, but receive a report on these from the ‘Link Councillor’ who is our representative on the VHMC.
6. We make an annual un-ring fenced grant to VHMC. We do have a BPC representative on the VHMC. The BPC representative is nominated by the BPC but is not a member of the BPC and thus has full voting rights on the VHMC. We do not consider specific VHMC projects, but the BPC nominated member of VHMC may be invited to attend a meeting of the BPC to report on VHMC matters, and provide financial information and copies of VHMC minutes if requested.
After much discussion a motion, proposed by Mr Saunders & seconded by Mr Stevenson reading
Balcombe Parish Council resolves to make an annual non ring-fenced grant to the Victory Hall Management Committee, provided that the VHMC co-opts the member of the Parish Council nominated by the Council on to the VHMC. The co-opted member will have full rights on the VHMC, other than voting rights, and will therefore be able to participate fully in any discussion of VHMC matters raised in the Parish Council.
was put to the vote. The motion was carried with eight Members in favour, one against & one abstention.
A proposal to make payment of the final balance due to the VHMC against their 2009/10 grant, to cover purchase of new stage curtains at a cost of £3244.66 + VAT was approved nem con.
2497. To review budget for 20010/2011 & to discuss precept level.
It was agreed that Members would vote to approve a final Precept amount for 2010/2011, to be advised to MSDC by the end of January, at the next meeting. After detailed discussion the deputising RFO would prepare details for Members’ approval at that time. Revisions would be necessary to ensure a safe level of year end reserves as well as adjustment for recent exceptional items, e g cost of temporary mini bus transport to Handcross during the Post Office interregnum. The Chairman reminded Members of the notice in the November Newsletter about the likely level to be applied next year. To date no comments had been received from residents about this.
2498. Reports from Young People, Facilities, Amenities & Societies, & Traffic Matters Groups + others Groups where relevant
Young People – Mrs Jarvest updated on recent progress & the good news that WSCC had appointed two part-time Youth Workers to assist us next year. We would be making a contribution of £800 per annum towards the cost.
Agreed that a payment of £1000, being the allocated grant for this financial year, be paid over to the Youth Club. It was further agreed that the cost of a Youth Worker at £800 pa would be covered directly by the Parish Council out of the annual amount set aside in the Budget for the Youth Club.
Members advised that Taisha & Gianni Genarro, George Horne, Max Woolgar & Zoe May, had made an application to the Youth Opportunity Fund for equipment and events for the Club, resulting in a grant of over £1000.
An outstanding presentation made to the Youth Opportunity Fund by George & Charlie Searle and George Horne resulted in a grant award of £3,800 for a piece of equipment towards bike & skate facilities. It was agreed a letter of congratulation be sent to each winner.
Amenities & Societies – Mr Talman reported on recent successes in having overhanging brambles etc. cleared from footpaths & other tidying up. He updated Members on Street Lighting – refer also 2489 above.
Traffic – Mr Saunders explained his efforts in trying to get the VAS signs connected up & reported three things still needed to happen before a VAS commissioning/training meeting can be held, namely
1. EDF need to relocate pieces of kit
2. Then Dambach need to install other pieces of kit
3. Then EDF need to make the final connections
He would keep up his daily efforts to receive the agreed time scale for this to happen.
2499. Planning. – to consider the following applications:-
a). for Representation by 11th December 2009 (extended by agreement)
(BA)/09/033510/TCA – Holgate, Stockcroft Road – Fell one Spruce. No objection.
b). to consider any additional applications received by the date of the meeting. None received.
2500. Pavilion – update
The Clerk confirmed that the repair work was not almost complete & that Zurich had approved the claim.
2501. Post Office – update
The following Press Release, previously circulated to Members, was released at the meeting:
1. The Parish Council has been closely monitoring the provision of Post Office services in Balcombe for some months.
2. The current Sub Postmaster (Indi) has resigned with effect from 10 January 2010. The Post Office will close on Wednesday 6th January.
3. As soon as the Council became aware that the current Sub Postmaster had resigned the Council appointed a sub committee to seek ways of maintaining postal services in the village.
4. The sub committee met two representatives of the Post Office in Balcombe on 2 December in order to explore all possible options. It was clear that the Post Office authorities were very keen to help.
5. The Post Office authorities are now advertising for a new Sub Postmaster. Details are on the Post Office web site, and the Parish Clerk also has information for applicants. The Parish Council will work with the Post Office authorities to encourage applications for Sub Postmaster and advise applicants on possible sites.
6. The Parish Council urges all residents to make the vacancy for a Sub Postmaster widely known in the hope that an applicant for the position will soon come forward.
7. If an appointment is made then it could take up to six months to establish a new Post Office in a new site.
8. If no applicant comes forward and no appointment is made for a Sub Postmaster after a reasonable interval, BPC will request the Post Office to go ahead with the establishment of a Mobile Post Office. A Mobile Post Office provides limited services at a temporary site, with equipment being brought to the site when open and then taken away. This could take up to six months to set up, and will be on an annual contract. Once a Mobile PO is established then no vacancy will exist for a full Sub Postmaster in Balcombe.
9. There will inevitably be a period of up to six months when there are no PO services available in Balcombe. The Parish Council will consider the feasibility of providing transport to, say, the Handcross Post Office once or twice a week, especially for the elderly or those without transport.
It was agreed that we would, by agreement with the Post Office & at our expense, place an advertisement in the local press advertising the vacant position. It was further agreed to provide a free minibus service on a weekly basis to take residents to a nearby Post Office for up to six months at a total cost of the order of £1500..Details would be agreed by the sub committee appointed to consider the Post Office issue.
2502. Correspondence
The list of items received was circulated & contents made available to Councillors at the meeting.
2503 Exchange of Information
Mr Greenwood – made reference to the recently received advice relating to the Minerals & Waste Development Framework.
Mentioned receipt of a request for support for the Royal British Legion’s Veterans’ Day.
He had received expressions of concern about the use of the High Street by “foreign” lorries.
Mrs Stevenson – blocked drain by tennis courts. Flashing lights on school signs out of sync.
There being no further business the Chairman closed the meeting at 22.05 hours & wished all Councillors a very Happy Christmas.
THE NEXT REGULAR MEETING OF THE COUNCIL WILL BE HELD ON MONDAY 11TH JANUARY 2009 IN THE WI ROOM