MINUTES OF THE ANNUAL GENERAL MEETING OF BALCOMBE PARISH COUNCIL HELD ON WEDNESDAY 14TH MAY 2008 AT 8 PM IN THE W I ROOM, VICTORY HALL, BALCOMBE.
Present: Messrs. Robin Williamson (Chairman), Rodney Saunders, Robin Lindsay-Stewart, Simon Greenwood, Neville Ashcroft & Peter Huxley. Mesdames. Alison Stevenson, Sarah Moore-Williams, Carol Jarvest & Susan Barker-Danby.
In attendance: Richard Greig – Clerk to the Council.
2217. Public Participation
No members of the public were present.
2218. Declaration of personal or prejudicial
interest
Mr Greenwood declared a prejudicial interest in respect of planning applications (BA)/08/01219/FUL & (BA)/08/01339/FUL – see 2241 below.
2219. Apologies for absence
Received from Gary Marsh.
2220. Election of Vice Chairman
Mrs Alison Stevenson, proposed by Rodney Saunders & seconded by Neville Ashcroft, was re-elected as Vice Chairman, with all in favour.
2221. Re-election of Honorary Responsible Finance
Officer
Mr Robin Lindsay-Stewart, proposed by Mrs Jarvest & seconded by Mr Huxley, was re-elected RFO, with all in favour.
2222. Re-appointment of School Governor
Neville Ashcroft was re-confirmed as the Parish Council’s nominee for the post.
2223. Membership of Working Groups &
re-nomination of Group Leader
a). Housing & Environment. The following positions were agreed. Mrs Stevenson (Leader), Mesdames Barker-Danby, Jarvest & Moore-Williams + Mr Marsh (members).
b). Safety & Security. The following positions were agreed. Mr Ashcroft (Leader), Messrs Saunders &
c). Young People. The following positions were agreed. Mrs Jarvest (Leader), Mrs Moore Williams together with Messrs. Huxley & Ashcroft (members)
d). Traffic Matters. The following positions were agreed. Mr Saunders (Leader), Mesdames. Stevenson & Moore Williams + Mr Marsh (members).
e). Local Societies. The following positions were agreed. Mrs Barker-Danby (Leader), Messrs. Ashcroft, Saunders & Lindsay-Stewart (members).
f). Facilities & Amenities. The following positions were agreed. Mrs Moore-Williams (Leader), Mesdames. Barker-Danby, Jarvest & Messrs. Greenwood & Lindsay-Stewart (members)
g). Tree Officer. Agreed leave unchanged, pending news on Ken’s state of health.
2224. To approve Minutes of the Regular meeting
held on 10th April & Planning Meeting held on 23rd
April 2008.
The minutes of both meetings were accepted as a true record & signed by the Chairman.
2225. Matters arising
Planning Meeting held on 23rd April 2008 - none.
Regular meeting held on 10th April
2205/2200 – Post Office. Discussions had now taken place with the Post Office concerning the procedure for transfer of the “holding”. Agreed that Facilities & Amenities Group should continue to work with Mr Lindsay-Stewart to establish an action plan to cover the contingency of transfer of the “holding” by the present Postmistress in the event of there being no successor in place.
2190 (2185) – future
meeting dates for 2009. The third Monday
of each month is now proposed for 2009.
Dates to be provided to Councillors.
2200 – No letter concerning proposals for possible extensions to the existing churchyard yet received from the Rector.
2207 - Now ascertained from MSDC no prospects of our being allocated
S106 money, specifically ex the
The problem with the tree on the
2213 - Mr Saunders, together with the Clerk, are still chasing EDF for a date for connecting up the new Bramble Hill light.
2226. Financial
a). Cash Book Receipts & Payments for April 2008 – noted as presented
b). Bank Reconciliation
Statements as at 30th April 2008 for both accounts – noted as
presented
c). Receipts &
Payments by Budget Heading 12 months to 30th April 2008 – noted as
presented
d). To note the
RBS end of year “shut down” on 22nd April & to approve internal
audit of accounts covering y/e 31.03.08.
To sign off accounts for submission to external auditor, Mazars.
Proposed by Mr Saunders & seconded by Mr Lindsay-Stewart the Annual Governance Statement was approved by Councillors, & signed by the Chairman & the Clerk.
The Statement of Accounts, signed by the RFO, was then signed by the
Chairman approving the Council’s accounts.
e). Handrail for footpath
between London Road & Newlands.
Progress report. A quote for installing
a handrail in wood (£2900) had been prepared by Balcombe Sawmills. At this stage it was agreed that we should
shelve the project for cost reasons.
f). To note quotation for
improved security measures at pavilion from Wood & Wisdom Ltd. Clerk mentioned that this was in excess of
the previously approved ceiling of £1000 for security measures.
2227. Reports from Traffic, Facilities &
Amenities & Local Societies Groups
a). Traffic - Mr Saunders
presented an overview of the latest proposals received from Atkins & opined
that their report was of a high standard.
WSCC Highways had been asked to clarify why they were unable to consider
the installation of “aggressive measures” , (e g chicanes) on suitable sections
of the Haywards Heath & London Roads.
Agenda item 17 - To propose that Balcombe Parish Council
accepts Atkins’ Final Technical Report dated 1st May 2008 and
initiates consultation with the residents of Balcombe with a view to
implementing 30 mph roundel markings and “Rumbleway” surfacing, and/or solar
panel powered Vehicle Activated Signs at each of the three gateways to the
village was then considered. After
discussion & confirmation that the indicated cost of this work would be
£48.5k it was proposed by Dr Ashcroft & seconded by Mr Greenwood that we
now proceed to village consultation. A
date of July 5th was suggested.
The Council discussed how these
proposed traffic calming measures fitted in with other concerns of road safety
within the village and the traffic working group was asked to consider how
Atkins’ suggestions fitted in with its long term aims for Balcombe.
b). Facilities & Amenities – Mrs Moore-Williams had picked up some information leaflets on the dangers of dog faeces in public places. She, together with Mr Lindsay-Stewart & the Clerk, would take up MSDC’s offer of a site meeting on the rec to discuss future measures to highlight this unpleasant scenario. She reported to Councillors on the forthcoming monthly Craft, Gifts & Local Produce Markets being organised by Glenda Thompson.
c). Local Societies – Mrs Barker-Danby reported the formation of both a Local History Society as well as a Tapestry Group.
2228. Revised “Welcome
Pack” – update
Mrs Barker-Danby presented her ideas. A new list of societies had been prepared & this would shortly be handed to the Clerk.
2229. Balcombe First
Week” - reprise.
Thought generally beneficial to village outlets. Raffle takings £175.15 & bag sales (to date) £168.60 noted.
Agreed that the organiser, Katherine Gunning, should be rewarded with an appropriate token of thanks.
2230. To consider
nominations for
Councillors suggested two residents for consideration. Clerk will approach each & report back at the next meeting.
2231. Planning.
– to consider the following applications:-
a). For
representation by 16th May 2008
(BA)/08/01219/FUL – 2
Lake View Cottages,
(BA)/08/01339/FUL – to
demolish existing shed & rebuild on the same basis to higher specification. No objection.
(BA)/08/01390/TCA –
Wynstay,
b). For
representation by 23rd May 2008
(BA)/08/01511/TCA - Heritage,
(BA)/08/01512/TCA - Blackthorn,
c). To
receive update of appeal relating to BA/05/01732/FUL – garage next to
The
following application approvals had been received from MSDC:
(BA)/08/00799 – 3 White House
Farm Cottages,
(BA)/08/00972/TCA – Hollow
How,
(BA)/08/00790/FUL – 8 Barn Meadow. Permission
2232. To consider issues raised at Annual Parish
Meeting 2008, including
a). Footpaths, especially from Rectory to
Agreed defer for the June meeting.
2233. Traffic Calming
Refer item 2237 above.
2234. Balcombe Football Club – future
arrangements
A review meeting would take place shortly. Cost of (internal) door repair, following the break in, would be settled by the Club.
2235. Proposed removal by BT of all (red)
telephone boxes
The decision reached by Councillors in 2004, when BT made similar proposals, was ratified. This would allow removal of all the village boxes, with the exception of the station box, considered essential for use in the case of an emergency.
2236. Correspondence
Other 5 - W.
2237. Exchange of Information
Dr Ashcroft – Playground inspection. Mrs Jarvest had met with the MSDC appointed Inspector. Generally sound findings. Copy of report would be circulated.
Mrs Jarvest – Posters for the Youth Event for 17th had been put up & all was
in hand for hopefully a successful afternoon.
The “
Requested a (yellow) litter bin for installation outside the Half Moon. Clerk to check location with Carol & action purchase.
There being no further business the meeting closed at 22.25 hours
Signed…………………………………………..
THE NEXT REGULAR
MEETING OF THE COUNCIL WILL BE HELD ON WEDNESDAY 11TH JUNE 2008 IN
THE WI ROOM