THURSDAY 17 JULY 2003 AT 8PM IN THE WI ROOM,
BALCOMBE VICTORY HALL
Present: Mr Graham Gosney (Chairman), Mrs Katherine Gunning,
Mr Neil Infield, Mr Simon Greenwood, Mr Gary Marsh, Mr David Miners, Mrs Alison
Stevenson, Mr Robin Williamson, Mr George Wiginton, Mr Roland Burke, Mr Richard
Greig (Clerk).
As residents of the London
Road Messrs. Williamson, Burke, Miners and Mrs Gunning declared personal
interest in Phase 1 of the scheme
At the request of the
Councillors Julia Beckett and Stuart Kingsley addressed the meeting in respect
of Youth Club activity. The Parish
Council firstly confirmed their willingness to co-operate in every possible
way. Stuart Kingsley explained that
numbers had dropped due to the loss of a core group of children. Although the club was now closed for the
summer it was hoped that the Rural Youth Bus would be able to come to Balcombe,
prior to re-opening of the club in September.
Meetings are currently on Mondays between 7.30 and 9.30. Various reasons for the declining numbers
were mentioned and suggestions included more involvement from Balcombe School
pupils and a slight change of activity emphasis. Age groups catered for are up to 16 or 17. Monday is not really a good day for meetings
any more because of girls’ football on the same evening. Gary Marsh agreed to discuss this again with
Mrs Buckingham.
With a view to making the
Club better known it was agreed that we would insert “fliers” (supplied by the
Organisers) into the Parish Magazine and continue our efforts to promote the
good work that the present helpers are doing for the youth of the village.
Mrs Sheila Illsley (holiday)
1016 delete – “Mr Wiginton was not in favour (re small goal posts)
997 now to read “Mr Greenwood
declared prejudicial interest in item 17 vi)
1013 item vi) – as 997 above
1016 amend to “The Youth Club was in distress, due to declining numbers”.
985 Mr Marsh mentioned the recent A23 Road Widening meeting and how this
would involve closing the Slaugham Junction.
A figure of 110 cars daily are reported to use it. Further representations are planned – the
Ramblers in particular are not happy
1015 Mr Greenwood confirmed that he would be attending the High Weald AONB
meeting on 22 July. He had read the
proposed plan. He said that under the
Settlement part there was no apparent reference to low cost housing and he
intended to raise this at the meeting.
1016 The Clerk would again mention the overhanging oak tree
branches opposite Bramble Mead
1022 Mid
Sussex County Council Garden Party 28 September 2003-
All nominations from Councillors were considered and on a vote it was decided that Mr and Mrs Roger Bell of Balcombe Stores should be nominated.
1023 Review
of Traffic Calming
As residents of the London
Road Messrs. Williamson, Burke, Miners and Mrs Gunning declared personal
interest in Phase 1 of the scheme.
The Working Group Leader,
David Miners, gave an update to the meeting and commented in more detail on the
report that he had circulated. He said
that the Work Group had been unanimous in recommending that a vote to proceed
be taken at this meeting. Mr Marsh
would give some cost estimates. A
meeting at West Hoathly had been attended, but it was not as complex as the
Balcombe scheme. Cost would be around
£20k, including lights, but some upgrading would be necessary He had measured up and it was thought that
lights to illuminate the humps/cushions would need to be installed. Mr Greenwood said that these would need to
be installed correctly. Upgrading of
the two lights for this would approximate £1.5k each. Overall the Scheme (Phase 1) could be done for a total of between
£15-20k. There would be potential for
an October start. The Chairman reminded
the meeting that provision for updating village lighting (London Road &
Haywards Heath Road) was already included in this year’s budget.
Mr Williamson spoke about
the matching of funds and thought it necessary for the cost of extra lighting
should be seen to be part of the overall Traffic Calming project. However he recommended that we should take a
decision to go ahead, irrespective of our not having yet received a definitive
assurance from WSCC re funding. Phase 2
must be seen to be part of the overall scheme.
Mr Wiginton spoke about the Solagen lights and it was explained why
these and not main powered ones would have to be incorporated. Mr Miners mentioned that he had seen them in
Bristol.
After detailed discussion
and an exchange between most Councillors it was resolved:
1. We would need to have confirmation in writing from WSCC
that funds would be available on a matched basis early in 2004. Mr Miners, in conjunction with the Clerk, to
liaise with WSCC accordingly
2. In the meantime we should consult with a contractor
(Minerva Accord) to obtain a firm estimate of cost for Phase 1
3. Once the plans were ready we should convene a detailed
consultation with villagers – arrangements to be discussed at the August
meeting.
The Chairman reminded the meeting again that Traffic Calming measures were to the benefit of the village generally and that Phases 1 and then 2 were only a start. There would ultimately be a Phase 3, carefully balanced between the other two. A note was taken of a request from Mrs Stevenson concerning possible computer evaluation on traffic flow based on the final plans, as well as from Mr Greenwood who asked whether taken expert advice on the effect of traffic flow, following the installation of (mini) roundabouts.
A vote was taken to proceed
with Phase 1 of the scheme in principle and this was carried unanimously. The Work Group was thanked for their efforts
to date.
As this had been covered, in
part, under Traffic Calming it was agreed that the matter be deferred until the
next meeting.
1025 Review
of Playground Meeting 8 July
Mr Wiginton amplified his circulated report and requested that the Clerk obtained funding application packs, as additional funds would be required to implement the scheme. It was considered that it might only be necessary to make available small, moveable, ramps for skate boarding and how the Council favoured these. Mr Marsh said that Cuckfield had already put in an application for a skateboard feature. It was agreed that Section 106 money was unlikely to cover the full cost of our scheme. Therefore all additional sources were essential. Messrs. Williamson and Wiginton agreed to oversee this aspect and report further. Mr Burke opined that we need to amend the present scheme drawn up for us by MSDC. Mr Wiginton thought that as drainage was a most important aspect MSDC had not addressed this problem properly. The Chairman said that an agreed time scale for the development was most important and recommended that Mr Wiginton and his Group should continue their good work and report future findings to the meetings.
Covered under 1018 – Public Participation – see
above.
1027 Retirement of Village Postman
Resolved – a letter be sent from the PCC thanking Bob Cornell, on his retirement, through ill health, for his loyal service to the village for over twenty years.
1028 Bluebird/Parish
Transport Grant from the Countryside Agency
Details of the scheme, following earlier discussions in connection with Bluebird, the Chairman recommended that we consult with local organisations – 61 Group and Balcombe Care Group – to ask whether they know of people wanting help, also enquiring as to what help they need, and what help they would like from us. In conjunction with the Clerk an update will be given later.
1029 Annual
Young Photographers’ Competition 2003
Resolved that we would support this up to an amount of £50.
1030 Consideration
of the following Planning Applications
i). BA/03/01618/FUL – Glendale, London Road – Replacement glazed infill and part garage conversion.
Adjoining neighbours had been consulted and were satisfied with the proposals. The Council were in favour of the scheme.
ii). BA/03/01621/FUL – Knollwood House, Handcross Road. Erection of detached garage and two-storey extension. The meeting was concerned at the proposal to create a separate building on the site by the construction of a three-bay garage with a large room above it. The proposal converts the existing attached double garage to living space. Reference was made to our comments in respect of BA/03/00967/FUL, an earlier application subsequently approved, stating that we considered the detached garage of concern because it could become a separate dwelling
A subsequent application - BA/03/01654/FUL - Tall Timbers, Oldlands Avenue - Erection of conservatory, kitchen extension, first floor balcony & enclosure of external passageway had been received and in view of the time scale it was agreed that recommendations be left to the Planning Work Group under Mrs Stevenson, with the proviso that there should be no intrusion on neighbouring properties. (Subsequently it was recommended that there should be no objection to the proposal. However the property could support a much more radical rebuild. The current proposals are small scale.)
1031 Financial
Matters
a). Approval of the Receipts & Payments for year ending 31.03.2003 and Bank Reconciliation at 31.03.03. Covering balance sheets in respect of the above had been circulated prior to the meeting together with the Agenda. Mr Wiginton appeared to have a missing page and a copy was passed to him. Subsequently he raised some queries relating to certain balances. Mr Williamson (RFO) told the meeting that, in his presence, a Representative from the company supplying our computerised accounts package had assisted with the reconciliation to his satisfaction. Mr Wiginton, rather than hold up the meeting, agreed that he would be willing to meet up with the RFO afterwards for an explanation relating to the queries he had raised. The meeting subsequently approved the Receipts & Payments for year ending 31.03.2003 and Bank Reconciliation at 31.03.03.
b). Cash Book Receipts & Payments for the month of June 2003 – these were approved as circulated.
c). Receipts & payments Accounts for three months to 30.06.03 and Bank Reconciliation 30.06.03 – also approved as circulated
d). Annual Audit Programme and Auditor’s Fees
Councillors had received, prior to the meeting, extracts from the Annual Return for the year ended 31 March 2003, that would be sent to the official auditors, Mazars. These included:
Section 1 – Statement of Accounts
Section 2 – Statement of Assurance
Section 4 – Annual Internal Audit Report, signed by the Council’s Internal Auditor.
Income & Expenditure Account 2001/2002
Details of BPC Fixed Assets as at 31.03.03
Mr Williamson, RFO, reminded the meeting that the audited accounts supplied for this period (to 31.03.03) were on a receipts and Payments basis, whilst the preceding year’s figures were on an Income and Expenditure basis.
The correctness of the details to be returned and confirmed in Section 2 of the Annual Return (Statement of Assurance) was approved by the Council and accordingly signed by the Chairman.
Procedures for the audit return were explained, as was the requirement that a statutory notice needed to be displayed on the BPC notice board giving villagers the right to inspect the accounts if required. The Councillors confirmed their agreement to an audit fee of £250 for Mr Richard Land-Smith.
1032 Correspondence
Mr Marsh expressed interest in items M3 & M7 relating to the Sports Strategy for Mid Sussex.
1033 Exchange
of Information
Mr Burke asked about progress about the proposed meeting with the Police. It was agreed that although most beneficial arrangements would need to be made as to its format, e g who would be present, open meeting for villagers, venue etc. and best timing to give maximum impact. The subject would need to be addressed further.
Mr Miners spoke about
traffic speed control and how he had advice that Balcombe was said to be in one
of the County’s top 8 areas for speeding control.
The Chairman and the Clerk
said that they still hoped to prepare a letter for new residents to the village
in due course.
As a result of the recent
power disruptions it was requested that the Clerk write to the electricity
supply company for an explanation.
Mr Infield asked for an
update on the two village websites and was told that the PCC is now exchanging
information. He also mentioned reports
of a car with no wheels in the station car park.
Mr Burke mentioned the
recent post office raid and asked about CCTV surveillance. He was told that Mrs Indi Phakey and her
husband had asked to meet with the PCC at their next meeting in August to
discuss this and other matters.
Mr Gunning mentioned the
forthcoming car Treasure Hunt and Barbeque in aid of the Victory Hall to take
place on 2 August.
Mrs Dutton had mentioned
overhanging branches adjacent to Forest View (? Responsibility of the Smith
family to rectify) and Mrs Stevenson confirmed that there was a problem.
Mr Greenwood mentioned that he would be absent from the August and September meetings. He had recently obtained a copy of a Fly Tipping guidance leaflet that he would kindly pass to the Clerk.
There
being no further business the meeting closed at 22.25 hours.
Signed……………………. Date……………..
RG/HS