MINUTES OF THE MEETING OF BALCOMBE PARISH COUNCIL HELD ON MONDAY 20th JULY 2009 AT 8 PM IN THE W I ROOM, VICTORY HALL, BALCOMBE.
Present: Messrs. Robin
In attendance: Richard Greig – Clerk to the Council.
2426. Public Participation
No members of the public were present
2427. Declaration of personal or prejudicial interest
Mr Greenwood declared a prejudicial interest in respect of application (BA)/09/01258/FUL – Balcombe Place Stables
2428. Apologies for absence
Received from Mesdames Sarah Moore-Williams &
2429. To approve Minutes of the Annual General Meeting held on 15th June 2009 .
The minutes of the meeting, having been previously circulated, were approved by the Councillors & signed by the Chairman as a true record.
2430. Matters Arising
2411 - New Power of Wellbeing”. The Chairman requested that the Clerk contact SALC for as much additional information on the subject as possible for circulation to Members. It would be the intention for all Councillors to be trained, through SALC, in due course.
2419 – Dr Ashcroft confirmed that he would be in touch with the RFO should he need clarification of some of the detail given on the monthly financial reports currently circulated.
2422 – (BA)/09/00584/FUL- New Barns, Brantridge Lane – change of use of barn to D2 (Assembly & Leisure) & demolition of existing extension built without consent. Mrs Stevenson expressed concern at the decision of MSDC in this matter. Agreed that we should write to the Planning Inspectorate on the matter requesting clarification.
(BA)/09/1552/FUL – Land parcel between Breakland & Dyffyn Teg,
2423 - .Iain & Pam Brown attended the MSDC Garden Party on 12th July 2009 as our nominees. Mr Richard Greenwood & his wife were also invited, following Richard’s recent award of the MBE.
2425 –Following Mr Huxley’s earlier report mentioning that he had noted “materials” on the bank, possibly originating from the light industrial storage area near the station leased by Balcombe Estate, Mr Greenwood confirmed he was making suitable enquiries.
Pavement obstruction from foliage emanating from Balcombe House grounds. The Clerk mentioned that Julian Smith had now carried out the requested work.
a). Cash Book Receipts & Payments for June 2009 – noted as presented.
b). Bank Reconciliation Statements as at 30th June 2009 for both accounts – noted as presented.
c). Receipts & Payments by Budget Heading 3 months to 30th June 2009 – noted as presented.
Detailed discussion again took place regarding the format of the latter, now being prepared by Mrs Moore-Williams, who was unable to be present. Agreed that it would be useful for the RFO, Clerk & other interested Members to meet up to talk over improvements to the revised format. In the meantime a report containing such detail would continue to be circulated monthly. The remaining monthly financial reports prepared by the Clerk would continue, but be circulated only to the RFO, Deputy RFO & Chairman, but available to others on request.
d). to consider funding request from Balcombe Football Club.
The Chairman & Clerk advised Councillors of their recent meeting with their new Secretary & the matter of outstanding pavilion charges for summer training that had already started. They had not yet submitted their request for funding assistance in spite of two requests. Agreed that we should now write to them saying that unless this is received for consideration at the August meeting we must insist on immediate payment in full of the deferred charges for pavilion use.
e). To consider funding application from Sussex Crimestoppers, received via SALC.
The general view was that
although this was a worthy cause, there was some concern whether BPC should
fund national organisations. The Clerk
was requested to mention the matter both to
f). To note quotes for repair work to pavilion & to agree work schedule.
After discussion & a brief report from Mr Talman a vote was taken after a proposal from Mr Saunders that the quote of £730 from the Baer Gardner be accepted. All were in favour. A work schedule will now be requested from the contractor.
g). additional item. To consider application from Victory Hall Management Committee for an allocation of £1100 + VAT towards the cost of new curtains. (Total cost £2608.62 + VAT).
A discussion took place regarding the procedure to be adopted by the Council when considering applications for funding from the Victory Hall Management Committee. The Council recognised the unique role of the VHMC in managing a key village resource, and had over the years set aside a specific budget for supporting the VHMC. It was noted that in setting the budget for the current financial year the Council had in mind providing support to VHMC by means of an annual grant instead of specific project support. In return the Council would require representation on the VHMC. A response to this offer had yet to be received by the Council.
The Council has adopted a policy of asking applicants for project funding to submit a statement of their requirements in a prescribed form, and this requirement should apply to project applications from VHMC. As in this instance the letter from VHMC included most of the information required by the Council it was proposed by Mrs Stevenson & seconded by Mr Saunders that we agree to payment of the requested £1100 towards the curtains. This proposal was approved unanimously.
The Clerk was instructed to write to VHMC requesting a response to the Council’s proposal regarding making an annual grant in return for representation on the VHMC. In the event that this proposal was not accepted by VHMC, future project applications should use the Council’s application form. The letter should also note that the sum of £4,500 set aside for the Victory Hall in the Council budget is not a grant as stated in the letter from VHMC but a budget figure setting the upper limit for project funding. Each project will be considered by the Council on its merits.
2432. To receive report from
Leader of the Traffic Group on parking issues following recent meeting with
Mr Saunders confirmed the accuracy of Minute 2407 of the June meeting, at which he was unable to be present, stating inter alia that the Police had indicated that without valid waiting restrictions such as yellow lines, little could be done to deal with the present inappropriate parking on village roads. With cars parked on pavements the police would only act if there was a significant obstruction.
The matter would now be considered in detail with the TWG members with a view to recommendations being made at the August meeting.
2433. Reports from Traffic, Safety & Security & Housing & Environment Groups
A flow chart had been received from our contractors, Atkins.
This indicated that providing dates were held the work should be complete for hand over to WSCC in early December. It was agreed that we needed to ensure that Atkins were performing against indicated dates & with this in mind Dr Ashcroft had agreed to undertake detailed data logging for the scheme.
Mr Saunders referred to discussions held with WSCC Highways earlier
in the year. As reported there was a
cost increase (from £45,700 to £50,900 = + £5,200) because of WSCC’s insistence
of having mains powered VAS equipment & planing and resurfacing the road in
two of the revised Rippleprint locations, where the road surface had
deteriorated particularly as a consequence of the recent bad weather. An additional audit requirement had also been
introduced. Our request for WSCC funding
to cover this shortfall had been put on hold until September. It would be our intention to mention this
situation to Bill Acraman, our
Safety & Security. Dr Ashcroft requested that his detailed report, received shortly before the meeting, be circulated. He highlighted the Police comment regarding Newlands lighting following a recent crime in the area.
Housing & Environment. Mrs Stevenson mentioned her recent email from Carol Tomkins at MSDC concerning rural affordable housing & the detailed information subsequently received confirming that with the allocation process as regards Barn Meadow all of the 3 lettings between 2004 & to date had gone to residents who had lived in Balcombe for a number of years or had Balcombe connections.
Facilities, Amenities & Societies Mr Talman mentioned receipt only that morning of a detailed list from Southern Electric of identified faults with the present lanterns & the total cost of repair. Two have still to be checked. These would be analysed in detail & recommendations made at the next meeting in order of priority. It was suggested that we might check to see whether any District or County funding could be made available in view of the cost estimate of around £6750.
There was a continuing problem with foliage overgrowing paths & footpaths. Details would be collated by the Group with a view to approaching the owners responsible for cutting this back.
2434. Planning. – to consider the following application:-
a). For representation by 10th July 2009
b). For representation by 17th July 2009
(BA)/09/01902/TCA – The Knoll, Stockcroft Road – Fell 1 Oak and 1 Hawthorn – no objection.
c). to consider any additional applications received by the date of the meeting
For representation by 7th August 2009
Other 17 - High Weald AONB Management Plan – update 2009. Copy retained by Mr Greenwood.
W1 - CLCC Meeting Ardingly 22nd July. Members reminded of this.
2436. Exchange of Information
Mr Huxley – Had met with a representative from Southern Rail to discuss disabled accessibility to platforms at Balcombe station.
Asked what action was being taken following report of van speeding through the village at 68 mph. Clerk will mention to Iain Brown.
Mrs Stevenson –expressed concern at bramble on path adjoining
Mrs Jarvest – in regular contact with Rupert Browning on playground matters.
There being no further business the meeting closed at 22.01 hours
THE NEXT REGULAR MEETING OF THE COUNCIL WILL BE HELD ON MONDAY 17th AUGUST 2009 IN THE WI ROOM