MINUTES OF THE ANNUAL GENERAL MEETING OF BALCOMBE PARISH COUNCIL HELD ON MONDAY 11th MAY 2009 AT 8 PM IN THE W I ROOM, VICTORY HALL, BALCOMBE.

 

Present:  Messrs. Robin Williamson, Robin Lindsay-Stewart, Simon Greenwood, Rodney Saunders, Mike Talman, Neville Ashcroft & Mesdames Susan Barker-Danby, Sarah Moore-Williams, Alison Stevenson, & Carol Jarvest

In attendance: Richard Greig – Clerk to the Council. 

 

2397. Public Participation

No members of the public were present. 

 

2398. Declaration of personal or prejudicial interest

No declarations received. 

 

2399. Apologies for absence

Received from Mr Peter Huxley

 

2400. To approve Minutes of the Regular Meeting held on 16th April 2009 & Planning Meeting on 20th April .

The minutes of both meetings, after a minor correction under 2392 of the former, having been previously circulated, were approved by the Councillors & signed by the Chairman as a true record. 

 

2401   Matters Arising

2384 (2379) – Balcombe School.  The deadline for Terry Harris’s successor would be 12th May. 

2388 – Lighting – refer 2407a).below. 

 

2402.  Election of Chairman & Vice Chairman

Mrs Stevenson took the chair.  There being no other nominations a proposal was made by Dr Ashcroft, seconded by Mr Lindsay-Stewart that Mr Robin Williamson be re-elected.  All members were in favour.  Mrs Alison Stevenson was subsequently re-elected Vice Chairman, all being in favour. 

 

2403.  Re-election of Honorary Responsible Finance Officer

Proposed by Dr Ashcroft & seconded by Mrs Jarvest Mr Robin Lindsay-Stewart was re-elected unanimously.  Mrs Moore-Williams will act as Deputy RFO. 

 

2404.  Re-appointment of School Governor

Proposed by Mr Saunders & seconded by Mrs Jarvest Members were in favour of re-appointment of Dr Ashcroft.  Noted that Neville will continue as school governor for the next two years. 


 

 

2405.  Membership of Working Groups & re-nomination of Group Leaders

a). Housing & Environment.  Mrs Stevenson (Leader).  Members Mesdames Susan Barker Danby, Carol Jarvest & Sarah Moore-Williams.

b). Safety & Security.  Dr Ashcroft (Leader).  Members Messrs. Simon Greenwood, Rodney Saunders & Mike Talman. 

c). Young People.  Mrs Jarvest (Leader).  Members Mrs Sarah Moore-Williams, Dr Ashcroft & Mr Peter Huxley.  

d). Traffic Matters.  Leader Mr Saunders.  Members Dr Neville Ashcroft, Messrs Peter Huxley & Mike Talman & Mrs Alison Stevenson. 

e). Local Societies/Facilities & Amenities (new combined Group). 

Leader Mr Mike Talman.  Members Mesdames Susan Barker Danby & Carol Jarvest.  Messrs.  Peter Huxley & Robin Lindsay-Stewart. 

Members were thanked for their contributions throughout the year.  It was suggested that three Groups reported routinely at each monthly meeting + any Group with important business. 

 

2406.  Financial

a). Cash Book Receipts & Payments for April 2009 – noted as presented

b). Bank Reconciliation Statements as at 30th April 2009 for both accounts - noted as presented

c). Receipts & Payments by Budget Heading 12 months to 30th April 2009 – noted as presented. 

d). Budget 2009/2010.  It was mentioned that a modification had been made to the entry of one heading, but that this did not affect the agreed total. 

e). To note the RBS end of year “shut down” on 22nd April & to approve internal audit of accounts covering y/e 31.03.09.  To sign off accounts for submission to external auditor, Mazars.  The Clerk reported that RBS had been able to reconcile the end of year accounts satisfactorily.  Subsequently the Internal Auditor had completed his audit & signed off the accounts as being found in sound order.  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. 

f).To consider request from Balcombe Fete Committee for contribution towards expenses (2008 accounts already circulated).  Members agreed that on the basis of the figures submitted for the 2008 event evidencing a profitable outcome funding should not be necessary this year.  It was pleasing to note the financial success of the previous year & it was agreed that the fete was an important village event that should be encouraged. 


 

 

As there was no laid down procedure for the criteria relating to applications from local organisations for Grants it was agreed that the Facilities & Amenities Working group would endeavour to draw up a check list. 

 

2407.  Reports from Traffic, Facilities & Amenities & Local Societies Groups

Traffic – Mr Saunders reported on the 278 agreement submitted by WSCC for which we were required to be principal.  It was therefore necessary for a “back to back” agreement to be secured from Atkins to obtain suitable indemnity from claims arising.  Assistance on this might be necessary from Hedleys, the Solicitors to SALC. 

Parking - Following the recent presentation by Superintendent Steve Barry at the Annual Parish Meeting, Mr Saunders had asked for an introduction to an appropriate officer would be able to give the legal position on all aspects of parking vehicles on the public highway and the policy of the West Sussex Constabulary on the enforcement of same.  He would report further. 

Facilities & Amenities – Mr Talman mentioned

a). Visit from Southern Electric to attend to safety/condition reports on each lantern + labelling.  We would need to carefully consider cost of timers installed – timer x light sensitive controlled - & whether changes would be appropriate. 

b).Potholes.  Richard Harverson from WSCC Highways had attended for discussions on potholes on Newlands & Bramble Hill.  The drainage problem on the former had also been mentioned. 

Local Societies – nothing to report. 

 

2408.  Planning.

a). For representation by 8th May 2009

(BA)/09/00903/FUL- Forest Ridge, Paddockhurst Lane.  Alterations to existing double garage to comprise increase in ridge height, two new dormers.  There were concerns about an application of this nature.  Enlargement of the building and provision of an upper storey effectively make this garage into a small cottage.  The garage is detached from the main house and situated alongside the road. It could easily be provided with an access and amenity land.  Concerns have been raised previously by the Council about the conversion of garages to form separate dwellings.  Therefore MSDC should be urged to stipulate ancillary use at the very least.

For representation by 15th May 2009

(BA)/09/00922/FUL – Tall Timbers, Oldlands Avenue – single storey orangery extension.  The Council has no objection to the proposal. The only property which would be affected by the application is to the east.  The proposal is to replace the existing single storey extension to that side with a remodelled extension and therefore there is no additional impact.  The proposal will enhance the rear of the property. 


 

 

b). to consider any additional applications received by the date of the meeting

For representation by 29th May 2009

(BA)/09/01337/TCA – Cobo, Deanland Road – 1 Eucalyptus – fell. 1 Conifer – reduce height by 30% - no objection. 

 

c). Affordable Rural Housing – to receive report on meeting held with MSDC on 24th April.  Mrs Stevenson reported on the recent meeting & a proposed AirS/MSDC Housing Survey for which cost would be approx. £1.5k on a 50/50 basis.  The main requirement would be for us provide details of local need, to include proposals & merits for shared housing.  An update would be given at the next meeting. 

 

2409.  Annual Parish Meeting 2009 – reprise

Matter deferred.  

 

2410.  Parking – to agree timetable for steps agreed at April meeting

See 2407 above. 

 

2411.  To discuss & consider SALC’s recent paper on the “New Power of Wellbeing”. 

Matter deferred. 

 

2412   Correspondence

Other 8 - Julian Smith re Kissing Gate.  The Clerk explained that the matter was now being handled by the Rights Of Way Officer at WSCC. 

 

2413.  Exchange of Information

AirS would be holding a Mid Sussex Rural Links Forum at Scaynes Hill on Wednesday 20th May 2009.  Members were invited to reply to them direct.  Dr Ashcroft indicated interest in attending for part of the afternoon.   

 

 

 

There being no further business the meeting closed at 21.58 hours

 

Signed………………………………………….

Date……………………………………………..

 

 

THE NEXT MONTHLY MEETING OF THE COUNCIL WILL BE HELD ON MONDAY 15TH JUNE 2009 IN THE W I ROOM.