Agenda, decisions and draft minutes

Reigate and Banstead Local Committee
Monday, 3 December 2018 2.00 pm

Venue: Reigate Town Hall, Castlefield Road, Reigate, Surrey RH2 0SH

Contact: Jess Edmundson, Partnership Committee Officer  Reigate Town Hall, Castlefield Road, Reigate, Surrey RH2 0SH

Items
No. Item

OPEN FORUM SESSION pdf icon PDF 44 KB

The questions and responses given during the open forum session are annexed to the minutes.

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APOLOGIES FOR ABSENCE

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CHAIRMAN'S ANNOUNCEMENTS [AGENDA ITEM]

    To receive any Chairman’s announcements

    Minutes:

    [14.10 Mrs Natalie Bramhall arrived]

     

    The Chairman gave the following announcements:

     

    ·         Surrey County Council (SCC) Consultations – SCC are currently consulting residents on changes to how several services are run. These include children’s centres, libraries, Community Recycling Centres (CRC), concessionary bus travel and Special Educational Needs and Disability (SEND) services. He encouraged members of the committee and attending members of the public to have their say by visiting surreycc.gov.uk/consultations. He reminded everyone the consultations were open until 4 January 2019.

     

    ·         A23 Three Arch Road Consultation – At the previous meeting in September he reminded members that as the local committee they agreed the Redhill STP Member Task Group recommendation to proceed with the preferred scheme option and to progress to public consultation. He added that the consultation was now open to have a say until 6 January 2019. People could do so by visiting: surreycc.gov.uk/threearchroadjunction

     

    ·         New Primary free school, North West Horley – Following consultation, the Cabinet Member for all-age learning took a decision on 30 October 2018 to approve the building of a new 2 form entry primary school, and 52 place nursery as part of the Westvale Park housing development.

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MINUTES OF PREVIOUS MEETING pdf icon PDF 120 KB

    To approve the minutes of the previous meeting as a correct record.

     

    Decision:

    The minutes from the previous meeting on 17 September 2018 were agreed as a true record and signed by the Chairman.

    Minutes:

    The minutes from the previous meeting on 17 September 2018 were agreed as a true record and signed by the Chairman.

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DECLARATIONS OF INTEREST

    All Members present are required to declare, at this point in the meeting or as soon as possible thereafter:

     

        (i)        Any disclosable pecuniary interests and / or

       (ii)        Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting

     

    NOTES:

    ·         Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest.

    ·         As well as an interest of the Member, this includes any interest, of which the Members is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner)

    ·         Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial

    Minutes:

    There were none.

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PETITIONS pdf icon PDF 85 KB

    To receive any petitions in accordance with Standing Order 68. Notice should be given in writing or by email to the Community Partnership and Committee Officer at least 14 days before the meeting. Alternatively, the petition can be submitted on-line through Surrey County Council’s e-petitions website as long as the minimum number of signatures (30) has been reached 14 days before the meeting.

     

    One petition was received

     

    a)    Mini roundabouts along Bletchingley Road, Merstham

     

    The officer response to this petition will be provided within the supplementary agenda.

    Minutes:

    Declarations of Interest: None

    Officers attending: Zena Curry, Area Highway Manager, SCC


    Petitions, Public Questions, Statements:
    One petition was received

     

    The lead petitioner, Mr Dean Anderson attended the meeting and addressed the committee with his concerns. He explained how cars often did not stop at the mini roundabouts in question and it was often only possible to see traffic coming from the right when a vehicle was on said roundabout. He added the roads were in a poor state of repair which exacerbated the problem.

     

    [14.23 Mr Graham Knight arrived]

     

    Key points from the discussion

     

    ·         Mr Bob Gardner, as the divisional member gave his full support for the petition, adding the traffic along the road was fast moving and although there had been regeneration in the area the roads had been left in a poor state.

     

    ·         Members suggested that repainting road markings or the mini roundabouts may help the problem.

     

    The local committee noted the officers response but supported the idea of discussions being had outside the meeting to see what could be done to help. The discussions were to include the lead petitioner, divisional member, Area Highways Manager and Chairman of the Reigate & Banstead Local Committee.

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FORMAL PUBLIC QUESTIONS pdf icon PDF 91 KB

    To answer any questions from residents or businesses within the Reigate and Banstead Borough area in accordance with Standing Order 69. Notice should be given in writing or by email to the Community Partnership and Committee Officer by 12 noon 4 working days before the meeting.

     

    All written public questions received before the deadline will be published along with the response in the supplementary agenda.

    Minutes:

    Two written public questions were received. The questions and answers were

    included in the supplementary agenda papers.

     

    Neither of the questioners were present at the meeting to ask a supplementary question.

     

    Members of the Local Committee raised the following points with regards to question 1 about Pebble Hill Road:

    ·         It was noted that the junction had been the subject of an unsuccessful Community Infrastructure Levy (CIL) bid and members questioned when it was possible to apply for this money again. The Area Highway Manager (AHM) confirmed another CIL bid could be submitted in a few years although conversations would continue with Reigate and Banstead Borough Council over this time.

    ·         Members questioned if the cost of a sign was only £300 why this couldn’t be implemented. The AHM advised that the £300 didn’t include any traffic management costs and £300 was a rough estimate.

    The chairman; and local divisional member; concluded by saying he had been on site with the Road Safety Manager (RSM) in recent weeks to look at options to help improve the junction. He was to continue these conversations with the RSM and the questioner, outside of the meeting.

     

    Members of the Local Committee raised the following points with regards to question 2 about cycling in Redhill:

     

    ·         It was noted that the cycleway on Marketfield Way was due to be closed until October 2019 because of surrounding development and building works. Members questioned whether the cycleway might be opened sooner once the external building was complete and only internal fitting remained. The AHM added she would have conversations with colleagues in Transport Development and Planning (TDP) to discuss how they could work with the developer to get the cycleway opened sooner than October 2019.

     

     

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FORMAL MEMBER QUESTIONS pdf icon PDF 253 KB

    To receive any questions from Members under Standing Order 47. Notice should be given in writing to the Community Partnership and Committee Officer before 12 noon 4 working days before the meeting.

     

    All written member questions received before the deadline will be published along with the response in the supplementary agenda.

     

    Minutes:

    Three written member questions were received. The questions and answers were provided as part of the supplementary agenda papers.

     

    Each member was invited to ask one supplementary question on the topic of their original question.

     

    1.    Ms Thomson stated the following:

    My original question was asking about whether everything is in place when funds become available and this response doesn’t really answer that.

     

    Response provided:

    The Road Safety Manager (RSM) is working to get things in line so funding can be applied for.

     

    2.    Mrs Bramhall stated the following:

    I have been corresponding with the Road Safety Manager about this bend and we need to have some joint up working with the school to encourage parents to drive more responsibly. I will continue to work with the AHM, RSM and Chairman to find a solution.

     

    3.    Cllr Stephenson asked the following:

    Previously the committee has been asked to add this to the priority list. This is still not on the list and is dangerous for pedestrians, cyclists and horse riders. Chipstead Residents’ Association (CRA) have offered to help fund the scheme. How do I get this on to the list?

     

    Response provided:

    CRA have funded a consultant to look at options for what can be done. Although at the last looking there were some technical issues with what was proposed. Officers are happy to look at measure with the consultants again and welcome working with the residents to find a solution. Conversations on this will continue outside the meeting.

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SCHOOL TRAVEL PLAN - ANNUAL PROGRESS REPORT [SERVICE MONITORING AND ISSUES OF LOCAL CONCERN - FOR INFORMATION] pdf icon PDF 683 KB

    To report provide an update on the status of each School Travel Plan for schools in Reigate & Banstead Borough, as well as the take up of activities offered to schools by the county council’s Safer Travel and Cycle Training Teams over the last academic year.

     

    Minutes:

    Declarations of Interest: None

    Officers attending: Edward Cowley, Safer Travel Officer, SCC


    Petitions, Public Questions, Statements:
    None

     

    The Safer Travel Officer presented the report, highlighting activities that had been taken up by schools that were on offer from the Safer Travel Team. It was noted that the Safer Travel Team were using a nationally accredited programme, Modeshift STARS, which had made it easier for schools to complete their travel plans.

     

    The Safer Travel Officer asked the committee to note that there was one amendment to be made to the report in relation to Langshott Primary School. Since the publishing of agenda papers, the school had completed its travel plan.

     

    Key points from the discussion:

     

    ·         A query was raised about the air quality initiative and which schools had taken part in the project. It was confirmed there was a large list of schools involved and the Safer Travel Team hoped to secure more funding from the Department for Environment, Food & Rural Affairs (DEFRA) to help run more educational workshops in schools.

    ·         Members asked about the frequency of monitoring of the school travel plans and how parents can be involved. The officer stated that with the new Modeshift STARS system it was harder to leave tasks incomplete. As the system was accredited, many schools compliance had increased over fear of losing this accreditation. It was added that as part of the action points, schools were encouraged to actively engage with parents and this engagement would help towards accreditation.

    ·         It was noted the current report only showed the status of expansion schools. Although some non-expansion schools were still engaging in the process.

     

    ·         The local committee members were requested to have communications with any schools yet to complete their travel plan to ensure this was done. 

     

    Resolution:

     

    The Reigate & Banstead Local Committee thanked the Safer Travel Officer for the report and noted the following recommendations:

    i)       The county council’s Safer Travel Team would continue to encourage and support all Surrey’s expansion schools to complete and maintain their school Travel Plan using the online Modeshift STARS system.

    ii)      From 2018/19, the Safer Travel Team would also encourage all Surrey’s schools to create a School Travel Plan using the online Modeshift STARS accreditation  system. This would involve promotion and the offer of training and support to all schools.

    iii)    Members were invited to assist by encouraging schools to sign up to Modeshift STARS, and to take up the activities offered by the Safer Travel and Cycle Training Teams.

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HIGHWAYS UPDATE [EXECUTIVE FUNCTION - FOR INFORMATION] pdf icon PDF 116 KB

    To inform the local committee on the progress of the 2018/19 Integrated Transport and highways maintenance programmes in Reigate & Banstead, as well as other projects that are not funded through the local committee such as the Severe Weather Recovery Programme, the M23 Smart Motorway project, the A23 Three Arch Road junction, centrally funded maintenance and the A23 Resilience Project.

    Additional documents:

    Minutes:

    Declarations of Interest: None

    Officers attending: Zena Curry, Area Highways Manager (AHM), SCC


    Petitions, Public Questions, Statements:
    Cllr Blackmore, Salfords and Sidlow Parish Council raised a question with regards to Mason Bridge Road and recent speed surveys that had been undertaken; two at different locations on the road and different times of the year. The AHM advised that a letter had previously been sent to the Salfords and Sidlow Parish Clerk indicating there was an still an issue with speed on the road and signage alone was inefficient to manage the problem and engineering matters were to be taken.

     

    Key points from the discussion:

    ·         It was noted that there was a considerable drop in highways revenue funding that was available to the local committee.

    ·         Members were advised to wait for guidance regarding their £7,500 Member Highways Fund and how this could be spent as concern was raised over lack of funding for speed survey assessments. It was noted that such surveys could be funded  by Parish Councils or Residents’ Associations and the funding of such a survey didn’t equate to any change being implemented.

    ·         It was noted that a correction was required for one scheme listed in Annex 1. The A23 Brighton Road, Horley was listed as in two divisions. It should have been listed in one division; Horley West, Salfords and Sidlow.

    ·         Members gave thanks to the Highways Maintenance Engineer, who wasn’t present, to express their gratitude for his hard work throughout the continual flooding along the A23.

    ·         The local committee questioned what was happening with the Hooley road widening scheme and requested this be included at a future informal in January 2019 when Highways England were attending to talk about M25 J8.

     

    Resolution:

     

    The Reigate & Banstead Local Committee noted the contents of the report.

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HIGHWAYS FORWARD PROGRAMME [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 87 KB

    The report is to seek approval of a programme of highway work for Reigate & Banstead funded from the local committee’s delegates capital and revenue budgets.

    Additional documents:

    Decision:

    The Local Committee (Reigate & Banstead):

     

    General

     i.       NOTED the Local Committee’s devolved highways budget for capital works in 2019/20, and approved by full Council on 13 November 2018, was £181,818. It has been assumed that the Local Committee’s devolved highways budget or capital works as set out within the 2018-21 Medium Term Financial Plan (MTFP) for 2020-21 is £36,363. The budget for 2019/20 approved by full Council on 13 November 2018 had removed the Local Committee’s revenue  budget. However each divisional Member will receive £7,500 to address  highways issues in their division.

    ii.       AGREED the devolved capital budget for highway works be used to progress both capital improvement schemes and capital maintenance schemes.

    iii.       NOTED that should there be any changes to the programme of highway works as set out in the report, a report will be taken to a future meeting of Reigate and Banstead Local Committee to inform members of the changes. Capital Improvement Schemes (ITS).

    iv.       AGREED the capital improvement schemes allocation for Reigate and Banstead be used to progress the Integrated Transport Schemes programme set out in Annex 1.

    v.       AGREED to authorise that the Area Highway Manager, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire money between the schemes agreed in Annex 1, if required;

    vi.       AGREED that the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the local divisional Member are able to progress any scheme from the Integrated Transport Schemes programme, including consultation and statutory advertisement that may be required under the Road Traffic Regulation Act 1984, for completion of those schemes. Where it is agreed that a scheme will not be progressed, this will be reported back to the next formal meeting of the Local Committee for approval.

    Capital Maintenance Schemes (LSR)

     vii.   AGREED that the capital maintenance schemes allocation for Reigate and Banstead (£100,000) be divided equitably between County Councillors to carry out Local Structural Repair, and that the schemes to be progressed be agreed by the Area Maintenance Engineer in consultation with the Local  Committee Chairman, Vice-Chairman and local divisional Members;

     

    Revenue Maintenance

     

    viii.   NOTED that the budget for 2019/20 approved by full Council on 13 November 2018 had removed the Local Committee’s revenue budget.

      ix.   NOTED that members will continue to receive a Member Local Highways Fund allocation of £7,500 per county member to address highway issues in their division.

     

       x.   AGREED the Member Local Highways Fund be managed by the Area Maintenance Engineer on behalf of members.

    Minutes:

    Declarations of Interest: None

    Officers attending: Zena Curry, Area Highways Manager (AHM), SCC


    Petitions, Public Questions, Statements:
    None

     

    Key points from the discussion:

    ·         Members noted that the drop in funding meant that it was paramount that good partnership working was in place across the borough to ensure money was spent effectively.

     

    Resolution:

     

    The Local Committee (Reigate & Banstead):

     

    General

     i.       NOTED the Local Committee’s devolved highways budget for capital works in 2019/20, and approved by full Council on 13 November 2018, was £181,818. It has been assumed that the Local Committee’s devolved highways budget or capital works as set out within the 2018-21 Medium Term Financial Plan (MTFP) for 2020-21 is £36,363. The budget for 2019/20 approved by full Council on 13 November 2018 had removed the Local Committee’s revenue  budget. However each divisional Member will receive £7,500 to address  highways issues in their division.

    ii.       AGREED the devolved capital budget for highway works be used to progress both capital improvement schemes and capital maintenance schemes.

    iii.       NOTED that should there be any changes to the programme of highway works as set out in the report, a report will be taken to a future meeting of Reigate and Banstead Local Committee to inform members of the changes. Capital Improvement Schemes (ITS).

    iv.       AGREED the capital improvement schemes allocation for Reigate and Banstead be used to progress the Integrated Transport Schemes programme set out in Annex 1.

    v.       AGREED to authorise that the Area Highway Manager, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire money between the schemes agreed in Annex 1, if required;

    vi.       AGREED that the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the local divisional Member are able to progress any scheme from the Integrated Transport Schemes programme, including consultation and statutory advertisement that may be required under the Road Traffic Regulation Act 1984, for completion of those schemes. Where it is agreed that a scheme will not be progressed, this will be reported back to the next formal meeting of the Local Committee for approval.

    Capital Maintenance Schemes (LSR)

     vii.   AGREED that the capital maintenance schemes allocation for Reigate and Banstead (£100,000) be divided equitably between County Councillors to carry out Local Structural Repair, and that the schemes to be progressed be agreed by the Area Maintenance Engineer in consultation with the Local  Committee Chairman, Vice-Chairman and local divisional Members;

     

    Revenue Maintenance

     

    viii.   NOTED that the budget for 2019/20 approved by full Council on 13 November 2018 had removed the Local Committee’s revenue budget.

      ix.   NOTED that members will continue to receive a Member Local Highways Fund allocation of £7,500 per county member to address highway issues in their division.

     

       x.   AGREED the Member Local Highways Fund be managed by the Area Maintenance Engineer on behalf of members.

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COMMUNITY SAFETY FUNDING UPDATE 2018-19 [EXECUTIVE FUNCTION - FOR INFORMATION] pdf icon PDF 78 KB

    The local committee has a delegated budget of £3000 for community safety projects. This report provides an update on the projects approved for 2018/19.  This follows an update provided to the committee in June 2018 on the use of the funds during 2017/18.

     

    Minutes:

    Declarations of Interest: None

    Officers attending: Jess Edmundson, Partnership Committee Officer, SCC


    Petitions, Public Questions, Statements:
    None

     

    Resolution:

     

    The Reigate & Banstead Local Committee noted the contents of the report.

     

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RECOMMENDATIONS AND DECISIONS TRACKER [FOR INFORMATION] pdf icon PDF 261 KB

    The tracker monitors the progress of the decisions and recommendations that the Local Committee has agreed.

    The Local Committee is asked to note the progress made and agree to remove from the tracker any items marked ‘complete’.

     

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Jess Edmundson, Partnership Committee Officer, SCC

     

    Petitions, Public Questions, Statements: None

     

    Resolution:

     

    The Reigate & Banstead Local Committee noted the decision tracker.

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FORWARD PLAN [FOR INFORMATION] pdf icon PDF 48 KB

    The Local Committee (Reigate and Banstead) will note the contents of the forward plan.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Jess Edmundson, Partnership Committee Officer, SCC

     

    Petitions, Public Questions, Statements: None

     

    Key points from the discussion:

    ·         It was noted there was a date clash with the next Reigate & Banstead Local Committee informal meeting and a county member briefing in January 2019. Members requested the date to be changed to avoid the clash.

     

    Resolution:

     

    The Reigate & Banstead Local Committee noted the Forward Plan.