Agenda, decisions and draft minutes

Elmbridge Local Committee
Monday, 10 June 2019 4.00 pm

Venue: Council Chamber, Elmbridge Civic Centre, High Street, Esher, KT10 9SD

Contact: Nicola Morris, Partnership Committee Officer  Community Partnerships & Safety Team, 2nd Floor, Epsom Town Hall, The Parade, Epsom KT18 5BY

Items
No. Item

OPEN FORUM pdf icon PDF 50 KB

The questions and responses to the matters raised in the Open Forum are attached to the minutes.

 

17/19

APPOINTMENT OF CHAIRMAN AND VICE-CHAIRMAN OF THE LOCAL COMMITTEE FOR 2019/20 [FOR INFORMATION]

    To note the appointment by Council of County Councillor Peter Szanto as Chairman and County Councillor Mike Bennison as Vice-Chairman of the Local Committee for the current municipal year.

    Minutes:

    Noted the appointment of the Chairman and Vice-Chairman for the 2019/20 municipal year.  The new Chairman thanked John O’Reilly the outgoing Chairman for his Chairmanship in previous years.

18/19

APPOINTMENT OF BOROUGH COUNCIL SUBSTITUTE MEMBERS [EXECUTIVE FUNCTION - FOR DECISION]

    Under the County Council's Constitution (Part 4. Standing Orders, Part 3 40 (f)) no substitutes are permitted for district/borough council coopted members of local committees, unless a local committee agrees otherwise at its first meeting following the Council’s annual meeting and in relation to all meetings in the following year, upon which named substitutes will be appointed to the Local Committee on the

    nomination of the relevant district/borough council.

     

    The Local Committee is therefore asked to decide whether it wishes to co-opt substitutes in the municipal year 2019/20. Elmbridge Borough Council has nominated 9 Borough Councillors and 9 substitutes to serve on the Local Committee for the municipal year 2019-2020.  Jonanna Killian, Chief Executive, has now confirmed these appointments as follows, subject to the agreement by the Committee

    to permit substitutes:

     

    ELMBRIDGE BOROUGH COUNCIL APPOINTED MEMBERS [9]

    Cllr David Archer [Esher]

    Cllr Steve Bax [Molesey East]

    Cllr Andrew Davis [Weybridge Riverside]

    Cllr Roy Green [Hersham Village]

    Cllr Peter Harman [Weybridge St George’s Hill]

    Cllr Mrs Mary Marshall [Claygate]

    Cllr Mrs Christine Richardson [Walton Central]

    Cllr Mrs Mary Sheldon [Hersham Village]

    Cllr Graham Woolgar [Walton Central]

     

    Elmbridge Borough Council Substitutes [9]

    Cllr Andrew Burley [Oxshott & Stoke D'Abernon]

    Cllr Mrs Christine Elmer [Walton South]

    Cllr Alan Kopitko [Walton North]

    Cllr Mrs Vicki Macleod [Weybridge Riverside]

    Cllr Mrs Dorothy Mitchell [Cobham & Downside]

    Cllr Chris Sadler [Walton Central]

    Cllr Stuart Selleck [Molesey East]

    Cllr Mrs Janet Turner [Hinchley Wood and Weston Green]

    Cllr Simon Waugh [Esher]

     

    Decision:

    That the Local Committee [Elmbridge] agreed:

     

    To co-opt the substitutes for Borough Council members for the municipal year 2019/20 as listed in the report.

     

    Reasons: Standing Order 40(f) requires the Committee, at its first meeting in the municipal year, to agree whether it wishes Borough Council members to be permitted to have substitutes.

    Minutes:

    Resolved:

     

    To co-opt the substitutes for Borough Council members for the municipal year 2019/20 as listed in the report.

     

    Reasons: Standing Order 40(f) requires the Committee, at its first meeting in the municipal year, to agree whether it wishes Borough Council members to be permitted to have substitutes.

19/19

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

    To receive any apologies for absence and notices of substitutions, if

    agreed under item 2, from Borough members under Standing Order

    39.

    Minutes:

    Apologies for absence were received from Tony Samuels.  Mary Lewis had indicated that she may be delayed in arrival.

20/19

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 Member 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 no declarations of interest.

21/19

CHAIRMAN'S ANNOUNCEMENTS

22/19

WRITTEN PUBLIC QUESTIONS AND STATEMENTS pdf icon PDF 55 KB

    To answer any questions or receive a statement from any member of the public who lives, works or studies in the Elmbridge Borough area in accordance with Standing Order 69.  Notice should be given in writing or by email to the Partnership Committee Officer at least by 12 noon four working days before the meeting.

    Minutes:

    Two questions were received.  The questions and responses are set out in the supplementary agenda for the meeting.  The following additional questions were asked:

     

    Question 1:  Why would any funding required be sought from Local rather than Strategic CIL?

    The Area Highways Manager responded that this was based on previous experience, although the decision on which funding is appropriate is a matter for Elmbridge Borough Council.  The representative of the Parish Council indicated that the Parish Council had adopted the application form from the local spending board.  It would not fund 100% of a project.  The questioner asked when the consultation would start?  The Area Highways Manager indicated that he hoped to be able to publish the report in the next few weeks and to then start the consultation with a view to reporting back to the Committee at its September meeting.

     

    Question 2:  Mr Sugden indicated that the answer to the question refers to the initial 10 clear ways approved by the Committee but a further 3 had been added at a later meeting and it was unclear whether the answer included these and whether the necessary highway works had been completed.  The information was not available at the meeting, the questioner would be provided with a written reply.  A member queried how residents can accept deliveries if the access to their property is within the bus cage and how dropped kerbs are affected.  The Area Highway Manager indicated that kerbs would not be raised along the whole length of a bus cage and so dropped kerbs should not be affected.

     

     

23/19

PETITIONS

    To receive any petitions in accordance with Standing Order 68.  Notice should be given in writing or by e-mail to the Partnership 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.

    Minutes:

    There were no petitions.

24/19

MINUTES OF PREVIOUS MEETING pdf icon PDF 83 KB

25/19

MEMBER QUESTION TIME pdf icon PDF 60 KB

    To receive any written questions from Members under Standing Order 47. Notice should be given in writing to the Partnership Committee Officer by 12.00 noon four working days before the meeting.

    Minutes:

    One question had been received.  The question and response is set out in the supplementary agenda for the meeting.  Cllr Woolgar asked whether householders without driveways would be able to charge electric vehicles outside their properties?  The Area Highways Manager indicated that a pilot project is being considered but it unlikely to be possible in the near future.

26/19

HIGHWAYS UPDATE [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 388 KB

    This report summarises progress with the Local Committee’s programme of Highways works for the current Financial Year 2018-19.

     

    Officers have worked with Members to design a programme of Local Structural Repair (LSR – large scale patching) for this Financial Year 2019-20, of total value £200,000 capital.   

     

    Members are encouraged to start considering the strategy and priorities for next Financial Year, 2019-20.

     

    Additional documents:

    Decision:

    That the Local Committee (Elmbridge) agreed to:

     

    (i)     Approve the capital maintenance programme detailed in Table 4 of the report to be funded from the £200,000 capital allocation for this Financial Year 2019-20.

    (ii)    Approve three amendments and one addition to the Elmbridge parking review 2018-19 retrospectively, as set out in the report, allowing the relevant traffic orders to be made (subject to objections).

    (iii)  Authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman, and relevant Divisional Member(s) to undertake all necessary procedures to deliver the agreed programmes.

    Reasons:

     

    Committee’s allocation of funding for carriageway patching needs to be prioritised to specific sites, which complement the countywide programmes of works.

     

    To agree to amendments and additions to the Committee’s recent Parking Review so these can be advertised.

     

    Committee is asked to provide the necessary authorisation to deliver those programmes of work in consultation with the Chairman, Vice Chairman and relevant Divisional Member without the need to revert to the Committee as a whole.





     

    Minutes:

    Declarations of Interest: None.

     

    Officers attending: Nick Healey, Area Highways Manager

     

    Petitions, Public Questions/Statements: None

     

    Member discussion –key points

     

    The completion of the new crossing in Long Ditton was raised.  The Area Highways Manager apologised that the beacons are not yet operational, this was as a result of an accident which had damaged the equipment.

     

    Resolved to:

     

    (i)     Approve the capital maintenance programme detailed in Table 4 of the report to be funded from the £200,000 capital allocation for this Financial Year 2019-20.

    (ii)    Approve three amendments and one addition to the Elmbridge parking review 2018-19 retrospectively, as set out in the report, allowing the relevant traffic orders to be made (subject to objections).

    (iii)  Authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman, and relevant Divisional Member(s) to undertake all necessary procedures to deliver the agreed programmes.

    Reasons:

     

    Committee’s allocation of funding for carriageway patching needs to be prioritised to specific sites, which complement the countywide programmes of works.

     

    To agree to amendments and additions to the Committee’s recent Parking Review so these can be advertised.

     

    Committee is asked to provide the necessary authorisation to deliver those programmes of work in consultation with the Chairman, Vice Chairman and relevant Divisional Member without the need to revert to the Committee as a whole.





     

27/19

LOCAL COMMITTEE COMMUNITY SAFETY FUNDING [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 84 KB

    The local committee has a delegated budget of £3,000 for community safety projects in 2019/20. This report sets out the process by which this funding should be allocated to the Community Safety Partnership and/or other local community organisations that promote the safety and wellbeing of residents.

     

    Decision:

    That the Local Committee [Elmbridge] agreed that:

     

    (i)           The committee’s delegated community safety budget of £3,000 for 2019/20 be retained by the Community Partnership Team, on behalf of the Local Committee, and that the Community Safety Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out at paragraph 2.4 of the report.

    (ii)         Authority be delegated to the Community Safety Manager, in consultation with the Chairman and Vice-Chairman of the local committee, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated at paragraph 2.4 of the report.

    (iii)        The committee receives updates on the project(s) funded, the outcomes and the impact it has achieved.

     

    Reasons: The report sets out a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations.

    Minutes:

    Resolved: That

     

    (i)           The committee’s delegated community safety budget of £3,000 for 2019/20 be retained by the Community Partnership Team, on behalf of the Local Committee, and that the Community Safety Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out at paragraph 2.4 of the report.

    (ii)         Authority be delegated to the Community Safety Manager, in consultation with the Chairman and Vice-Chairman of the local committee, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated at paragraph 2.4 of the report.

    (iii)        The committee receives updates on the project(s) funded, the outcomes and the impact it has achieved.

     

    Reasons: The report sets out a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations.

28/19

REPRESENTATION ON TASK GROUPS AND EXTERNAL BODIES [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 97 KB

    This report seeks the approval of Local Committee task group members and the appointment of representatives to external bodies.

     

    Decision:

    That the Local Committee [Elmbridge] agreed that:

     

    The committee approves the membership of the task groups and appointments to outside bodies, as set out below for the 2019/20 municipal year:

     

       (i)        The Elmbridge Community and Safety Partnership – Dr Peter Szanto
     

     (ii)        Elmbridge Old Person’s Advisory Body – Mr Ernest Mallett

    (iii)        Parking Task Group – SCC members: Dr Peter Szanto; Mike Bennison; Elmbridge BC members: Cllr Andrew Davis, Cllr Steve Bax, and Cllr Roy Green.  Terms of reference to be amended to add an additional Borough Councillor

    (iv)        Cycling and Walking Task Group – SCC members: Mr John O’Reilly, Rachael I Lake, Ernest Mallett; Elmbridge BC members: Cllr Andrew Davis, Cllr Janet Turner and Cllr Ashley Tilling, subject to his agreement

     (v)        Esher Transport Study Member Task Group – SCC members: Mr Tim Oliver, Dr Peter Szanto; Elmbridge BC members: Cllr David Archer

    (vi)        Brooklands Transport Study Member Steering Group – SCC members: Mr Tim Oliver, Mr John O’Reilly; Elmbridge BC members: Cllr Peter Harman

    (vii)        Hinchley Wood Schools Road Safety Improvements Member Task Group – SCC members: Mr Mike Bennison, Mr Nick Darby; Elmbridge BC member: Cllr Janet Turner

     

    Reasons:  The report proposes local committee task group membership for the forthcoming year to enable the provision of informed advice and recommendations to the committee. The appointment of councillors of the Local Committee to external bodies enables the committee’s representation on and input to such bodies.

    Minutes:

    Resolved: That

     

    The committee approves the membership of the task groups and appointments to outside bodies, as set out below for the 2019/20 municipal year:

     

       (i)        The Elmbridge Community and Safety Partnership – Dr Peter Szanto
     

     (ii)        Elmbridge Old Person’s Advisory Body – Mr Ernest Mallett

    (iii)        Parking Task Group – SCC members: Dr Peter Szanto; Mike Bennison; Elmbridge BC members: Cllr Andrew Davis, Cllr Steve Bax, and Cllr Roy Green.  Terms of reference to be amended to add an additional Borough Councillor;

    (iv)        Cycling and Walking Task Group – SCC members: Mr John O’Reilly, Rachael I Lake, Ernest Mallett; Elmbridge BC members: Cllr Andrew Davis, Cllr Janet Turner and Cllr Ashley Tilling, subject to his agreement;

     (v)        Esher Transport Study Member Task Group – SCC members: Mr Tim Oliver, Dr Peter Szanto; Elmbridge BC members: Cllr David Archer;

    (vi)        Brooklands Transport Study Member Steering Group – SCC members: Mr Tim Oliver, Mr John O’Reilly; Elmbridge BC members: Cllr Peter Harman;

    (vii)        Hinchley Wood Schools Road Safety Improvements Member Task Group – SCC members: Mr Mike Bennison, Mr Nick Darby; Elmbridge BC member: Cllr Janet Turner

     

    Reasons:  The report proposes local committee task group membership for the forthcoming year to enable the provision of informed advice and recommendations to the committee. The appointment of councillors of the Local Committee to external bodies enables the committee’s representation on and input to such bodies.

29/19

LOCAL COMMITTEE DECISION TRACKER [FOR DECISION] pdf icon PDF 265 KB

    This item provides an update on previous decisions and actions agreed by the Committee.  The Committee is asked to agree that the items marked as complete are removed from the tracker.

    Minutes:

    The Committee noted the completed actions and agreed to remove these from the tracker.

     

30/19

FORWARD PLAN [FOR INFORMATION] pdf icon PDF 51 KB

31/19

DATE OF NEXT MEETING [FOR INFORMATION]