Councillors and committees

Agenda, decisions and minutes

Venue: Council Chamber, Pippbrook, Reigate Road, Dorking, Surrey, RH4 1SJ

Contact: Victoria Jeffrey, Community Partnership & Committee Officer  Pippbrook, Reigate Road, Dorking, Surrey, RH4 1SJ

Items
No. Item

Open Forum

An open forum was held at the start of the meeting; topics discussed ranged from updates on petitions from previous committees, flooding on the Deepdene roundabout and signage on cycle routes.

59/12

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

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    To receive any apologies for absence and notices of substitutions from District members under Standing Order 39.

    Minutes:

    Apologies were received from Cllr Charles Yarwood and Cllr Chris Hunt.  Cllr Rosemary Dickson substituted for Cllr Hunt.

60/12

MINUTES OF PREVIOUS MEETING pdf icon PDF 64 KB

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

    Minutes:

    It was requested that the name of the Hookwood speed petitioner be corrected from Mrs Barker to Mrs Baker.

     

    It was requested that the spelling of Westcott be amended.

     

    Following the proposed amendments the minutes were agreed.

61/12

DECLARATIONS OF INTEREST

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    To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.

     

    Notes:

    ·        In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest.

     

    ·        Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests.

     

    ·        Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register.

     

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

     

    Minutes:

    Mr Tim Hall declared an interest for item 10 as he is a council appointed trustee of the Leatherhead Youth Project.

     

62/12a

PUBLIC QUESTIONS

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    To receive any questions from Surrey County Council electors within the area in accordance with Standing Order 66.

    Minutes:

    Mr Billard received a written response and as he was unable to attend, Mr Mudell was representing the cycle forum.  The supplementary would be bought up in item 9.

     

    Mrs Glyn received a written response from officers and Mr Ward asked a supplementary question on her behalf.  Mrs Glyn wanted further information on when the speed assessment would be undertaken, what type of information would this report on and would it include distribution of speeds?

     

    Officers confirmed they were looking to undertake the speed assessment within the next two weeks and this would assess vehicles travelling in both directions, type of vehicles using the road, clarity of road markings and road signs.

     

    The divisional member confirmed she has spoken with residents on Parkgate Road and was aware of the issues on this road and other rural roads of high speed limits and poor sight lines.  Most residents feel that extending the 30mph speed limit to the Surrey Oaks pub would improve the situation.  It was also felt that a community speedwatch would help to improve the situation.

     

    Mr Agius received a written response from officers and had no supplementary.

     

    Mr Ward received a written response and thanked officers for the information provided.

     

    Mr Carr received a written answer and requested further information on whether it would be possible to take back the retaining wall and use sheet pilling?

     

    Officers responded that a present there is a retained wall with sheet pilling and a brick frontage, however this doesn’t have to weight bear the same amount as the stairs.  Either solution would require land gain which would be a lengthy process and has been problematic in the past.

     

     

Annex A pdf icon PDF 75 KB

62/12b

MEMBER QUESTIONS

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    To receive any written questions from Members under Standing Order 47.

    Minutes:

    Questions were submitted by Mrs Watson and Cllr Haque.

     

    Mrs Waston thanked officers for their responses and had no further questions.

     

    Cllr Haque requested if timescales could be given for the proposed work.  The Area Highways Manager confirmed these would be provided shortly for the Chairman and divisional member. 

Annex B pdf icon PDF 43 KB

63/12

PETITIONS

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    To provide Members with an Officer response to a petition previously submitted to the Local Committee.

    Minutes:

    Mrs Wilson from Lincoln Road Residents’ Association presented a petition on the parking issues faced in Lincoln Road, Dorking and the surrounding residential road.  She received a written response and highlighted the concern of residents who are often found without parking or needing to be able to move their cars to ensure they are not tickted yet despite the current restrictions designed to prevent commuter parking this is still an issue despite space in the station car park.

     

    Mrs Watson, the Councillor for Dorking Hills acknowledged the issue and welcome the response from officers.  Mrs Curran highlighted the formation of the parking task group later on the committee’s agenda designed to look at such issues in Mole Valley. 

Annex C pdf icon PDF 61 KB

64/12

HIGHWAYS SCHEME PROGRESS REPORT [EXECUTIVE FUNCTION] pdf icon PDF 108 KB

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    To receive an update on the work of the Highways programme for 2012/13

    Decision:

    The Local Committee AGREED to:

     

          i.        Note the report for information

     

    Reason for Decision

     

    The committee were happy to note the report and thanked officers for the work undertaken this year.

    Minutes:

    The Area Highways Manager gave an update on the Local Structural Repair schemes which were yet to be completed.  All schemes are now finished or will shortly commence.  The exception is The Priory in Ashtead, due to issues with the proposed treatment, alternatives will need to be found and this scheme will now be done in early in the new financial year.

     

    Concerns were raised with regards to parking restrictions and lines being put in place.  Officers confirmed that this was due to the need for some areas to be readvertised, however as this was now completed work to put the new lines should be shortly underway.

     

    Councillors also expressed concern over the flooding issue on the A24 as this had required for the road to be shut on several occasions and this a key strategic road for Mole Valley.  Officers confirmed that this was a key priority for next year and that the flooding and drainage plan would soon be confirmed.

     

    The Local Committee AGREED to:

     

          i.        Note the report for information

     

    Reason for Decision

     

    The committee were happy to note the report and thanked officers for the work undertaken this year.

65/12

PROJECT HORIZON UPDATE [NON-EXECUTIVE FUNCTION]

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    To receive an update on the the highways capital programme Project Horizon.

    Minutes:

    The Projects and Contracts Group Manager presented to the committee on the proposals of Project Horizon, a 5 year capital road maintenance plan.  This gives a £120m investment in Surrey’s roads over the next 5 years.   Officers have given contractors a year fixed programme, to prevent down time and are looking to source a better material for local roads so they can lay roads quicker.

     

    A full list of roads will come to the committee in June to be published.

     

    Councillors agreed that public consultation would be vital in this.  They also welcomed the new powers over vehicle relocation as this should prevent part completion of roads.  Feedback has been received from some parishes on the draft list and divisional members welcomed this feedback.  Meetings will be held with County Councillors to confirm roads.

     

    The Local Committee AGREED to:

     

    1.    Note the information given

     

     

     

66/12

FIRE AND RESCUE SERVICE PUBLIC SAFETY PLAN [NON-EXECUTIVE FUNCTION] pdf icon PDF 76 KB

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    To receive an update on the progress of the Fire and Rescue Public Safety Plan.

    Decision:

    The Local Committee AGREED to:

     

          i.        Note the progress to date on items in the Action Plan for 2011-13

        ii.        Provide feedback on proposed Action Plan for 2013-16.

       iii.        Consider those items that will be the subject of further public consultation at the appropriate time.

     

    Reason for Decision

     

    The Local Committee noted the good work of the fire service and appreciated the clarification on the changes to the service in Epsom and Ewell and Horley.

     

    Minutes:

    The Surrey Fire and Rescue Service Group Manger updated the committee on the end of the two year action plan and the new action plan that is due to commence. 

     

    There are proposals in Epsom & Ewell and Horley to make changes to the current provision.  Whilst this is not directly affecting Mole Valley it will impact on the north and south of the district.  Consultation has been undertaken with residents and they are awaiting the result.  24/7 cover will remain at Horley until the proposed move to a new sites in Salfords.  2 appliances will be maintained in Epsom and Ewell with 24/7 service.  There are no proposed changes to the Painshill site in Cobham. 

     

    Councillors raised queries as to whether the increase in volunteers had created a reduction in full time, paid staff.  Officers reassured the committee that the 80 new volunteers had not come at the expense of full time, paid staff. Councillors were pleased with the work undertaken in Horley to guarantee service was continued following the withdrawal of West Sussex. 

     

    The Local Committee AGREED to:

     

          i.        Note the progress to date on items in the Action Plan for 2011-13

        ii.        Provide feedback on proposed Action Plan for 2013-16.

       iii.        Consider those items that will be the subject of further public consultation at the appropriate time.

     

    Reason for Decision

     

    The Local Committee noted the good work of the fire service and appreciated the clarification on the changes to the service in Epsom and Ewell and Horley.

     

67/12

DEPARTMENT FOR TRANSPORT CYCLE INFRASTRUCTURE IMPROVEMENTS BID [EXECUTIVE FUNCTION] pdf icon PDF 72 KB

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    To inform the committee of the proposed improvements to cycle infrastructure in Leatherhead and Ashtead under the Department for Transport scheme.

    Additional documents:

    Decision:

    The Local Committee AGREED to:

     

           i.        Approve the cycle scheme proposals for Leatherhead Town Centre, subject to the outcome of the funding bid

     

          ii.        Approve the cycle scheme proposals for Epsom Road and Leatherhead Road between Leatherhead and Ashtead, subject to the outcome of the funding bid

     

    SUBJECT to the additional recommendation below.

     

    The Local Committee AGREED to ADD an additional recommendation of:

     

          i.        Should the bid be successful, detailed design will proceed and residents, businesses, the Mole Valley Cycle Forum, Chairman of the Mole Valley Local Committee, Vice-Chairman of Mole Valley Local Committee and the divisional member directly affected by the proposals will be consulted, to inform the design prior to construction.  If required the design will come to the Mole Valley Local Committee for approval prior to construction.

     

    Reason for Decision

     

    The local committee felt that the proposals for Leatherhead Town Centre would be a positive contribution to the local area; however the committee felt that prior to construction of the Epsom Road and Leatherhead Road routes further consultation was required with local residents and members.  Depending on the outcome of the consultation the Epsom Road and Leatherhead Road scheme may need to come back to the local committee for approval prior to construction.  This will be decided by the Chairman, Vice-Chairman and divisional member. 

     

    Minutes:

    The Road Safety Manager introduced the plans which had been submitted to the Department for Transport to provide high quality cycling schemes in Surrey.  The proposed schemes are felt to improve the safety for all cyclists.  At present we do not know if we have been successful, however we hope to be notified shortly.

     

    The divisional member for Leatherhead and Fetcham East expressed support for the Leatherhead Town Centre scheme, however was concerned about some of the aspects of the Leatherhead to Ashtead route and whether a shared footpath and cycleway would be feasible due to pavement width.  It was also highlighted that this would pass several sheltered housing schemes and the proposed route would impact on their residents.   

     

    Mole Valley Cycle Forum expressed concerns with regards to the Leatherhead to Ashtead route as there are currently many obstructions on the road and previous attempts to introduce cycling routes had not succeeded.  The Forum asked if due consideration had been given to the Linden Pitt Path route.

     

    The divisional member for Ashtead also expressed concerns with regards to the Leatherhead to Ashtead cycle route due to the proposed crossing on the A24, however it was acknoweledge this would be a more appropriate solution than the Linden Pitt Path route due to the expense this would incur. 

     

    The Road Safety Manager acknowledge concerns over the width of pavement and impact on residents’ of the sheltered housing schemes and reassured the committee that it would be fully segregated path instead of a joint path as in previous schemes.  Where there are existing obstacles, these will be relocated to allow a clear route.  The routes proposed in the bid were the routes which best fit the DfT criteria, other routes were looked at in the initial scoping phases.

     

    Councillors felt that given some of the questions raised the committee it would not be appropriate to approve the schemes today, however they were aware that postponing until future meetings could pose problems due to the delay to timescales.  The Chairman of the committee suggested that if required a special meeting could be convened to agree the plans. 

     

    The member for Leatherhead and Fetcham East proposed the addition of a recommendation to ensure consultation with local residents, businesses, the Mole Valley Cycle Forum and Local Committee.  This was seconded by the member for Dorking and the Holmwoods. 

     

    The Local Committee AGREED to:

     

           i.        Approve the cycle scheme proposals for Leatherhead Town Centre, subject to the outcome of the funding bid

     

          ii.        Approve the cycle scheme proposals for Epsom Road and Leatherhead Road between Leatherhead and Ashtead, subject to the outcome of the funding bid

     

    SUBJECT to the additional recommendation below.

     

    The Local Committee AGREED to ADD an additional recommendation of:

     

          i.        Should the bid be successful, detailed design will proceed and residents, businesses, the Mole Valley Cycle Forum, Chairman of the Mole Valley Local Committee, Vice-Chairman of Mole Valley Local Committee and the divisional member directly affected by the proposals will be consulted, to  ...  view the full minutes text for item 67/12

68/12

YOUTH LOCAL PREVENTION FRAMEWORK CONTRACT SPECIFICATION [EXECUTIVE FUNCTION] pdf icon PDF 77 KB

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    To approve the Local Prevention Framework contract specification for services preventing young people becoming Not in Education, Employment or Training (NEET).

    Additional documents:

    Decision:

    The Local Committee AGREED to:

     

          i.        Approve the allocation of £17,000 to Personalised Prevention (see 1.3a for details).

     

        ii.        b) Approve the local needs specification (Annex A) to be considered by providers focusing on the identified needs of Mole Valley and the geographical neighbourhoods prioritised by the Youth Task Group.

     

    Reason for Decision

     

    The Local Committee were happy with the specification that had been produced and noted the inclusion of Bookham as an area of need. 

    Minutes:

    Mr Tim Hall declared a conflict for this item and left the chamber.

     

    The Chair of the Youth Task Group drew the committees attention to the inclusion of the Bookham as an area of need in the specification, alongside North Leatherhead and the LINKS area, south of Dorking.  Concerns were experessed with the mechanisms used to identify those at risk of becoming Not in Education, Employment or Training (NEET).

     

    Officers recognised this had been an issue in the previous round however this was being addressed for the second round by a duty to work in partnership to identify those at risk, being placed on the successful providers.

     

    The Local Committee AGREED to:

     

          i.        Approve the allocation of £17,000 to Personalised Prevention (see 1.3a for details).

     

        ii.        b) Approve the local needs specification (Annex A) to be considered by providers focusing on the identified needs of Mole Valley and the geographical neighbourhoods prioritised by the Youth Task Group.

     

    Reason for Decision

     

    The Local Committee were happy with the specification that had been produced and noted the inclusion of Bookham as an area of need. 

69/12

MOLE VALLEY LOCALISM PILOT UPDATE [NON-EXECUTIVE FUNCTION] pdf icon PDF 57 KB

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    To receive an update on the five workstreams of the Mole Valley Localism pilot. 

    Decision:

    The Local Committee AGREED to:

     

          i.                Note the work undertaken this year on the Localism pilot

        ii.                Support the ongoing work of the Localism pilot

       iii.                Agree the removal of the Youth and Troubled Families strands from the pilot and for the work to continue as business as usual.

     

    Reason for Decision

     

    The Local Committee noted that some strands of work had lost impetus but looked forward to the progress in the new municipal year.

    Minutes:

    The Chairman of the Committee raised concerns about the lessening of pace with regards to the Localism work and felt it was time for this to be renewed.  Members of the Committee agreed that the impetus on certain strands of the pilot had been lost. 

     

    Officers agreed that co-ordination hadn’t been as strong as had been hoped, however they confirmed that work had been ongoing and they would arrange for groups to meet shortly.

     

    The Local Committee AGREED to:

     

          i.                Note the work undertaken this year on the Localism pilot

        ii.                Support the ongoing work of the Localism pilot

       iii.                Agree the removal of the Youth and Troubled Families strands from the pilot and for the work to continue as business as usual.

     

    Reason for Decision

     

    The Local Committee noted that some strands of work had lost impetus but looked forward to the progress in the new municipal year.

70/12

MOLE VALLEY PARKING TASK GROUP [EXECUTIVE FUNCTION] pdf icon PDF 37 KB

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    To discuss the formulation of a task group to look at the on street parking in Mole Valley and off street parking in Mole Valley in line with the new Mole Valley parking strategy.

    Decision:

    The Local Committee AGREED to:

     

          i.        Agree to the Mole Valley parking task group being constituted at the first Local Committee meeting of the new municipal year.

     

    Reason for Decision

     

    The Local Committee acknowledged that parking is often a key issue for residents and it is felt that by working closely with the district council through the task group that a more comprehensive approach to parking can be achieved.

    Minutes:

    The Chairman updated the committee on the background context for the task group.  Mole Valley District Council recently agreed their car parking strategy for off street parking.  It was felt that a joined up approach to parking would better service the needs of those in the local area.

     

    Members welcomed this and felt it would be an appropriate way forward. 

     

    The Local Committee AGREED to:

     

          i.        Agree to the Mole Valley parking task group being constituted at the first Local Committee meeting of the new municipal year.

     

    Reason for Decision

     

    The Local Committee acknowledged that parking is often a key issue for residents and it is felt that by working closely with the district council through the task group that a more comprehensive approach to parking can be achieved.

71/12

LOCAL ALLOCATIONS [EXECUTIVE FUNCTION] pdf icon PDF 75 KB

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    To consider proposals for member’s local funding allocation for 2012/13

     

    Additional documents:

    Decision:

    The Local Committee AGREED to:

     

    i.        the items recommended for funding from the Local Committee’s 2012/13 Member Allocation funding, as set out in section 2 of the report and summarised below:

    Organisation

    Project Title

    Amount

    Buckland Parish Council

    Mole Valley District Council

     

    Ashtead Peace Memorial Hall

    Refurbishment Of Buckland War Memorial

     

    Cotmandene Conservation Project

     

    Sound Bites for Ashtead Peace Memorial Hall

    £2,000

     

     

    £5,000

     

     

    £5,000

    Ashtead Cricket Club

    Parsons Mead Development

    £5,000

     

    Betchworth Parish Council

    Satro

     

     

     

    The Vine Project

     

    The Harvest Community Church

     

    Dorking Concertgoers Society

     

    Bookham Residents Association

     

    Brockham Choral Society

    Betchworth Burial Ground Jubilee Pavilion

     

    Primary Science Workshops - Eastwick Infant And Junior School

     

    Fix It Project

     

    Multimedia Project

     

     

     

    Concert In Dorking Halls

     

     

     

    Electronic Sign Bookham High Street

     

     

    Replacement Staging Trailer

    £3,000

     

     

    £1,500

     

     

     

    £1,000

     

    £2,187

     

     

     

    £1,434

     

     

     

    £3,000

     

     

     

    £500



    ii.      Note the expenditure previously approved by either the Community Partnerships Manager or the Community Partnerships Team Leader under delegated powers, as set out in section 3.

     

    iii.        Note any returned funding and/or adjustments set out within the report and at Appendix 1.

    The Local Committee AGREED the two tabled bids of:

     

    Cannon Court Recreation Ground Footpath at £6,233

    Critique of Flood Risk Assessment for Proposed Residential development at Tanners Meadow, Strood Green at £500

     

    The Local Committee AGREED the tabled bid of:

     

    Save Barnett Wood Lane Allotments and surrounding green belt in Leatherhead £296.04

     

    SUBJECT to the amendment of the project title to:

     

     

    To allow Barnett Wood Lane Allotment Holders to form an association

     

    Reason for Decision

     

    The Local Committee were happy to agree the item and support the groups through their allocations.

    Minutes:

    The Team Leader for the East highlighted the tabled bids of Cannon Court Park Recreation Footpath, Critique of Flood Risk Assessment of Tanners Meadow and Save Barnett Wood Lane Allotments. 

     

    The Committee agreed the bids detailed in the papers and the tabled bids of Cannon Court Park Recreation footpath and Critique of Flood Risk Assessment Tanners Meadow.

     

     

    Following officer advice the committee agreed to vote on the approval of the Save Barnett Wood Lane Allotments subject to the name of the bid being amended to: To allow Barnett Wood Lane Allotment Holders to form an association.  Due to a conflict of interest the Chairman stood down for this item and the Vice-Chairman took the chair.

     

    The vote was carried with 3 in favour and 3 abstentions.

     

    Following the vote the Chairman resumed the chair. 

     

    The Chairman expressed the wish that any surplus members’ allocations go to the Looked After Children’s Bursary, though this was to be agreed on an individual member basis. 

     

    The Local Committee AGREED to:

     

    i.        the items recommended for funding from the Local Committee’s 2012/13 Member Allocation funding, as set out in section 2 of the report and summarised below:

    Organisation

    Project Title

    Amount

    Buckland Parish Council

    Mole Valley District Council

     

    Ashtead Peace Memorial Hall

    Refurbishment Of Buckland War Memorial

     

    Cotmandene Conservation Project

     

    Sound Bites for Ashtead Peace Memorial Hall

    £2,000

     

     

    £5,000

     

     

    £5,000

    Ashtead Cricket Club

    Parsons Mead Development

    £5,000

     

    Betchworth Parish Council

    Satro

     

     

     

    The Vine Project

     

    The Harvest Community Church

     

    Dorking Concertgoers Society

     

    Bookham Residents Association

     

    Brockham Choral Society

    Betchworth Burial Ground Jubilee Pavilion

     

    Primary Science Workshops - Eastwick Infant And Junior School

     

    Fix It Project

     

    Multimedia Project

     

     

     

    Concert In Dorking Halls

     

     

     

    Electronic Sign Bookham High Street

     

     

    Replacement Staging Trailer

    £3,000

     

     

    £1,500

     

     

     

    £1,000

     

    £2,187

     

     

     

    £1,434

     

     

     

    £3,000

     

     

     

    £500



    ii.      Note the expenditure previously approved by either the Community Partnerships Manager or the Community Partnerships Team Leader under delegated powers, as set out in section 3.

     

    iii.        Note any returned funding and/or adjustments set out within the report and at Appendix 1.

    The Local Committee AGREED the two tabled bids of:

     

    Cannon Court Recreation Ground Footpath at £6,233

    Critique of Flood Risk Assessment for Proposed Residential development at Tanners Meadow, Strood Green at £500

     

    The Local Committee AGREED the tabled bid of:

     

    Save Barnett Wood Lane Allotments and surrounding green belt in Leatherhead £296.04

     

    SUBJECT to the amendment of the project title to:

     

     

    To allow Barnett Wood Lane Allotment Holders to form an association

     

    Reason for Decision

     

    The Local Committee were happy to agree the item and support the groups through their allocations.

72/12

RECOMMENDATION TRACKER [NON-EXECUTIVE FUNCTION] pdf icon PDF 34 KB

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    To update on the progress of previous recommendations by the committee

     

    Minutes:

    The recommendation tracker was noted.