Agenda, decisions and minutes
PDF 1 MBVenue: Council Chamber, Pippbrook, Reigate Road, Dorking, Surrey, RH4 1SJ
Contact: Victoria Jeffrey, Community Partnership & Committee Officer Pippbrook, Reigate Road, Dorking, Surrey, RH4 1SJ
Media
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OPEN FORUM Questions were raised on the Local Government Challenge and member support. Additional documents: |
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
To receive any apologies for absence and notices of substitutions from District members under Standing Order 39. Additional documents: Minutes: There were no apologies or substitutions. |
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MINUTES OF PREVIOUS MEETING
To approve the Minutes of the previous meeting as a correct record. Additional documents: Minutes: The minutes of the previous meeting were agreed as an accurate record. |
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DECLARATIONS OF INTEREST
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.
Additional documents: Minutes: No interests were declared. |
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PUBLIC QUESTIONS
To receive any questions from Surrey County Council electors within the area in accordance with Standing Order 66. Additional documents: Minutes: Mr Ward received a written response from officers and had no supplementary.
Mr Billard received a written response and clarified that the cycle forum were not asking for change of use for the path on the A25, they were only asking that the 100m segment of Reigate Road in questions be changed to dual use to allow cyclists coming in from the outlying areas of Dorking legally getting to the facilities of Dorking. Mr Billard also asked that exit onto the main highways be engineered safely if the changes are made.
The Area Highway Manager confirmed that officers will be looking into this with the divisional member and invited Mr Billard to attend a site visit for the route. The divisional member requested that the views of local people also be taken into account when investigating this proposal.
Mr Troughton received a written response and Mr Billard asked officers on his behalf that while they are in correspondence with Tesco could they also raise the matter of a pedestrian entrance.
Mrs Glynn has received a written response and had no supplementary. The divisional member commented that the road was very busy and perception of speed is higher on that stretch. It was felt that 30mph limit should be extended within which there is a 20mph speed limit outside the school to develop a whole village plan.
The Area Highways Manager confirmed a meeting would take place with the divisional member to explore further options, though confirmed that a change in speed limit would require a decision by the Cabinet Member.
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Additional documents: |
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MEMBER QUESTIONS
To receive any written questions from Members under Standing Order 47. Additional documents: Minutes: Mrs Watson asked whether an underground camera had been used to investigate the flooding on the Ashcombe Road in Dorking and whether there are funds present to carry out the proposed works. The Area Highways Manager confirmed he would look into the results of the survey and share this with the member. It was confirmed there was a pot of money available for this work.
Mrs Watson asked if she could meet with highways officer and Thames Water to discuss the flooding at the junction of Chalkpit Lane. The Chairman offered to share contact details for Thames Water.
Mrs Watson would like to know if the proposed blanket 40mph speed limit could be investigated. The Area Highways Manager confirmed that previous initiatives were carried out in the 1990s and this could not be repeated at this time, however he would look into it further and the liaise with the divisional member. The Chairman suggested this matter be raised up to the Environment and Transport Select Committee to look into.
The divisional member for Bookham and Fetcham West felt that the issue of speeds on rural roads should be taken up with the Police and Crime Commissioner, in particular the focus of police enforcement. The Area Highways Manager informed the committee that lower speed limits require engineering measures and that education is required alongside enforcement.
Mr Cooksey raised concerns over the delays to the wet spots and delays to progress. Mr Cooksey also raised concern over the flooding on the west side of the Deepdene Roundabout and that the matter was being reassessed but this had not been communicated. The Area Highways Manager apologised to the divisional member over delays and committed to keeping the member informed. Phase 2 of the Deepedene roundabout must be looked at with regards to traffic management and confirmed that as soon as dates are confirmed they would share these with the divisional member and Chairman. The divisional member for Dorking Hills expressed her thanks for the work done on the East side of the Deepdene Roundabout but added that it was important to resolve the west side and that she be informed of the proposed work.
The ward member for Ashtead Village had not received a written response due to the timescales with the appointment of district members to the Local Committee. The Chairman confirmed he had a site visit at the Leatherhead end and appreciated that this scheme had caused disruption to the local area.
The ward member for Ashtead Village raised concern about the delays and the quality of works. The divisional member for Ashtead agreed with the concerns and that work was undertaken at the same time as Barnett Wood Lane but had worked with officers to improve this. Concern was also raised that some residents were not notified in advance of the work due to take place.
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Additional documents: |
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PETITIONS
To receive any petitions in accordance with Standing Order 65 or letters of representation in accordance with the Local Protocol. An officer response will be provided to each petition / letter of representation.
i. Installation of a yellow box on the A24, Dorking Station junction. Additional documents: Minutes:
Declarations of Interest
There were no interests declared for this item.
Officers attending
John Lawlor, Area Highways Manager
Petitions, Public Questions and Statements
Mr Strudwick has received a written response but was unable to attend the meeting.
Member Discussion – key points
The divisional member for Dorking Hills thanked the residents for coming forward with a sensible solution and asked the committee for their support.
Resolution
The Local Committee AGREED the proposals.
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Additional documents: |
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RECOMMENDATIONS TRACKER
To update the committee on progress against previous actions. Additional documents: Minutes: Declarations of Interest
No interests were declared.
Officers attending
Victoria Jeffrey, Community Partnership and Committee Officer – Mole Valley
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
There was no further discussion of this item.
Resolutions
The Local Committee AGREED to note the item.
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DECISION ON LOCAL COMMITTEE SUBSTITUTIONS
Under the County Council's Constitution (Part 4. Standing Orders, Part 3 40 (f)) no substitutes are permitted for district/borough council co-opted 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 2014/15.
Additional documents: Decision: The Local Committee (Mole Valley) AGREED:
Under the County Council's Constitution (Part 4.Standing Orders, Part 3 40 (f)) to allow substitutes for district/borough council co-opted members of local committees.
Reason for Decision
The Committee wished to continue to allow district members to have substitutes as they had previously.
Minutes: The Local Committee (Mole Valley) AGREED:
Under the County Council's Constitution (Part 4.Standing Orders, Part 3 40 (f)) to allow substitutes for district/borough council co-opted members of local committees.
Reason for Decision
The Committee wished to continue to allow district members to have substitutes as they had previously.
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To update the committee on the progress of local highways schemes. Additional documents: Minutes: Declarations of Interest
No interests were declared.
Officers attending
John Lawlor, Area Highways Manager and Anita Guy, Senior Highways Engineer
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
The divisional member for Bookham and Fetcham West asked whether the recent accident would influence the work on the High street, East street scheme. The Area Highways Manager confirmed that the data would be shared with the member, and that the police would investigate the accident and then highways team would work with them.
The divisional member for Ashtead asked if the proposed scheme for the footway on The Street was looking at the alignment of The Street or Woodfield Lane. The Area Highways Manger confirmed this would be picked up with the divisional member. The ward member for Ashtead Village asked for haste on the proposed scheme Ottoways Lane. The Area Highways Manager confirmed they were waiting for permission to use the common land, should this not be secured the scheme would have to be revisited.
Resolutions
The Local Committee AGREED to note the item.
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BLACKBROOK ROAD, DORKING SPEED REDUCTION
To update the committee on the safety assessment of Blackbrook Road, Dorking in accordance with the recommendation from the Portfolio Holder. Additional documents: Minutes: Declarations of Interest
No interests were declared.
Officers attending
John Lawlor, Area Highways Manager and Anita Guy, Senior Highways Engineer
Petitions, Public Questions and Statements
Comments were circulated from the Chairman of the Blackbrook Road Action Group, highlighting their concerns of the safety risks on the road and urging the committee to take action.
Member discussion – key points
The divisional member for Dorking South and the Holmwoods thanked for the circulation of the views of the action group. This road had been submitted to the portfolio holder previously for consideration and felt it was important that this is still an issue of local concern, especially given the recent accident as a result of speed. The Area Highways Manager confirmed the only option was to take this back to the portfolio holder to be reconsidered.
The Chairman asked if the action group could have their points responded to. The Area Highways Manager confirmed the points could be responded to and a meeting could be held with the divisional member.
The divisional member for Bookham and Fetcham West felt that more regular speed enforcement would provide comfort to residents and whether the whole section of the road needs to have the speed limit reduced. The divisional member asked if the only certain sections of the road having the speed limit reduced could be investigated. The Area Highways Manager agreed they would meet with the divisional member.
Resolutions
The Local Committee AGREED to note the item.
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Additional documents: |
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WINTER SERVICE ARRANGEMENTS
To update the committee on the winter service performance for 2013/14. Additional documents: Minutes: Declarations of Interest
There were no interests declared for this item.
Officers attending
John Lawlor, Area Highways Manager and Anita Guy, Senior Highways Engineer.
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
An update was presented the committee on winter maintenance arrangements and they were asked for any comments.
The divisional member for Dorking Hills did still have concerns with the A25 in Wotton and ice and if this could be reviewed. The Area Highways Manager asked if the member could confirm the sections of the road then this could be looked at.
Members asked for an update on the status of the Beare Green depot. The Area Highways Manager confirmed the depot is in use and has an emergency pile of salt; although the long term plan is outside the remit of the local highways team. The divisional member for Dorking South and the Holmwoods commented as a member of the winter service arrangements task group that there were improvements for last year although the weather was not sufficiently cold to test them. A recommendation to keep the Beare Green Depot open will be put forward to keep it open for another year and there is another proposal that the total number of grit bins does not decrease. The matter of footways is also being looked at by the task group.
Resolutions
The Local Committee AGREED to note the report.
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For the Committee to agree the proposed changes to parking regulations in High Street Dorking, North Street Leatherhead, Ottoways Lane Ashtead and Lower Shott Bookham. Additional documents: Decision: The Local Committee (Mole Valley) AGREED to:
(i) The proposals in Dorking High Street as shown Annex 1.
(ii) The proposals in Bridge Street and North Street, Leatherhead as shown in Annex 2.
(iii) That the proposals in Ottways Lane as shown in Annex 3.
(iv) That where necessary the Parking Team Manager, in consultation with the Chairman, Vice-Chairman and local Member make any necessary adjustments to the proposals and agree detail, based on informal consultation, prior to statutory consultation.
(v) That the intention of the County Council to make an Order under the relevant parts of the Road Traffic Regulation Act 1984 to impose the waiting and on street parking restrictions in Mole Valley as shown in the Annexes (and as subsequently modified by iv) are advertised and that if no objections are maintained, the order is made.
(vi) That if necessary, the Parking Team Manager will report the objections back to the local committee for resolution.
(vii) To allocate funding of £15,000 in 2014/15 to implement these parking amendments and the Mole Valley review.
Reason for Decision
The Local Committee thanked the work of the parking task group for progressing these issues. It was requested that they be progressed with all expediency and if possible be agreed through delegated powers. However it was acknowledge that if there were a large number of objections raised then there would be a need to bring the decision back to committee. The committee noted that the times included in Annex 2 Leatherhead, were incorrect. Where it stated no waiting Monday to Sunday this should be no waiting Monday to Saturday. Minutes: Declarations of Interest
Cllr Ling declared a pecuniary interest as he owned property on Ottoways Lane, Ashtead which was being considered in this report.
Officers attending
David Curl, Parking Team Manager
Petitions, Public Questions and Statements
There were public comments for this item.
Member discussion – key points
Last year the Local Committee set up a parking task group to look into Dorking High Street and Leatherhead North Street. The proposals in the report are the result of the work of that task group. An initial consultation has been carried out with the Chamber of Commerce in Dorking and officers will continue to work with them. The report is also includes proposals for Ottoways Lane in Ashtead in Annex 3 and for further proposals in Lower Shott, Bookham. They will go to consultation and report back in December.
Members asked if the schemes could be implemented promptly. The parking manager highlighted that objections could be resolved through the Chairman, Vice Chairman and divisional member and unless there was a high number of objections then the schemes could be implemented more quickly
The Chairman confirmed this would be dependent on the number of objections raised and would be resolved quickly if possible.
The Chairman requested that Annex 2 be amended as at present it showed no waiting Monday- Sunday. This is incorrect and should show no waiting Monday-Saturday.
Resolutions
The Local Committee (Mole Valley) AGREED to:
(i) The proposals in Dorking High Street as shown Annex 1.
(ii) The proposals in Bridge Street and North Street, Leatherhead as shown in Annex 2.
(iii) That the proposals in Ottways Lane as shown in Annex 3.
(iv) That where necessary the Parking Team Manager, in consultation with the Chairman, Vice-Chairman and local Member make any necessary adjustments to the proposals and agree detail, based on informal consultation, prior to statutory consultation.
(v) That the intention of the County Council to make an Order under the relevant parts of the Road Traffic Regulation Act 1984 to impose the waiting and on street parking restrictions in Mole Valley as shown in the Annexes (and as subsequently modified by iv) are advertised and that if no objections are maintained, the order is made.
(vi) That if necessary, the Parking Team Manager will report the objections back to the local committee for resolution.
(vii) To allocate funding of £15,000 in 2014/15 to implement these parking amendments and the Mole Valley review.
Reason for Decision
The Local Committee thanked the work of the parking task group for progressing these issues. It was requested that they be progressed with all expediency and if possible be agreed through delegated powers. However it was acknowledge that if there were a large number of objections raised then there would be a need to bring the decision back to committee. The committee noted that the times included in Annex 2 Leatherhead, were incorrect. Where it stated no waiting Monday to Sunday this should be no waiting Monday to Saturday. |
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EAST COMMUNITY SAFETY PARTNERSHIP
To update the committee on the amalgamation of the Community Safety Partnerships in the East of Surrey and to agree the Local Committee representation on the partnership. Additional documents: Decision: The Local Committee (Mole Valley) AGREED to:
(i) That the community safety budget of £3,294 that has been delegated to the Local Committee be transferred to the Mole Valley Partnership Manager for the purposes of addressing community safety priorities, authorising the Partnerships Manager to carry out this transfer on the Committees behalf. (ii) Note the formation of a new East CSP, which includes Mole Valley, and the new way of working across the East. (iii) Nominate a County Councillor to represent the Mole Valley Local Committee on the East Surrey CSP in 2014-15 and a named substitute if so wished. Reason for Decision
The Local Committee noted the changes and asked that they be updated at the end of year as to how the funds had been spent. The nomination of the representative and substitute would be dealt with under item 15, Nominations to task groups and outside bodies.
Minutes: Declarations of Interest
There were no interests declared for this item.
Officers attending
Gordon Falconer, Community Safety Manager and Patrick McCord, Partnership Manger (MVDC)
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
The Community Safety Manager for Surrey County Council asked the committee to agree the delegation of funds to the district, note the formation of the East Community Safety Partnership and to nominate a representative.
Members sought clarification on how the funds would be used and how transparent the process of allocating the funds was. Officers confirmed there is an application for community safety funds and this is available on the MVDC website. The projects will need to meet local priorities. There has been positive work supported through this fund; with Ladz Night in Leatherhead, Fairs Road Leatherhead clean up and the SADAS drugs outreach worker.
Members requested if the committee could be updated on how the money is spent and that the minutes of the East Community Safety Partnership be circulated.
Resolutions
The Local Committee (Mole Valley) AGREED to:
(i) That the community safety budget of £3,294 that has been delegated to the Local Committee be transferred to the Mole Valley Partnership Manager for the purposes of addressing community safety priorities, authorising the Partnerships Manager to carry out this transfer on the Committees behalf. (ii) Note the formation of a new East CSP, which includes Mole Valley, and the new way of working across the East. (iii) Nominate a County Councillor to represent the Mole Valley Local Committee on the East Surrey CSP in 2014-15 and a named substitute if so wished. Reason for Decision
The Local Committee noted the changes and asked that they be updated at the end of year as to how the funds had been spent. The nomination of the representative and substitute would be dealt with under item 15, Nominations to task groups and outside bodies.
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SERVICES FOR YOUNG PEOPLE LOCAL RECOMMISSIONING 2015-2020
To update the Local Committee on the direction for future commissioning and to ask the committee for support in increased delegation to the committee regarding centre based youth work. Additional documents: Minutes: Declarations of Interest
No interests were declared for this item.
Officers attending
Leigh Middleton, Lead Youth Officer – West Surrey
Petitions, Public Questions and Statements
There were public comments for this item.
Member discussion – key points
Officers presented the recommissioning paper and asked for the committee support on adding centre based youth work to the youth task group and the local committee’s remit. It was also asked for the support to expand the youth task group’s remit to co-commission and look at all the needs of young people, working with other agencies where appropriate.
The Cabinet Associate for Young People highlighted the improved outcomes for young people in Surrey in 2.1 of the report. This has bucked the national trend. The youth task group can help to shape the appropriate youth provision for young people in Mole Valley.
The Chairman of the Youth Task Group highlighted 3.1 and was keen to support more joined up commissioning and to continue the good work of the task group. Members felt this was positive work but the commissioning needed to be accessible to smaller groups and that the need in the rural areas was also addressed alongside the towns.
Resolutions
The Local Committee (Mole Valley) AGREED:
i. To support increased delegation of decision-making to include the current Centre Based Youth Work so that it can be re-commissioned alongside the current Local Prevention Framework. ii. That local priorities for the newly delegated commissions within Services for Young People will be decided by the Mole Valley Local Committee informed by the work of the constituted Youth Task Group. Reason for Decision
The Local Committee felt that increased delegation of decision making would enable a positive improvement to youth services within the district and where happy to seek the advice of the youth task group.
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LOCAL PREVENTION FRAMEWORK PERFORMANCE UPDATE
To update the committee on the performance of the current Local Prevention Framework contract for 2013-2015. Additional documents: Minutes: Declarations of Interest
Mr Tim Hall declared an interest as a council appointed trustee of the Leatherhead Youth Project.
Officers attending
Leigh Middleton, Lead Youth Officer – West Surrey
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
Officers highlighted that number of those Not in Education, Employment or Training (NEET) had reduced in Mole Valley but also that the work of the youth centres and local prevention framework had increased school attendance and decreased the number of exclusions.
The Youth Support Manager for Mole Valley highlighted the hard work of the youth providers in reducing the number of NEETs and that this had been through joined up work. The role of the individual prevention grant was acknowledged in supporting young people to achieve their aspirations. The main area for future development is to get more local businesses to provide opportunities for experience for young people. The youth support service can support young people in this and it is on the job that young people benefit the most.
The summary of the Individual Prevention Grant spend, Youth Small grant spend and other commissions were highlighted to the committee.
Members asked for clarification on the numbers for Leatherhead Youth Project given the difference in numbers between 2012-2013 and 2013-2014. Officers will investigate this matter and confirm back with members.
Members requested that the County Council and District Council could look to expand their work experience offer. It was acknowledged that they do already provide work experienced and that members could use their local contacts to find further opportunities.
Resolutions
The Local Committee AGREED to note the report. |
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LOCAL COMMITTEE TASK GROUPS AND NOMINATION TO OUTSIDE BODIES
To agree the terms of reference for the Local Committee task groups and appoint members to the task groups and outside bodies – Report to follow. Additional documents: Decision: The Local Committee (Mole Valley) AGREED to:
(i) The terms of reference for the Youth Task Group, Property Task Group and the Parking Task Group, as set out in Annexes 1, 2 and 3. (ii) The membership for these task groups for 2014-15: a) Youth Task Group – Chris Townsend (Chairman), Helyn Clack, Howard Jones and Mary Huggins b) Parking Task Group – Hazel Watson (Chairman), Tim Hall, Tim Ashton and Raj Haque c) Property Task Group – Tim Hall (Chairman), Stephen Cooksey, Hazel Watson, Simon Ling and the MVDC portfolio holder (iii) A representative of the Local Committee and deputy for the East Community Safety Partnership as Tim Hall (representative and Stephen Cooksey (substitute) Reason for Decision
The Local Committee felt the task groups provided a valuable contribution to the work of the committee and should continue for the next year.
Minutes: Declarations of Interest
There were no interests declared for this item.
Officers attending
Victoria Jeffrey, Community Partnership and Committee Officer – Mole Valley.
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
Members were asked to note the proposed county membership of each task group and to nominate district membership to the task group as highlighted in the report.
Resolutions
The Local Committee (Mole Valley) AGREED to:
(i) The terms of reference for the Youth Task Group, Property Task Group and the Parking Task Group, as set out in Annexes 1, 2 and 3. (ii) The membership for these task groups for 2014-15: a) Youth Task Group – Chris Townsend (Chairman), Helyn Clack, Howard Jones and Mary Huggins b) Parking Task Group – Hazel Watson (Chairman), Tim Hall, Tim Ashton and Raj Haque c) Property Task Group – Tim Hall (Chairman), Stephen Cooksey, Hazel Watson, Simon Ling and the MVDC portfolio holder (iii) A representative of the Local Committee and deputy for the East Community Safety Partnership as Tim Hall (representative) and Stephen Cooksey (substitute) Reason for Decision
The Local Committee felt the task groups provided a valuable contribution to the work of the committee and should continue for the next year.
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Additional documents: |
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MEMBERS' ALLOCATIONS
To update the Committee on members’ allocations spend. Additional documents: Minutes: Declarations of Interest
There were no interests declared for this item.
Officers attending
Victoria Jeffrey, Community Partnership and Committee Officer – Mole Valley
Petitions, Public Questions and Statements
There were no public comments for this item.
Member discussion – key points
Members had no comments on this item.
Resolutions
The Local Committee AGREED to note the item.
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