Agenda, decisions and minutes

Mole Valley Local Committee
Wednesday, 1 March 2017 2.00 pm

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

Contact: Sarah J Smith, Community Partnership & Committee Officer  Pippbrook, Reigate Road, Dorking, Surrey, RH4 1SJ

Items
No. Item

1/17

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

2/17

MINUTES OF PREVIOUS MEETING pdf icon PDF 145 KB

3/17

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:

    No declarations of interest were received.

4/17a

PUBLIC QUESTIONS pdf icon PDF 129 KB

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

    Minutes:

    No declarations of interest received.

     

    Officers present:

     

    Zena Curry, Area Highways Manager

    Anita Guy, Principal Highway Maintenance Engineer

    Anne-Marie Hannam, Senior Traffic Engineer

     

     

    1. Questions submitted were tabled (see attached) and written responses were provided in advance of the meeting, but the appended document contains an updated response to Q4 from BRA.

     

    2. Bookham Residents’ Association (BRA) asked a supplementary to Q1:

     

    ‘Whilst it is accepted that funding is not presently available for the footway provision and carriageway widening at the south end of Rectory Lane, could SCC study the improvement of pedestrian crossing facilities at the north end of Rectory Lane, at it's junction with Lower Road, in conjunction with Bookham Grange and Gracewell, the Developers of the new Care Home due to be opened in the near future. Bookham Grange are already concerned about crossing facilities for their Clients and once the Care Home is opened there will be an increase in elderly residents crossing Rectory Lane from the new west side footway being constructed by Gracewell, to go into Bookham. The north end of Rectory Lane is also a major crossing point for students going to and from Bookham to The Howard of Effingham Secondary School. Parking by parents along Rectory Lane at school closing time compounds the safety problem and it is considered that consideration of parking restrictions from Lower Road to The Grange should be part of the study.’

     

    In response Highways’ officers stressed that any schemes would have to be prioritised for funding along with others across the district.

     

    3. Q2 – BRA questioned the personal injury collisions record quoted and suggested that there had been a fatality at the junction within the last year. Officers explained that the accident statistics were provided by the police and that the incident in question had occurred at a different junction.

     

    4. Q2 – Officers explained that it was not necessary to wait for the ‘Give Way’ markings to be burnt off (as stated in the written response) and that the new ones could be laid on top. Highways also agreed to check whether a HGV advisory sign on East Street has been removed and if so, whether it could be replaced.

     

4/17b

MEMBER QUESTIONS pdf icon PDF 118 KB

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

    Minutes:

    No declarations of interest received.

     

    Officers present:

     

    Zena Curry, Area Highways Manager

    Anita Guy, Principal Highway Maintenance Engineer

    Anne-Marie Hannam, Senior Traffic Engineer

     

    1. Questions submitted by Members were tabled (see attached) and written responses were provided in advance of the meeting.

     

    2. Q1 – Mr Cooksey questioned again why the report had been delayed and expressed his concern that the allocated funding might not be available to fully implement the scheme.

     

    3. Officers explained that the delay was due to the feasibility study being a brand new piece of work for the design team, which has limited resources available. The report will definitely be presented at the next formal local committee meeting in June.

     

    4. Very little funding would be needed to make the scheme permanent and if no local committee monies were available, officers would look to draw down PIC funds.

     

    5. Q4 – Mr Cooksey expressed concern that only around £8,000 had been spent on the scheme in view of the fact that the funding may not be secure for the next financial year.

     

    6. This figure had been correct at time of writing but officers advised there was still work to be carried out during March 2017 which would bring it up to between £17,000 -  £20,000.

     

    7. Q5 – Officers assured Mr Cooksey that the grit bins will be ordered and that progress would be monitored.

     

    8. Q1 – Mrs Watson asked whether these works could be included in a regular maintenance schedule, but officers suggested that as funding is restricted, such a service could be provided by community groups.

     

     

5/17

PETITIONS pdf icon PDF 131 KB

    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.

     

    A petition with 31 signatures has been received from Chris Argent on behalf of the  Horsham Road Residents’ Safety Group requesting that Surrey County Council:

     

    1) undertake an urgent road speed survey and road safety review / assessment in Horsham Road, Dorking

    2) immediately install “Unsuitable for HGVs” signage at A24 and South Street junctions

    3) install a traffic-calming system to slow traffic to safe limits (HRRSG propose 20 mph limit as this is a family residential road with numerous inherent risks)

     

     

     

     

    Minutes:

    No declarations of interest received.

     

    Officers present:

     

    Zena Curry, Area Highways Manager

    Anita Guy, Principal Highway Maintenance Engineer

    Anne-Marie Hannam, Senior Traffic Engineer

     

     

    A petition with 109 signatures was received from the Horsham Road Residents’ Safety Group and presented by Mr Chris Argent calling on Surrey County Council ‘to stop illegal and high speeding on Horsham Road, Dorking.’

     

    The wording of the petition is:

     

    ‘We, the undersigned, request the following;

     

    Ø  Undertake an urgent road speed survey and road safety review/assessment.

    Ø  Immediate installation of “Unsuitable for HGVs” signage at A24 and South Street junctions.

    Ø  The installation of a traffic-calming system to slow traffic to safe limits, Horsham Road Residents Safety Group propose 20mph limit.’

     

    Member discussion:

    1. Members agreed that the report submitted by the group had been very well researched and suggested that the issue should be viewed as part of the wider problem of traffic volume and congestion in and around Dorking town centre.

    2. Members also were in agreement that the road was unsuitable for HGVs; advisory signage to that effect is not sufficient and satnav providers should be advised.

    3. On this point the Highways Manager stressed it was very unlikely that HGVs would be banned as it was an A road providing access to businesses on Vincent Lane, and therefore vehicles would have to be rerouted through the town centre.

    4. Surrey County Council’s road safety working group is already looking at the other end of the Horsham Road, as it has a worse accident record. The Highways Manager will propose that the road is looked at as a whole.

    5. It is unlikely that the police would agree to changing the speed limit which would require enforcement and traffic calming measures would not be appropriate on an A road.

    6. There may be other engineering solutions such as installing Vehicle Activated Signs (VAS) to modify driver behaviour but there is limited funding across the district for such schemes, although in the future Community Infrastructure Levy (CIL) money may be available through the district council.

    7. The petitioner stressed that the issue was about road safety and wanted reassurance that the planned speed survey would take place during school time to accurately reflect the situation.

    8. The Highways Manager explained the scheduling of the survey would need to be  coordinated with other services and that the petitioner would be advised as to when it would take place.

     The Local Committee (Mole Valley) agreed to:

    (i)         Note the officer’s comment

     

6/17

HIGHWAY SCHEMES - END OF YEAR REPORT [EXECUTIVE FUNCTION] pdf icon PDF 168 KB

     

    This report provides an update on the progress of the highway works programme 2016- 2017 in Mole Valley.

     

    Additional documents:

    Minutes:

    No declarations of interest received.

     

    Officers present:

     

    Zena Curry, Area Highways Manager

    Anita Guy, Principal Highway Maintenance Engineer

    Anne-Marie Hannam, Senior Traffic Engineer

     

     

    Member discussion:

     

    Members commented on a number of the schemes:

               

    1. Wider Benefits Scheme (2.12) – is this project going ahead and what has been the take up on the scheme?

    Officers explained this was a centralised scheme funded by the LEP and will be going ahead in the new financial year. Parish councils have already been consulted regarding the location of equipment.

     

    2. Members thanked officers for the excellent work done in schemes in Pixham Lane, Garlands Road and Woodfield Lane.

     

    3. Highways Manager to check and revert to divisional member regarding completion of the  outstanding section of Taleworth Road, Ashtead.

     

    4. Possible crossing on A24 near to the Greville School, Ashtead does not feature in the report but officers confirmed £5,000 had been put aside from developers’ funds for a feasibility study.

     

    5. The line painting from the previous parking review has not been completed in some places and work in those locations approved in the 2016 – 2017 should be carried out in the next two months. The Chairman requested members submit a list to the parking team (and copy him in) with details of anything outstanding with a view to having both sets of markings being carried out at the same time.

     

    6. Safety measures A24 Deepdene Avenue, Dorking (p. 17)

    Highways is finalising with Skanska what work can be completed before the end of the financial year.

     

    7. There is work outstanding in the Dorking Rural division with regard to traffic calming measures, which have been discussed with the relevant parish councils. The divisional member would like an update report to be available for the next round of parish council meetings.

     

    8.  Drainage works in Vicarage Lane and Pebble Hill Road will be carried over to the new financial year if not completed by the end of March 2017.

     

    9.  Work on installing traffic islands on Reigate Road had been delayed but contractors are now on site.

     

     

     

     

    The Local Committee (Mole Valley) agreed to:

     

    (i)         note the contents of this report.

     

     

     

    REASONS FOR RECOMMENDATIONS:

     

    To update the Local Committee on the progress of the highway works programme in Mole Valley

     

7/17

HIGHWAYS FORWARD PROGRAMME 2017-18 [EXECUTIVE FUNCTION] pdf icon PDF 154 KB

    This report seeks approval of the forward programme of highway works in Mole Valley for 2017-18.

    Additional documents:

    Decision:

     

    The Local Committee (Mole Valley) agreed to:

    General

    (i)       Note that the Local Committee’s devolved highways budget for capital works has been reduced as set out in the Medium Term Financial Plan, to £272,294 in 2017/18 and to £226,912 in 2018/19, and that it has been assumed that the revenue budget for 2017/18 remains the same as for 2016/17, at £195,303;

    And resolved to:

    (ii)      Authorise delegation of authority to the Area Highway Manager, in consultation with the Local Committee Chairman and Vice-Chairman, to agree a revised programme of highway works for 2017/18 if there is a change in the Local Committee’s devolved budget;

    Capital Improvement Schemes (ITS)

    (iii)     Agree that the capital improvement schemes allocation for Mole Valley be used to progress the Integrated Transport Schemes programme set out in Annex 1;

    (iv)    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;

    (v)     Agree that the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the relevant 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.

    And agreed:

    (vi)    The Area Team Manager, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire money between the capital improvement schemes (ITS) and capital maintenance (LSR) budgets, and vice-versa, if required;

    And resolved to:

    Capital Maintenance Schemes (LSR)

    (vii)   Agree that the capital maintenance schemes allocation for Mole Valley 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)  Authorise the Area Maintenance Engineer, in consultation with the Local Committee Chairman, Vice-Chairman and relevant local divisional Member, to use £195,303 of the revenue maintenance budget for 2017/18 as detailed in Table 2 of this report;

    And agreed:

    (ix)    The Area Maintenance Engineer, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire the revenue maintenance budget between the identified work headings in Table 2;

    And resolved to:

    (x)     Agree that £5,000 per County Councillor be allocated from the revenue maintenance budget for Highways Localism Initiative works, and that if bids for this funding have not been received by the end of June 2017, the monies revert to the relevant Member to use to fund Community Enhancement works;

    (xi)    Agree that Members should contact the Area Maintenance Engineer to discuss their specific requirements with regard to any Community Enhancement allocation and arrange for the work activities to be managed by the Area Maintenance Engineer  ...  view the full decision text for item 7/17

    Minutes:

    No declarations of interest received.

     

    Officers present:

     

    Zena Curry, Area Highways Manager

    Anita Guy, Principal Highway Maintenance Engineer

    Anne-Marie Hannam, Senior Traffic Engineer

     

    Member discussion:

     

    1. The divisional member for Dorking Hills acknowledged that funding was already committed for two years, but following last year’s petition, would appreciate support for the installation of the pedestrian crossing in Chalkpit Lane.

     

    2.  Officers stressed that there was currently no money available to fund this scheme and, although the next year’s budget is yet to be finalised, financial pressures are widely known and the best funding option is likely to be CIL.

     

    3.  Members agreed that going forward this would require the county council to work closely with MVDC and replacing the local committee with a joint committee was still an option that could be considered after the election in May.

     

    4.  The Chairman suggested that the deadline set in recommendation (x) was too short, and it was agreed to amend this to the end of June 2017.

     

    5.  The Vice Chairman stressed again the county council’s financial challenges and that it was likely that the highways budget would be vastly reduced.

     

     

     

    The Local Committee (Mole Valley) agreed to:

    General

    (i)       Note that the Local Committee’s devolved highways budget for capital works has been reduced as set out in the Medium Term Financial Plan, to £272,294 in 2017/18 and to £226,912 in 2018/19, and that it has been assumed that the revenue budget for 2017/18 remains the same as for 2016/17, at £195,303;

    And resolved to:

    (ii)      Authorise delegation of authority to the Area Highway Manager, in consultation with the Local Committee Chairman and Vice-Chairman, to agree a revised programme of highway works for 2017/18 if there is a change in the Local Committee’s devolved budget;

    Capital Improvement Schemes (ITS)

    (iii)     Agree that the capital improvement schemes allocation for Mole Valley be used to progress the Integrated Transport Schemes programme set out in Annex 1;

    (iv)    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;

    (v)     Agree that the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the relevant 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.

    And agreed:

    (vi)    The Area Team Manager, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire money between the capital improvement schemes (ITS) and capital maintenance (LSR) budgets, and vice-versa, if required;

    And resolved to:

    Capital Maintenance Schemes (LSR)

    (vii)   Agree that the capital maintenance schemes allocation for Mole Valley be divided equitably between County Councillors to carry out Local  ...  view the full minutes text for item 7/17

8/17

INTRODUCTION OF BUS STOP CLEARWAYS - LEATHERHEAD AND WESTCOTT [EXECUTIVE FUNCTION] pdf icon PDF 82 KB

    This report seeks the Local Committee’s approval to introduce bus stop clearways

     (i) on the A25 Guildford Road Westcott opposite The Prince of Wales PH and (ii) in the Crescent, Leatherhead.

     

     

    Additional documents:

    Decision:

    The Local Committee (Mole Valley) resolved to agree that :

     

    (i)   A clearway is introduced at the existing bus stop opposite The Prince of Wales PH on the A25 Guildford Road in Westcott. The proposed restriction to be ‘no stopping except local buses 7-7 Monday to Saturday’.

    (ii)  Clearways are introduced at the existing bus stops in The Crescent Leatherhead The proposed restriction to be ‘no stopping except local buses at any time’.

     

     

    REASONS FOR RECOMMENDATIONS:

                  i.        Buses require parallel alignment with the kerb to deploy ramping and kneeling equipment to allow access for wheelchair users and those with mobility problems.

                 ii.        Parked vehicles within bus stops prevent this access.

                iii.        Bus stop clearways enable Borough and District enforcement officers to issue penalty charge notices on offending vehicles thereby discouraging inconsiderate parking.

     

    Minutes:

    No declarations of interest received.

     

    Officers present:

     

    Anne-Marie Hannam, Senior Traffic Engineer

     

    Member discussion:

     

    1. Both these schemes had been supported by the relevant local divisional member.

     

     

     

    The Local Committee (Mole Valley) resolved to agree that :

     

    (i)   A clearway is introduced at the existing bus stop opposite The Prince of Wales PH on the A25 Guildford Road in Westcott. The proposed restriction to be ‘no stopping except local buses 7-7 Monday to Saturday’.

    (ii)  Clearways are introduced at the existing bus stops in The Crescent Leatherhead. The proposed restriction to be ‘no stopping except local buses at any time’.

     

     

    REASONS FOR RECOMMENDATIONS:

                  i.        Buses require parallel alignment with the kerb to deploy ramping and kneeling equipment to allow access for wheelchair users and those with mobility problems.

                 ii.        Parked vehicles within bus stops prevent this access.

                iii.        Bus stop clearways enable Borough and District enforcement officers to issue penalty charge notices on offending vehicles thereby discouraging inconsiderate parking.

     

9/17

MOLE VALLEY LOCAL CYCLING PLAN [EXECUTIVE FUNCTION] pdf icon PDF 179 KB

    The Surrey Cycling Strategy set the objective of developing Local Cycling Plans that reflect local priorities. This report provides an update on progress made by Mole Valley District Council and Surrey County Council in working together to deliver the Action Plan, that was approved by the Local Committee on 10 September 2014 and seeks agreement to a change in focus going forward.

     

     

     

    Additional documents:

    Decision:

     

    The Local Committee (Mole Valley) resolved to:

     

    (i)    agree that the 2014 Mole Valley Cycling Action Plan has been implemented as far as has been feasible.

    (ii)   agree that the focus going forward will be promoting cycling at a local level with links to the wellbeing agenda and sustainable transport.

    Recommendations will also require endorsement from the Mole Valley Executive.

     

    REASONS FOR RECOMMENDATIONS:

     

    As this report will demonstrate, significant work has been undertaken to implement the action plan. The majority of actions having been completed and ongoing requirements are now business as usual. Mechanisms are in place to address the outstanding actions. 

     

    Focusing on cycling at a local level will help deliver both County and District Wellbeing aspirations and has strong links to the Transform Leatherhead project.

     

     

     

    Minutes:

    No declarations of interest received:

     

    Officers present:

     

    Dave Sharpington, Cycling Programme Team Leader

    Lucy O’Connell, Strategic Leadership Manager (Mole Valley District Council)

     

    Member discussion:

     

    1.  Members complimented the officers on their report and thanked them for the positive work that had been done.

     

    2.  Work needed to continue to ensure that local businesses were not negatively impacted as a result of the cycling events organised across the district.

     

     

     

     

     

    The Local Committee (Mole Valley) resolved to:

     

    (i)    agree that the 2014 Mole Valley Cycling Action Plan has been implemented as far as has been feasible.

    (ii)   agree that the focus going forward will be promoting cycling at a local level with links to the wellbeing agenda and sustainable transport.

    Recommendations will also require endorsement from the Mole Valley Executive.

     

    REASONS FOR RECOMMENDATIONS:

     

    As this report will demonstrate, significant work has been undertaken to implement the action plan. The majority of actions having been completed and ongoing requirements are now business as usual. Mechanisms are in place to address the outstanding actions. 

     

    Focusing on cycling at a local level will help deliver both County and District Wellbeing aspirations and has strong links to the Transform Leatherhead project.

     

     

     

10/17

LEATHERHEAD SUSTAINABLE TRANSPORT PACKAGE - RESULTS OF CONSULTATION [EXECUTIVE FUNCTION] pdf icon PDF 169 KB

    The Leatherhead Sustainable Transport Package (STP) is a proposal for a series of highways infrastructure schemes to improve accessibility by walking and cycling in Leatherhead. Between 31 October and 11 December 2016, Surrey County Council and Mole Valley District Council carried out a public consultation exercise on the Leatherhead STP and town centre parking.

     

    This report provides an update on the results of the consultation and seeks approval of a proposed way forward.

    Additional documents:

    Decision:

     

    The Local Committee (Mole Valley) agreed to:

     

    (i)    Note the results of the public consultation on Leatherhead STP and town centre parking

    And resolved to:

     

    (ii)   Agree that a phased approach to scheme development (including funding bid to LEP) is progressed, with the first phase focusing on the shared use pedestrian and cycling shared use off road scheme on Randalls Road.

     

    REASONS FOR RECOMMENDATIONS:

     

    To ensure that the development process for the Leatherhead STP is transparent and accountable and delivers value for money for residents.

     

     

     

     

     

     

    Minutes:

    No declarations of interest received.

     

    Officer present:

     

    Bronwen Chinien, Environment Policy Manager

     

    Member discussion:

     

    1. Members agreed that the phased approach suggested was the right way forward but that it was necessary to be realistic about the timing of the scheme.

     

    2. Ward member for Okewood (Leader - MVDC) confirmed that this scheme contributed to Transform Leatherhead and stressed the need to maintain momentum.   Local businesses set to benefit from the project may be a potential source of funding.

     

     

    The Local Committee (Mole Valley) agreed to:

     

    (i)    Note the results of the public consultation on Leatherhead STP and town centre parking

    And resolved to:

     

    (ii)   Agree that a phased approach to scheme development (including funding bid to LEP) is progressed, with the first phase focusing on the shared use pedestrian and cycling shared use off road scheme on Randalls Road.

     

    REASONS FOR RECOMMENDATIONS:

     

    To ensure that the development process for the Leatherhead STP is transparent and accountable and delivers value for money for residents.

     

     

     

     

     

     

11/17

RECOMMENDATIONS TRACKER [FOR INFORMATION] pdf icon PDF 68 KB