Agenda, decisions and minutes
PDF 81 KBVenue: Soper Hall, Harestone Valley Road, Caterham, CR3 6HY
Contact: Sarah Woodworth, Community Partnership and Committee Officer Tandridge District Council Offices, Station Road East, Oxted, Surrey, RH8 0BT
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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. Minutes: Apologies were received from Mr David Hodge and District Councillor Michael Cooper, who was substituted by District Councillor Rose Thorn.
District Councillors- DC Childs, DC Dunbar, DC Fisher, DC Harwood and DC Thorn joined the meeting after item 10.
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MINUTES OF PREVIOUS MEETING
To approve the Minutes of the previous meeting as a correct record. Decision: The minutes of the previous meeting were agreed as a correct record.
Minutes: The minutes of the previous meeting were agreed as a correct 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.
Minutes: Mr Orrick and Mrs Marks wished to note their involvement with the Caterham Festival Committee in Item 10. |
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PETITIONS RELATING TO NON HIGHWAY MATTERS
To receive any petitions from local government electors in the Tandridge District area in accordance with Standing Order 65 and the Local Protocol. Notice should be given in writing or by e-mail to the Community Partnership and Committee Officer at least 5 days before the meeting.
None received at time of printing Minutes: None received |
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FORMAL PUBLIC QUESTIONS RELATING TO NON HIGHWAY MATTERS
To receive any questions from local government electors in the Tandridge District area in accordance with Standing Order 66 as amended by the local protocol. Notice should be given in writing or by email to the Community Partnership and Committee Officer at least 7 days before the meeting.
None received at time of printing Minutes: None received |
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MEMBER QUESTIONS RELATING TO NON HIGHWAY MATTERS
To receive any written questions from Members under Standing Order 47. Notice should be given in writing to the Community Partnership and Committee Officer of formal questions by 12.00 noon four working days before the meeting.
None received at time of printing
Decision: The Local Committee (Tandridge)
i). NOTED the response of the question.
ii). AGREED the Chairman would write to the County Council requesting that attention is given to improve the appearance of the field. Minutes: DC Councillor Simon Morrow submitted a written question requesting an update on the intentions of the County for the field in Chesham Road, Warlingham.
The Local Committee (Tandridge)
i). NOTED the response of the question.
ii). AGREED the Chairman would write to the County Council requesting that attention is given to improve the appearance of the field.
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SURREY FIRE AND RESCUE SERVICE UPDATE
To inform the Committee on the items in the next Public Safety Plan Action Plan, covering the period of 2013-16. Decision: The Local Committee (Tandridge) i). NOTED the progress to date on items in the Action Plan for 2011-13 ii). PROVIDED feedback on proposed Action Plan for 2013-16. iii). CONSIDERED the items that would be subject to further public consultation at the appropriate time.
iv). AGREED to write a letter to the Chief Fire Officer to note concern regarding the response times due to the coverage of the fire service in the North of Tandridge.
Reason for decision
The Committee were happy to note the report.
IV – The Committee raised concern that in the North of Tandridge, response times would not be met due to the lack of stations in close proximity to the North, and London Fire Service temporally relocating their appliance. Minutes: The Area Manager for the Public Safety Plan Implementation presented the report.
During the discussion by the Committee the following points were raised:
· The Officer advised that West Sussex would be relocating the service from Horley and a solution is being considered in Salfords which would have marginal benefits for Tandridge. West Sussex has confirmed they have no plans to change the service in East Grinstead at this stage. · The Committee raised concerns that with London Fire Service relocating the station from Purley that this would have an impact on the North of the District such as Whyteleafe and this needs to be addressed. The Committee agreed a write a letter of concern; this was proposed by Mrs Marks and seconded by Mr Skellett. · The Officer advised that a new system would allow the operator to find the nearest available appliance. London will also be using this system and this will allow closer working. · The Committee congratulated the Officer on recruiting over 100 volunteers in the County but asked how many were from Tandridge. The Local Committee (Tandridge) i). NOTED the progress to date on items in the Action Plan for 2011-13 ii). PROVIDED feedback on proposed Action Plan for 2013-16. iii). CONSIDERED the items that would be subject to further public consultation at the appropriate time.
iv). AGREED to write a letter to the Chief Fire Officer to note concern regarding the response times due to the coverage of the fire service in the North of Tandridge.
Reason for decision
The Committee were happy to note the report.
IV – The Committee raised concern that in the North of Tandridge, response times would not be met due to the lack of stations in close proximity to the North, and London Fire Service temporally relocating their appliance. |
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SERVICES FOR YOUNG PEOPLE LOCAL PREVENTION COMMISSIONING 2013-15
To approve the local specification for Tandridge and agree that the Neighbourhood Prevention should be delivered in house with regards to services for Young People, Local Prevention Commissioning. Additional documents: Decision: The Local Committee (Tandridge)
i). AGREED the allocation of £10,000 to Personalised Prevention
ii). AGREED the local needs specification, focusing on the identified needs and the geographical neighbourhoods prioritised by the Youth Task Group.
iii). AGREED the recommendation of the Youth Task Group, that Neighbourhood Prevention should be delivered in house, subject to the submission of a satisfactory delivery plan and final Local Committee approval.
Reason for decision
To support the Council’s priority to achieve 100% participation for young people aged 16 to 19 to be in education, training or employment. Due to the unique nature of Tandridge the Committee supported the recommendation that the Neighbourhood Prevention should be delivered in house. Minutes: An Officer from Youth Commissioning Services presented the report.
The following points were raised:
· The Youth Task Group felt that that the in house provision had provided a good service and should continue until August 2015. · A Member raised concern that some areas were not included on the list. The Officer advised that the specification recognises the unique demographics of Tandridge District. The Youth Task Group considered list of the areas where young people likely to be at risk of becoming Not in Employment, Education and Training (NEET) but recognised that young people who are NEET can live all over the district. The Youth Support Service also has a mobile provision that can be taken to different areas in Tandridge. The Chair of the Youth Task Group also advised the Committee that this is targeted at individual children and not a universal prevention. · The Chairman thanked the task group for all their work so far.
The Local Committee (Tandridge)
i). AGREED the allocation of £10,000 to Personalised Prevention
ii). AGREED the local needs specification, focusing on the identified needs and the geographical neighbourhoods prioritised by the Youth Task Group.
iii). AGREED the recommendation of the Youth Task Group, that Neighbourhood Prevention should be delivered in house, subject to the submission of a satisfactory delivery plan and final Local Committee approval.
Reason for decision
To support the Council’s priority to achieve 100% participation for young people aged 16 to 19 to be in education, training or employment. Due to the unique nature of Tandridge the Committee supported the recommendation that the Neighbourhood Prevention should be delivered in house. |
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YOUTH SMALL GRANTS UPDATE
To update the Local Committee on the Youth Small Grants approved bids in Tandridge for 2012/13.
Decision: The Local Committee (Tandridge)
i). NOTED the report for information
Reason for decision
The Committee were pleased that Youth Small Grant is helping local groups to fund youth projects in the District. Minutes: An Officer from Youth Commissioning presented the report.
In the discussion on the report the Committee raised the following points: · The Committee asked if the success of this funding in Tandridge could be publicised and promoted to show the work that has taken place. · The Officer highlighted that next year a group of young people could apply to the Youth Small Grants for a project as long as they were sponsored by the Youth Centre that would be willing to manage the money for the project.
The Local Committee (Tandridge)
i). NOTED the report for information
Reason for decision
The Committee were pleased that Youth Small Grant is helping local groups to fund youth projects in the District. |
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To take decisions on the most recent applications for funding from the local community.
Additional documents: Decision: The Local Committee (Tandridge)
i. AGREED the following projects to be funded from the remaining 2012/13 Local Committee delegated revenue budget of £5606.92.
Organisation Project Title Amount
Tandridge Voluntary Service Council Community Hub Laptops £2300
Lunch Club Auto Fill Water Urn £475
Plough Road Allotment Group Maintenance Equipment £415.96
Outwood Horticultural Society
Display Equipment
£415.96 East Surrey Rural Transport Partnership Wheels for Work £1500
ii. NOTED the expenditure previously approved by the Community Partnerships Manager and the Community Partnerships Team Leader in consultation with County Councillors, under delegated powers, as set out in section 3.
iii. NOTED any returned funding and/or adjustments, as set out within the report and at Annex A.
Reason for decision
All projects under consideration have been sponsored by, and have the support of, the appropriate Local Member or, for District-wide bids, the Chairman. County Members are requested to consider each of them on their individual merits and to decide, as a group, whether or not to approve them.
Minutes: The sponsoring Member presented the bid.
During the discussion by the Committee the following points were raised:
· As the bid requests were higher than remaining the remaining monies Mr Skellett proposed allocation of spend to allow each project to be supported.
The Local Committee (Tandridge)
i. AGREED the following projects to be funded from the remaining 2012/13 Local Committee delegated revenue budget of £5606.92.
Organisation Project Title Amount
Tandridge Voluntary Service Council Community Hub Laptops £2300
Lunch Club Auto Fill Water Urn £475
Plough Road Allotment Group Maintenance Equipment £415.96
Outwood Horticultural Society
Display Equipment
£415.96 East Surrey Rural Transport Partnership Wheels for Work £1500
ii. NOTED the expenditure previously approved by the Community Partnerships Manager and the Community Partnerships Team Leader in consultation with County Councillors, under delegated powers, as set out in section 3.
iii. NOTED any returned funding and/or adjustments, as set out within the report and at Annex A.
Reason for decision
All projects under consideration have been sponsored by, and have the support of, the appropriate Local Member or, for District-wide bids, the Chairman. County Members are requested to consider each of them on their individual merits and to decide, as a group, whether or not to approve them.
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PETITIONS RELATING TO HIGHWAY MATTERS
To receive any petitions from local government electors in the Tandridge District area in accordance with Standing Order 65 and the local protocol. Notice should be given in writing or by e-mail to the Community Partnership and Committee Officer at least 5 days before the meeting.
Two petitions have been received at time of printing. One relating to HGV’s on the roads in the Lingfield area. One regarding the conditions of the verges in Drivers Mead in Lingfield. Additional documents: Decision:
A petition with 81 signatures was received from Ann Baldry requesting Surrey County Council to improve the verges on Drivers Mead, Lingfield.
The Local Committee (Tandridge)
i) NOTED the response for the petition
ii) AGREED the Divisional Member would arrange a meeting with other agencies to address the concerns of the residents.
A petition was presented by Peter Holgate, of Dormansland Parish Council to request that Surrey County Council divert HGV’s away from the centre of Lingfield.
i) NOTED the response for the petition
Minutes: A petition with 81 signatures was received from Ann Baldry requesting Surrey County Council to improve the verges on Drivers Mead, Lingfield.
The Local Committee (Tandridge)
i) NOTED the response for the petition
ii) AGREED the Divisional Member would arrange a meeting with other agencies to address the concerns of the residents.
The petition relating to HGV’s was taken before Item 14 due to the subject matter being related.
A petition with 249 signatures was presented by Peter Holgate, of Dormansland Parish Council to request that Surrey County Council divert HGV’s away from the centre of Lingfield.
The Officer from Transport Policy will be working with the Parish Council to support in gathering information and analysis of what actions can be taken in the area.
i) NOTED the response for the petition
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FORMAL PUBLIC QUESTIONS RELATING TO HIGHWAY MATTERS
To receive any questions from local government electors in the Tandridge District area concerning transportation in accordance with Standing Order 66 as amended by the local protocol. Notice should be given in writing or by e-mail to the Community Partnership and Committee Officer at least 7 days before the meeting.
None had been received at the time of printing. Additional documents: Minutes: Two formal public questions were received. Written responses are attached to the minutes.
[On behalf of Peter Forbes, Secretary of TAG- A25 submitted a question regarding the speeding on the A25 at the junction of Mid Street. The Divisional Member commented that he was satisfied with the response but felt that the speed between Nutfield and Bletchingley needed to be reduced from 50mph to 40mph. The Area Highways Manager advised that the speeds Eastbound and the white lining would be looked at.]
[On behalf of Nutfield Parish Council, Roger Brown submitted a question regarding the lay by on the A25 outside Nutfield cemetery. The Divisional Member felt disappointed that the plan proposal from the Parish was not taken further at this stage. The Area Highways Manager advised he will be arranging a meeting with the Chair and Vice Chairman with the legal team in the coming months to discuss this matter.]
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MEMBER QUESTIONS RELATING TO HIGHWAY MATTERS
To receive any written questions from Members under Standing Order 47.Notice should be given in writing to the Community Partnership and Committee Officer of formal questions by 12.00 noon four working days before the meeting.
One question received at time of printing from Mr Nick Skellett requesting an update with regards to the weight and width restrictions on Grants Lane Bridge, Hurst Green.
Minutes: One formal question Members question had been received. A written response is attached to the minutes.
Mr Skellett asked for an update on the weight and width restriction on Grants Lane Bridge, Hurst Green. He raised concern that agricultural vehicles are inconvenienced by this closure, but pleased to hear that talks are continuing with National Rail.
Members also have the opportunity to raise questions informally.
Mrs Marks requested for written response to be provided to address the concern of Satellite Navigation Systems (SatNav’s). ‘As SatNav’s are becoming an increasing problem with large vehicles using narrow lanes. Is there a countywide project to get Sat Nav's changed to include local knowledge of local roads?'
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HGV'S ON ROADS IN TANDRIDGE
To inform the Local Committee on matters relating to freight vehicle access on all roads in Tandridge Additional documents: Decision: The Local Committee (Tandridge)
i) NOTED the report for information
Reason for decision
The Committee were happy to note the report for information. Minutes: An Officer from the County’s Transport Policy team presented the report.
During the discussion the following pointes were raised:
· The Officer explained that in order to decide upon the most appropriate course of action, analysis of the type of HGV’s, where they are from and their destination need to be assessed. Once this information has been obtained a strategy for alleviating the issue can be established. · The Officer has had discussions with SatNav companies to remove some routes from the HGV specific SatNav’s however the SatNav’s made for cars does not include this information. · The Committee raised concerns regarding the number of HGV’s using the lay-by’s for overnight stops. · The Committee raised concern that this issue has been on -going for a long period of time. The Officer will work with Dormansland Parish immediately to carry out surveys and this will progress to all other areas of the District to establish a District Wide action plan. · A Member highlighted that vehicle sizes have grown but roads have not, most large vehicles are trying to make delivers in the area and felt that the report does not consider the ‘C roads’. This issue is further exacerbated due to permission given to allow quarry’s in the area but no consideration given to vehicular access and increased numbers of large vehicles.
The Local Committee (Tandridge)
i) NOTED the report for information
Reason for decision
The Committee were happy to note the report for information. |
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LOCALISM - PARISH OFFER
To inform the Committee on the localism Parish offer in Tandridge and note the current proposals for delivering the service. Additional documents: Decision: The Local Committee (Tandridge)
(i) AGREED the Highways Localism initiative is supported in principle in Tandridge District.
(ii) AGREED the current proposals for delivering these services in Appendix 1 are noted for information.
Reason for decision
The Committee were happy to support Parish Councils who wished to establish locally managed highway service delivery.
Minutes: The Area Highways Manager presented the report.
During the discussion by the Committee the following points were raised:
· Mrs Marks suggested that an information meeting could be organised by the County with all the Parishes across the District to provide clarity on what is currently being done by Surrey and offer suggestions as to what Parishes may like to do in their area to enhance the service. This would need to be followed by an individual meeting with the Divisional Member and the Parish. · A number of District Members raised concern that Parishes were being asked to do too much, especially as the Parish Clerks are part time. · It was suggested that the Community Highways Officer from the Highways team could support the Parishes in ensuring the quality of the work being carried out by the contractor.
The Local Committee (Tandridge)
(i) AGREED the Highways Localism initiative is supported in principle in Tandridge District.
(ii) AGREED the current proposals for delivering these services in Appendix 1 are noted for information.
Reason for decision
The Committee were happy to support Parish Councils who wished to establish locally managed highway service delivery.
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HIGHWAYS SCHEMES 2012/13 - END OF YEAR UPDATE
To inform the Local Committee on the outcome of the 2012/13 Integrated Transport and highways maintenance schemes programmes in Tandridge District.
Additional documents: Decision: The Local Committee (Tandridge)
(i) NOTED the report for information; and
(ii) AGREED that the proposal to improve the junction of Westhall Road/Narrow Lane/Westhall Park, Warlingham is not progressed at the current time.
Reason for decision
The Committee were happy to note for information and agreed that as Westhall Road was not considered high priority at this time due to the cost and a good accident record that it should not progress at this time. Minutes:
The Area Highways Manager presented the report.
The Committee raised the following points:
· Some resurfaced roads are already starting to crack and ‘break up’, when will they be repaired and who will pay? The Officer confirmed that investigations are currently taking place, should it be material fault the contractor will have to rectify at their expense. · Mr Skellett thanked the Officers for the work on Bluehouse Lane, but wished ask if more resources could be used to for pot holes. The Officer advised this is carried out by the central team who are prioritising the works. · It was commented if the confirmation of reporting a pot hole from Surrey Highways could include the detail, such as the road name. The Officer confirmed this comment would be given to the contact centre. · Mrs Marks asked for the urgency of the figures for the crossing on Harestone Valley Road so contact could be made with the school. · The Officer explained that Project Horizon is a Countywide major maintenance project to improve the road surfaces of roads in Surrey. Approximately 1000 roads across the County will be improved it is estimated that 100-120 to be within Tandridge District. The works will commence once the report is approved by Cabinet in March. · Mrs Marks thanked the Highways team for their work on the action day in Whyteleafe, thanks also given to the Chairman of the local football club who allowed forthe car park to be used during the day.
The Local Committee (Tandridge)
(i) NOTED the report for information; and
(ii) AGREED that the proposal to improve the junction of Westhall Road/Narrow Lane/Westhall Park, Warlingham is not progressed at the current time.
Reason for decision
The Committee were happy to note for information and agreed that as Westhall Road was not considered high priority at this time due to the cost and a good accident record that it should not progress at this time. |
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HIGHWAYS FORWARD PROGRAMME 2013/14 - 2014/15
To approve the programme of works for 2013/14 - 2014/15 and allocate the Local Committee’s delegated budget for capital, revenue and Community Enhancement funding. Additional documents: Decision: The Local Committee (Tandridge)
ITS Capital Improvement Schemes (i) APPROVED the list of Integrated Transport Schemes for 2013/14 and 2014/15 given in Annex A and agree that further schemes can be added to the list during the year, subject to formal Local Committee approval and funding being allocated; (ii) AGREED that the Integrated Transport Schemes allocation for Tandridge is used to progress the new schemes as set out in Annex A; (iii) AGREED to authorise the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the relevant local divisional Member to progress any scheme from the agreed Integrated Transport Schemes programme for 2013/14, including consultation and statutory advertisement that may be required under the Road Traffic Regulation Act 1984, for completion of those schemes; (iv) AGREED that where the Local Committee Chairman, Vice-Chairman, relevant local divisional Member and Area Team Manager agree that an Integrated Transport Scheme should not progress for any reason, a report be submitted to the next formal meeting of the Local Committee for resolution; (v) AGREED to authorise that the Area Team Manager, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire money between the schemes listed in Annex A, if required; ITS Capital Maintenance Schemes (vi) APPROVED the Integrated Transport Schemes allocation for capital maintenance be divided equitably between County Councillors to treat roads to be agreed by the Area Team Manager in consultation with the Local Committee Chairman, Vice-Chairman and the local divisional Members; Revenue Maintenance (vii) AGREED to authorise the Area Maintenance Engineer, in consultation with the Local Committee Chairman, Vice-Chairman and relevant local divisional Member, to use £100,000 of the revenue maintenance budget for 2013/14 as detailed in Table 2 of this report; (viii) AGREED to authorise that the Area Maintenance Engineer, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire the revenue maintenance budget between the headings detailed in Table 2 of this report, with the exception of the Highways Localism Initiative heading, if required; (ix) AGREED that the £5,000 per County Councillor allocated from the revenue maintenance budget for Highways Localism Initiative works , if not distributed to the Parishes by the end of November 2013, revert to the relevant Members Community Enhancement allocation; (x) AGREED to authorise the additional revenue maintenance budget for 2013/14 be used to fund a revenue maintenance gang in Tandridge and to carry out drainage works, with any balance used to carry out works identified by the Area Maintenance Engineer, in consultation with the Local Committee Chairman, Vice-Chairman and relevant local divisional Member; Community Enhancement (xi) AGREED that the Community Enhancement Funding is devolved to each County Councillor based on an equitable allocation of £5,000 per division; and (xii) AGREED that Members should contact the Area Maintenance Engineer to discuss their specific requirements with regard to their Community Enhancement allocation and arrange for the work activities to be managed by the Area Maintenance Engineer on their behalf.
Reason for decision
The Committee have worked with officers ... view the full decision text for item 78/13 Minutes: The Area Highways Manager presented the report.
The following comments were raised:
· The Officer confirmed that the Highways team have been working with Members to consider a 2 year programme for schemes. · Mr Orrick confirmed that the Parish Council have agreed to make a contribution for the crossing on Whyteleafe Road, Caterham. · Mr Skellett informed the Committee that the reports will come to Committee but the virement rights are extremely useful to allow the Chair and Vice Chairman to act immediately to local need, for example extra gulley clearance.
The Local Committee (Tandridge)
ITS Capital Improvement Schemes (i) APPROVED the list of Integrated Transport Schemes for 2013/14 and 2014/15 given in Annex A and agree that further schemes can be added to the list during the year, subject to formal Local Committee approval and funding being allocated; (ii) AGREED that the Integrated Transport Schemes allocation for Tandridge is used to progress the new schemes as set out in Annex A; (iii) AGREED to authorise the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the relevant local divisional Member to progress any scheme from the agreed Integrated Transport Schemes programme for 2013/14, including consultation and statutory advertisement that may be required under the Road Traffic Regulation Act 1984, for completion of those schemes; (iv) AGREED that where the Local Committee Chairman, Vice-Chairman, relevant local divisional Member and Area Team Manager agree that an Integrated Transport Scheme should not progress for any reason, a report be submitted to the next formal meeting of the Local Committee for resolution; (v) AGREED to authorise that the Area Team Manager, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire money between the schemes listed in Annex A, if required; ITS Capital Maintenance Schemes (vi) APPROVED the Integrated Transport Schemes allocation for capital maintenance be divided equitably between County Councillors to treat roads to be agreed by the Area Team Manager in consultation with the Local Committee Chairman, Vice-Chairman and the local divisional Members; Revenue Maintenance (vii) AGREED to authorise the Area Maintenance Engineer, in consultation with the Local Committee Chairman, Vice-Chairman and relevant local divisional Member, to use £100,000 of the revenue maintenance budget for 2013/14 as detailed in Table 2 of this report; (viii) AGREED to authorise that the Area Maintenance Engineer, in consultation with the Local Committee Chairman and Vice-Chairman, be able to vire the revenue maintenance budget between the headings detailed in Table 2 of this report, with the exception of the Highways Localism Initiative heading, if required; (ix) AGREED that the £5,000 per County Councillor allocated from the revenue maintenance budget for Highways Localism Initiative works , if not distributed to the Parishes by the end of November 2013, revert to the relevant Members Community Enhancement allocation; (x) AGREED to authorise the additional revenue maintenance budget for 2013/14 be used to fund a revenue maintenance gang in Tandridge and to carry out drainage works, with any balance used to carry out works identified by the ... view the full minutes text for item 78/13 |