Agenda, decisions and minutes

Tandridge Local Committee
Friday, 13 December 2013 10.15 am

Venue: Tandridge District Council Offices, Station Road East, Oxted, Surrey, RH8 0BT

Contact: Michelle Starr, Community Partnership and Committee Officer  Tandridge District Council Offices, Station Road East, Oxted, Surrey, RH8 0BT

Items
No. Item

31/13

APOLOGIES FOR ABSENCE

32/13

MINUTES OF PREVIOUS MEETING pdf icon PDF 56 KB

33/13

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:

    None received.

34/13

PETITIONS

    To receive any petitions in accordance with Standing Order 68. Notice should be given in writing or by email to the Community Partnership and Committee Officer at least 14 days before the meeting. Alternatively, the petition can be submitted on-line through Surrey County Council’s e-petitions website as long as the minimum number of signatures (30) has been reached 14 days before the meeting.

     

    None received before deadline.

    Minutes:

    None received.

35/13

FORMAL PUBLIC QUESTIONS pdf icon PDF 27 KB

36/13

MEMBERS QUESTIONS pdf icon PDF 29 KB

    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.

     

    Two questions received.

    Minutes:

    Two formal Member questions were received. Written responses are attached to the minutes as Appendix B.

     

    Mr Nick Skellett requested an update on Grants Bridge Lane, Oxted.

     

    Mrs Sally Marks requested an update on the alleged footpath between Nethern Court Road and Southfields Road, Woldingham.

     

    [Mrs Marks asked a supplementary question; she wished to know what could be done in future to speed up requests such as this, and when there will be a further update. The question has been sent to the relevant officer for a response.

     

    Mr Skellett asked an additional question on behalf of Tandridge Parish Council regarding the possibility of including Tandridge Lane (south of Crowhurst Lane End) as a Priority One Gritting Route. The question has been sent to the relevant officer for a response.]

37/13

MEMBERS ALLOCATIONS SUMMARY [FOR INFORMATION ONLY] pdf icon PDF 39 KB

    Surrey County Council Councillors receive funding to spend on local projects that help to promote social, economic or environmental well-being in the neighbourhoods and communities of Surrey. This funding is known as Members’ Allocation.

     

    For the financial year 2013/14 the County Council has allocated £12,876revenue funding to each County Councillor and £35,000 capital funding to each Local Committee. This report provides an update on the projects that have been funded since May 2013 to date.

     

    Report and Annex 1 attached

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Sandra Brown, Community Partnerships Team Leader (East)

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

     

    ·         Members were reminded that all proposals must be received by February 2014 so that the Community Partnerships team can process them in a timely manner.

     

    ·         Members expressed reservations regarding the Home to School Transport consultation proposal supported by Mr Michael Sydney as they did not feel that it was in keeping with the spirit of Member Allocations. The Community Partnerships Team Leader reported that consultations with officers regarding this project were still ongoing.

     

    ·         Members discussed projects they were supporting with their Member Allocations.

     

    ·         Members thanked the Community Partnerships Team for the improvements and speed of processing of bids.

     

    Resolution:

    The Committee NOTED the amounts that have been spent from the Members’ Allocation (revenue) and Local Committee capital budgets, as set out in Annex 1 of the report submitted.

38/13

TANDRIDGE ON STREET PARKING REVIEW 2013/14 [EXECUTIVE FUNCTION] pdf icon PDF 61 KB

    Each year Surrey Highways receives requests to change existing or introduce new parking restrictions. These requests are compiled and reviewed in a district wide process.

     

    To progress the 2013/14 review the committee is asked to approve statutory consultation for changes to on-street parking restrictions at the locations listed in the report annexes.

     

    Report and Annexes 1 – 8 attached

     

    Additional documents:

    Decision:

    The Committee AGREED:

     

    (i)        The proposals in Annexes 1 to 7 to the report submitted.

     

    (ii)       That if necessary, adjustments can be made to the proposals agreed at the meeting  by the Parking Team Manager in consultation with the Chairman, Vice-Chairman and local Member prior to statutory consultation.

     

    (iii)      The intention of the County Council to make Traffic Regulation Orders under the relevant parts of the Road Traffic Regulation Act 1984 to impose the waiting and on street parking restrictions in Tandridge as shown in the Annexes to the report submitted (and as subsequently modified by ii) is advertised and that if no objections are maintained, the Order is made.

     

    (iv)      That if there are unresolved objections, they will be dealt with in accordance with the county council’s scheme of delegation by the parking strategy and implementation team manager, in consultation with the Chairman/Vice-Chairman of this Committee and the appropriate county councillor.

     

    (v)       That if necessary the Parking Team Manager will report the objections back to the local committee for resolution.

     

    (vi)      To allocate funding of £15,000 in 2014/15 to implement the parking amendments.

     

    (vii)    That the locations identified during the Committee’s debate* be reassessed by the Parking Team Manager and adjusted as necessary in consultation with the Chairman, Vice-Chairman and relevant divisional Member(s).

     

    (viii)   That all future changes to any new parking arrangements in the Tandridge district area should allow a period of seven days where no enforcement tickets should be issued. In place of an enforcement ticket during this period, a letter should be sent to the vehicle owner advising them of the new parking arrangements and the date from which they will begin to be enforced.

     

    *Town End (Caterham Hill); Longmead Close junction with Macauley Road (Caterham Hill); Coulsdon Road (Caterham Hill); Oakley Road (Warlingham); Farleigh Road (Warlingham); Limpsfield Road (Warlingham); Tithepit Shaw Lane (Warlingham); Church Road (Warlingham); Church Road, Whyteleafe (Caterham Valley); Commonwealth Road (Caterham Valley); Brassey Road (Oxted); Detillens Lane (Oxted); Snatts Hill (Oxted); Limpsfield High Street (Oxted); Hurst Green Road (Oxted)

     

    REASONS:

     

    Changes to the highway network, the built environment and society mean that parking behaviour changes and consequently it is necessary for a Highway Authority to carry out regular reviews of waiting and parking restrictions on the highway network.

     

    It is recommended that the waiting restrictions in this report are progressed as they will help to: improve road safety; increase access for emergency vehicles; improve access to shops, facilities and businesses; increase access for refuse vehicles and service vehicles; ease traffic congestion; better regulate parking.

     

    To ensure that additional locations identified by Members and residents are included in the statutory consultation.

     

    To ensure that members of the public are made aware of the new and/or revised parking arrangements once they have been implemented.

     

     

    Minutes:

    Declarations of Interest: None

     

    Officers attending: David Curl, Parking Strategy and Implementation Team Manager, and Adrian Harris, Assistant Engineer

     

    Petitions, Public Questions, Statements:

     

    Questions in relation to the On Street Parking Review from the public audience were invited in this section:

     

    ·         A question was received from a member of the public (Cllr Eithne Webster) on behalf of the residents association, residents of Cedar Court and four neighbouring homes, regarding Coulsdon Road, Caterham Hill.
    The residents suffer from displaced parking and the parking review suggests the removal of 3-4 parking bays here, which would make parking near their homes impossible, therefore the question asked was whether this could be removed from the review. The Parking Strategy and Implementation Team Manager responded that the item was initially added to the parking review as it was requested by these residents; however they agreed to remove the item which was supported by Mr John Orrick, Caterham Hill Division.

     

    ·         A question was received from a member of the public (Cllr Chris D’Avray) on behalf of Lingfield Parish Council and residents regarding Station Road, Lingfield. Concerns were raised regarding the full years monitoring of side roads from Station Road however not of Station Road itself where the concern is that commuters will be using this road for parking. Cllr D'Avray asked for further restrictions, due to the poor use of existing car park spaces with a view that residents will then fill all spaces and those coming from outside of the County (for cheaper commuter fares) will be deterred. A request therefore has been made for Surrey County Council to write to Meteor in order to offer a reduction for season ticket holders to use the car parking spaces. Members agreed that the request would be shared with Mr Sydney to pursue and that more engagement with Network Rail was required.

     

    ·         A question was received from a member of the public (Cllr Jill Caudle) on behalf of Caterham Valley Parish Council regarding Commonwealth Road:
    On Commonwealth Road, numbers 24 – 44 and the proposed removal of parking outside which was part of a previous parking review undertaken in 2010. They would like this removed from the parking review as they believe the visibility to be of no concern. On Commonwealth Road, numbers 58 – 68; would like removal of parking here instead were the road is narrower and visibility is poor. On Commonwealth Road, numbers 18 – 44 were also part of the 2010 parking review and it was previously decided that parking enforcement can control persons parking across dropped curbs therefore there is no need to now implement a double yellow line.

     

    ·         A question was received from a member of the public (Cllr Simon Morrow) on behalf of Warlingham Parish Council regarding:  Searchwood Road – he agreed with the double yellow lines however would like to complete the line on the left hand side of the road in order to avoid a corridor of cars parking on (in some places, non existent)  ...  view the full minutes text for item 38/13

39/13

TANDRIDGE FREIGHT REVIEW (FOR INFORMATION ONLY) pdf icon PDF 120 KB

    An information report on HGV problems and opportunities was presented to the committee on 1 March 2013. This report outlined Surrey County Council’s general approach to freight issues and the range of potential measures available for addressing these issues.

     

    Members requested that a more specific review of freight related issues across the whole of the Tandridge district be carried out in consultation with all its Parish Councils.

     

    Consultations with Parish Council have taken place and issues raised investigated. Some consultations are still ongoing and it is intended that these will continue in order to resolve problems.

     

    The report also covers wider traffic issues, such as the M25 works, which are currently impacting on local roads.

     

    This report brings these consultations on local issues together with other proposals aimed at reducing congestion on the wider road network which are expected to relieve the impact of HGVs on local roads.

     

    Report and Annexes A – C attached

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Peter Hitchings, Transport Policy Team Manager

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

     

    ·         Members agreed that much of the problems falls with SatNav errors and diversions from major roads however that much of the congestion also resulted from drivers with local knowledge using shortcuts, drivers ignoring HGV signs and was not necessarily solely from those diverting from the M25 as inferred in the report.

     

    ·         Members agreed a reporting mechanism was required in order to report SatNav errors and asked the officer to circulate the link for reporting these.

     

    ·         Members agreed the paper and maps required strengthening, as although all parishes had been consulted, not all had reported back with problems (in particular the North of the District which was not represented). The chair asked for the officer to report back to the Local Committee on the ongoing review in the next formal Local Committee in March 2014, when all parishes in the District will have been re-engaged with again.

     

    ·         Members agreed to help in the engagement of parishes should the officer require it.

     

    Resolution:

     

    The Committee:

     

    (i)            NOTED the progress of the Highways Agency’s M25 and A23 projects and their potential to reduce HGV impacts on local roads.

     

    (ii)           NOTED the proposed A22 and A25 route corridor improvements and their potential to reduce HGV impacts on local communities.

     

    (iii)          NOTED the overall approach of the Tandridge Freight Review so far and the further development of local solutions identified through consultations with Parish Councils and local Members.

     

    (iv)         REQUESTED that officers provide Parish Councils and local Members with a mechanism for reporting issues to Satnav companies.

40/13

SUCCOMBS HILL & BUG HILL, WARLINGHAM WIDTH RESTRICTION ORDERS (EXECUTIVE DECISION) pdf icon PDF 46 KB

    Warlingham Parish Council has raised concerns with the local Divisional Member for Warlingham about the use of Succombs Hill and Bug Hill by Heavy Goods Vehicles (HGVs) in contravention of the existing width restriction orders.

     

    Both Succombs Hill and Bug Hill are the subject of width restriction orders which restrict their use by vehicles wider than 6'6".  The orders provide exemption for access to allow properties to receive deliveries etc.  The existing signing of Succombs Hill does not reflect the width restriction order meaning that the restriction cannot currently be enforced by the police.  There are inadequate arrangements in place to enable southbound HGVs to avoid the existing width restriction in Bug Hill.

     

    This report seeks approval to put the necessary width restriction orders in place to restrict the width of vehicles using Succombs Hill and Bug Hill, extending the existing restriction to include three additional roads.

     

    Report and Annexes 1 and 2 attached

    Additional documents:

    Decision:

    The Committee AGREED:

     

    (i)    To prohibit vehicles wider than 6’6” from using the roads shown in Annexes 1 and 2 to the report submitted, except for access;

    (ii)  To authorise the advertisement of a notice in accordance with the Road Traffic Regulation Act 1984, the effect of which will be to prohibit vehicles wider than 6’6” from using the roads shown in Annexes 1 and 2 to the report submitted, except for access and subject to no objections being upheld, the Order be made; and

    (iii) To authorise delegation of authority to the Area Team Manager in consultation with the Local Committee Chairman and Vice-Chairman and the local Divisional Member to resolve any objections received in connection with the proposals.

    REASONS:

    To provide improved arrangements for the routing of HGVs between the A22 and Warlingham.

     

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Anita Guy, Senior Engineer and Philippa Gates, Assistant Engineer, South East Area Team, Surrey Highways

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

     

    ·         Mr David Hodge thanked the officers for their report and recommendations, which would be helpful going forward.

     

    Resolution:

     

    The Committee AGREED:

     

    (i)    To prohibit vehicles wider than 6’6” from using the roads shown in Annexes 1 and 2 to the report submitted, except for access;

    (ii)  To authorise the advertisement of a notice in accordance with the Road Traffic Regulation Act 1984, the effect of which will be to prohibit vehicles wider than 6’6” from using the roads shown in Annexes 1 and 2 to the report submitted, except for access and subject to no objections being upheld, the Order be made; and

    (iii) To authorise delegation of authority to the Area Team Manager in consultation with the Local Committee Chairman and Vice-Chairman and the local Divisional Member to resolve any objections received in connection with the proposals.

41/13

HIGHWAYS SCHEMES UPDATE (FOR INFORMATION ONLY) pdf icon PDF 82 KB

    At the 1 March 2013 Local Committee, Members agreed a programme of revenue and capital highway works in Tandridge.  Delegated Authority was given to enable the forward programme to be progressed without the need to bring further reports to the Local Committee for decision.  This report sets out recent progress.

     

    Report attached

    Minutes:

    Resolution:

     

    The Committee NOTED the report for information.

     

42/13

HIGHWAYS FORWARD PROGRAMME 2014/15 - 2015/16 (EXECUTIVE FUNCTION) pdf icon PDF 57 KB

    This report seeks approval of a programme of highway works for Tandridge funded from the Local Committee’s delegated capital, revenue and Community Enhancement budgets.

     

    Report and Annex 1 attached

    Additional documents:

    Decision:

    The Committee:

     

    (i)       NOTED that it has been assumed that the Local Committee’s devolved highways budget for capital, revenue and Community Enhancement works for 2014/15 remains the same as for 2013/14, at £648,586.

    (ii)      AUTHORISED that the Area Team Manager, in consultation with the Local Committee Chairman and Vice-Chairman be able to amend the programme should the devolved budget vary from this amount.

    (iii)     AGREED that the capital improvement schemes allocation for Tandridge be used to progress the Integrated Transport Schemes programme set out in Annex 1 to the report submitted.

    (iv)    AUTHORISED the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the relevant local divisional Member to progress any scheme from the Integrated Transport Schemes programme for the period 2014/15 to 2016/17, including consultation and statutory advertisement that may be required under the Road Traffic Regulation Act 1984, for completion of those schemes.

    (v)     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.

    (vi)    AGREED that £120,000 of the capital maintenance schemes allocation for Tandridge be used to supplement the Integrated Transport Schemes budget to enable the delivery of the programme set out in Annex 1 to the report submitted.

    (vii)   AGREED that the remaining capital maintenance schemes allocation for Tandridge be divided equitably between County Councillors to carry out Local Structural Repair, and that the schemes to be progressed be agreed by the Area Team Manager in consultation with the Local Committee Chairman, Vice-Chairman and local divisional Members.

    (viii)  AUTHORISED that 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 for the period 2014/15 to 2016/17, if required.

    (ix)    AUTHORISED 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 2014/15 as detailed in Table 2 of the report submitted.

    (x)     AGREED that if the £5,000 per County Councillor allocated for Highways Localism Initiative works is not distributed by the end of November 2014, the monies revert to the relevant Member’s Community Enhancement allocation.

    (xi)    AGREED that the remaining £152,110 of the revenue maintenance budget be used to fund a revenue maintenance gang in Tandridge and to carry out other minor works identified by the Area Maintenance Engineer, in consultation with the Local Committee Chairman, Vice-Chairman and relevant local divisional Member.

    (xii)   AUTHORISED 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 identified work headings in Table 2 of the report submitted, with the exception of the Localism Initiative funding, for the period 2014/15 to 2016/17.

    (xiii)  AGREED that the Community Enhancement Funding is devolved to each County Councillor based  ...  view the full decision text for item 42/13

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Anita Guy, Senior Engineer and Philippa Gates, Assistant Engineer, South East Area Team, Surrey Highways

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

     

    ·         Members reported their concerns regarding the large cost of advertising changes and questioned the necessity of advertising in the local press. Mr Hodge responded that he had made representation to the Secretary of State to agree a deal with the newspapers for next year.

     

    Resolution:

     

    The Committee:

     

    (i)       NOTED that it has been assumed that the Local Committee’s devolved highways budget for capital, revenue and Community Enhancement works for 2014/15 remains the same as for 2013/14, at £648,586.

    (ii)      AUTHORISED that the Area Team Manager, in consultation with the Local Committee Chairman and Vice-Chairman be able to amend the programme should the devolved budget vary from this amount.

    (iii)     AGREED that the capital improvement schemes allocation for Tandridge be used to progress the Integrated Transport Schemes programme set out in Annex 1 to the report submitted.

    (iv)    AUTHORISED the Local Committee Chairman, Vice-Chairman and Area Team Manager, together with the relevant local divisional Member to progress any scheme from the Integrated Transport Schemes programme for the period 2014/15 to 2016/17, including consultation and statutory advertisement that may be required under the Road Traffic Regulation Act 1984, for completion of those schemes.

    (v)     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.

    (vi)    AGREED that £120,000 of the capital maintenance schemes allocation for Tandridge be used to supplement the Integrated Transport Schemes budget to enable the delivery of the programme set out in Annex 1 to the report submitted.

    (vii)   AGREED that the remaining capital maintenance schemes allocation for Tandridge be divided equitably between County Councillors to carry out Local Structural Repair, and that the schemes to be progressed be agreed by the Area Team Manager in consultation with the Local Committee Chairman, Vice-Chairman and local divisional Members.

    (viii)  AUTHORISED that 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 for the period 2014/15 to 2016/17, if required.

    (ix)    AUTHORISED 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 2014/15 as detailed in Table 2 of the report submitted.

    (x)     AGREED that if the £5,000 per County Councillor allocated for Highways Localism Initiative works is not distributed by the end of November 2014, the monies revert to the relevant Member’s Community Enhancement allocation.

    (xi)    AGREED that the remaining £152,110 of the revenue maintenance budget be used to fund a revenue maintenance gang in Tandridge and to carry out other minor works identified by the Area Maintenance Engineer, in  ...  view the full minutes text for item 42/13

43/13

SURREY FAMILY SUPPORT PROGRAMME (FOR INFORMATION ONLY) pdf icon PDF 147 KB

    This report contains an outline of the Surrey Family Support Programme’s implementation model and provides detail of the implementation and progress of the South East Family Support Team in Tandridge.

     

    Report attached

    Minutes:

    [This item was taken before item 12 at the request of the Vice-Chairman.]

     

    Declarations of Interest: None

     

    Officers attending: Sean Rafferty, Head of Family Services and Duane Kirkland, Supporting Families Team Leader

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

     

    ·         The Head of Family Services explained to members that 6 teams were in place across the county bringing local agencies together to work in a coordinated way with families with multiple needs. Families get 12 weeks (or more if required) of intensive support, in order to link them into services they are entitled to and to agree a single multi-agency family support plan. Each family then gets a team around them of Family support from a range of agencies for up to 12 months.

     

    ·         The Department for Communities and Local Government (DCLG) has stated that Surrey is currently the leading county in this initiative. Whilst the team is happy with this feedback they will be better able to confirm successes after a period of 12 months. Key to this will be whether the changes the families make are sustainable.

     

    ·         Tandridge is part of a Tri-Borough partnership with Mole Valley and Reigate and Banstead. The Service was extended to Tandridge in October so it is still very early days for Tandridge residents.

     

    ·         Tandridge has currently five referrals (four of which are active) however it is too early to share results, although the signs are positive.

     

    ·         Members raised concerns regarding whether the programme was sustainable and asked for an update in 12 months time along with a more relevant case study or scenario highlighting what progress had been made.

     

    ·         Members raised concerns regarding the number of low referrals however the officers clarified the referral processes and continued that they would welcome any suggested partners from members to approach regarding the scheme.

     

    ·         The officers explained to the committee that the target for Surrey was 1050 families to be turned around by May 2015 with an indicative target for Tandridge of 48 families. Local criteria have been added to the Government’s criteria for the national programme in order to make a better fit with Surrey families. (For example, in relation to being unemployed). It is hoped that the programme will be extended further in 2014 as part of Surrey’s participation in the Government’s Transforming Public Services Network. If this is the case the local criteria will be extended further to offer support to a wider number of families.
    Officers generally found that the families were keen to participate in the programme and only 30 (out of over 350 currently approached) have turned it down; however these families will be approached once more.

     

    ·         Members stated concerns regarding the diversion of resources from the non consenting families (who would likely be the most problematic) to those who have consented, thus leaving them more vulnerable. Officers responded that there had been no evidence of this thus far and that all families would be given the opportunity to change their minds to enter the programme.
    The  ...  view the full minutes text for item 43/13

Appendix A pdf icon PDF 41 KB

Appendix B pdf icon PDF 29 KB