OUTWOOD

06/07/2022

OUTWOOD PARISH COUNCIL

C/O 2 Dirty Lane, Ashurst Wood, West Sussex RH19 3RY

Tel:  01342 629165 ~ Email: parish.clerk@outwood.org

Minutes of the meeting of Outwood Parish Council held on 6th July 2022 in the Church Rooms, Wasp Green Lane at 7.30pm

PRESENT:                             Cllrs. J Howard (Chair), N Wyer (Vice Chair), B Gosling, M Baldock, R Yeldham

IN ATTENDANCE:              District Cllr. S Farr

ALSO PRESENT:                 Mr N Shaw

APOLOGIES:                       District Cllr. Gillman, County Cllr. C Farr

It was Noted that Mr Nicholas Attar who was due to speak on the Outwood Windmill was not present

06/0534                MINUTES OF THE PREVIOUS MEETING 

    1. To approve the Minutes of the meeting held on 1st June 2022

These were proposed for acceptance, seconded, and signed a true record                      RESOLVED

    1. Matters Arising - not covered elsewhere on the agenda

None

06/0535                DECLARATIONS OF INTEREST

None

06/0535                RETROSPECTIVE APPROVAL OF PRECEPT LEVIED ON TANDRIDGE DISTRICT COUCIL FOR THE FINANCIAL YEAR 2022/23

It was proposed by Cllr. Wyer and seconded by Cllr. Howard that the precept of £19,300 levied on Tandridge district council on 16th January 2022 be approved.                                                           RESOLVED

06/0536                COUNTY COUNCILLOR’S REPORT

A report from Cllr C Farr was read out:

  • The County Deal discussions are still ongoing but should be concluded by 2023.  The current discussions centre round Tier 2, but this may change upon consultation                          NOTED

06/0536                DISTRICT COUNCILLORS' REPORTS

It was reported that financial help is being made available towards the cost of living crisis through the Tandridge Household Support Fund.  Residents can apply online:

  • 16-65 can apply for £300 in food vouchers
  • 66+ can apply for £150 in food vouchers

This is in addition to the Council Tax rebate                                                                                          NOTED

06/0537                NATIONAL TRUST

Cllr Baldock reported as follows:

  • Flailing is currently being carried out
  • Bramble is being cut back round the pond
  • The Ash die back survey will be carried out by an outside contractor.                        NOTED

06/0538                PLANNING APPLICATIONS

None received to date

  1. To consider situations at Sawmills Site, and Green Lane, RH1 5QP (letter from resident)  - it was NOTED that there was a  lot of traffic (Skip) movement around a field to the north of Green Lane and that it will be monitored. The Council was also copied in on a letter to TDC Planning regarding the out of hours noise at Sawmills
  2. To consider Rydon Homes application in Smallfield  There has been no formal application in respect of the redevelopment of three sites in neighbouring Smallfield.  It was NOTED there was a first round of public consultation carried out in March and that the second round will take place on 14th and 16th July. 

06/0539                DEFIBRILLATOR

To appoint local Guardian: it was considered important that someone who lived near the Lloyd Hall, or used it on a weekly basis, be asked to monitor the Defibrillator and carry out the necessary checks, including replacing the pads.                                                                                                                  AGREED

The Clerk to order additional pads

06/0540                MUGA/WELLS FIELD

Daysey’s Hill verge has been cut and the hedges in Wells field will be cut back after the nesting season.  James Wells to be asked to cut the Dayseys Hill verge and Wells Field hedge in the autumn.

06/0541                TRAINING

Cllr. Howard reported that she had taken part in the online meeting.  The report had been circulated. She pointed out the concern over future pothole repairs and verge cutting if most councils signed up to the devolved option.                                                                                                                                        NOTED

06/0542                PLATINUM JUBILEE

Cllr. Gosling updated members on the costs, as follows:

        Income                 £2,337.76

        Expenditure       £1,170.08

                                        £1,167.68 – to be repaid to Lloyd Hall Committee

The events cost the Parish Council £332.33                                                                                    NOTED

Members expressed their satisfaction at the Jubilee Weekend’s events and thanked Cllr. Gosling for his efforts.                                                                                                                                        AGREED

06/0543                PARKING ON DAYSEYS HILL PROTECTED VERGE

It was reported that all the activities were carried out within the Licensing terms and were being closely regulated.                                                                                                                                                NOTED

06/0544                LAW AND ORDER

    • Police – nothing to report
    • Neighbourhood Watch – nothing to report
    • Speedwatch – It was NOTED that volunteers were still being sought to carry on with this project

06/0545                REPORTS

    • Highways – Nothing to report
    • Lloyd Hall – Nothing to report
    • Aviation and Transport – Nothing to report
    • Community Matters –
      1. Cllr Yeldham expressed her concern over the amount of time taken to resolve the situation about the Compulsory Purchase Order of additional land for the burial ground at the Churchyard.   Cllr. S Farr agreed to investigate this matter at Tandridge District Council.    NOTED
      2. A resident is seeking permission to install a memorial bench on the Common
      3. A Grant maybe available for Health & Wellbeing support from TDC. NOTED
      4. A litter pick was agreed to take place on Sunday September 18th 2pm.                                                                                        NOTED
      5. Sustainable Outwood – it was reported the project has stalled due to lack of viability and enthusiasm, and the sub-committee would be wound up.                                                                                NOTED

06/0546                VILLAGE SHOW

This will be held on 3rd September.  The Council will have a stall and will raise awareness on:

  • The restoration of the Windmill sails.  To this end, Members were aware of the importance of identifying the owner/s of the Windmill.  Tandridge DC to be asked, if not the Land Registry would be consulted.                                                                                                               AGREED
  • The Litter Pick
  • Cllr. Howard asked Member’s support for the provision of some tree ‘whips’ to offer residents to plant as part of the Queen’s Jubilee ‘Green Canopy’ project.                  AGREED

06/0547                POLICIES AND PROCEDURES

The following policies and procedures were proposed by Cllr Yeldham and seconded by Cllr Baldock

    1. To adopt Standing Orders – circulated in advance
    2. To adopt Disciplinary and Grievance Procedures – circulated in advance
    3. To adopt Risk Assessment Policy – circulated in advance
    4. To adopt Financial Risk Assessment Policy – circulated in advance
    5. To adopt Scheme of Delegation – circulated in advance

RESOLVED

06/0548                FINANCE

    1. To approve List of Payments

The following list of payments were AGREED by members.  Invoices were initialled and relevant cheques signed.

PAYMENTS JULY 22

CHQ NO

 TOTAL

 VAT

Cllr. B Gosling - Jubilee costs

1105

     543.00

 Richard Pollard - Jubilee Costs

1106

220.58

P Hewett- Jubilee Costs

1107

  33.82

      5.64

Wyer Works - Jubilee Bench

1109

450.00

R Rudin

                   Salary - May                                             £312.80 

                   Salary -  June                                            £312.80

                   Expenses - Stationery/office supplies  £90.16

      15.03

                                          Postage                               £  3.21

                                          Mileage   44 x .45p           £19.80

                                          Total                                   £739.40

   739.40

Cllr. J Howard - Fee for  statutory declaration T/Trail

       7.65

Cllr. J Howard – NT legal fees for Lease for T/Trail

TOTAL

       400.00

 £2,394.45

  

 20.67

                                                                                                                                                                RESOLVED

    1. NT Trim Trail contract and charges  - The lease has been signed and completed   NOTED
    2. To approve transfer of Council’s Finances to Unity Trust Bank  -  This will be undertaken now that the final year end accounts have been completed                                                               NOTED
    3. To approve use of RBS Accounting Package –  This has been uploaded on to the council’s laptop,  Now that the final accounts have been completed, the figures can be populated into the system.  Training for the clerk has been arranged for 21st July                           NOTED
    4. To note report from Farsight Consulting and accept recommendations going forward – Members decided that this report and its conclusions needed more examination and would be dealt with at a future meeting.                                                                                   AGREED

06/0549                TO APPROVE YEAR END ACCOUNTS AND APPROVE AGAR

The Clerk reported that the historical financial records of the Council had been inadequate and that the services of an accountant had been necessary to pull them together to produce the Year End Accounts required for the external audit. It was also reported that there may be some loss incurred to the Council if the entire backlog of VAT payments cannot be reclaimed due to the time lapse.  This work had cost the Council in the order of £600.  Going forward all the correct procedures would be put in place

The Clerk presented Members with the Annual Governance and Accountability Return – reading out aloud all the Statements.

  1. Internal Audit Report: This was NOTED by the Council and the fact that it had been signed by the clerk and the Internal Auditor
  2. The Annual Governance Statement: - Members AGREED with the statements
  3. The Accounting Statements: The figures as reported were AGREED by Members and the Chair signed the statement along with the Clerk.

RESOLVED

O6/0550               AGENDA ITEMS FOR NEXT MEETING

None

06/0551                DATE OF NEXT MEETING

7th September 2022

The meeting was concluded at 9.30pm

Signed:……………………………………………………                                              Date:………………………………….

CHAIR