Agenda and draft minutes

Local Spending Board - Cobham & Downside, Oxshott & Stoke D'Abernon
Thursday, 7th March, 2019 7.00 pm

Venue: Committee Rooms 1 & 2 - Civic Centre, High Street, Esher. View directions

Contact: Committee & Member Services: Miss. S. Ullah  Direct Line: 01372 474177 E-mail:  sullah@elmbridge.gov.uk

Items
No. Item

1/18

To Appoint a Chairman for the 2018/19 Municipal Year

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board appointed J. Browne as Chairman for the Municipal Year 2018/19.

 

2/18

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.

Minutes:

Whilst not a disclosable interest or any other interest under the Code of Conduct, M.J. Bennison wished that it be noted that he was the Surrey County Councillor for Hinchley Wood, Claygate and Oxshott.

 

In respect of the bid submitted by 1st Oxshott Scouts, whilst not a disclosable interest or any other interest under the Code of Conduct, O.T. Chappell wished that it be noted that his wife was helping the Scouts on a voluntary basis with the project.

 

In respect of the bid submitted by Elmbridge Borough Council, whilst not a disclosable interest or any other interest under the Code of Conduct, D.J. Lewis wished that it be noted that he was a Committee Member of the Friends of Oxshott Heath. In respect of the bids submitted by Stoke d’Abernon and District Residents’ Association (SDRA), whilst not a disclosable interest or any other interest under the Code of Conduct, he wished that it be noted that he was a member of the SDRA and that he was also a member of the Defibrillator Emergency Response Team. In respect of the bids submitted by The Royal Kent Church of England Primary School (RKS), whilst not a disclosable interest or any other interest under the Code of Conduct, he wished that it be noted that he was a former parent and former member of the Parent-Teacher Association (PTA) of the RKS. In respect of the bid submitted by 1st Oxshott Scouts whilst not a disclosable interest or any other interest under the Code of Conduct, he wished that it be noted that he was a former parent of both Oxshott Scouts & Guides and a former member of the Executive Committee of Oxshott Scouts.

 

In respect of the bid submitted by St Andrew’s Church, whilst not a disclosable interest or any other interest under the Code of Conduct, Mrs D.M. Mitchell wished that it be noted that she was a member of St Andrew’s Church, Cobham.

 

3/18

Minutes of the Meeting held on 28 February 2018 pdf icon PDF 157 KB

Minutes:

The Minutes of the Meeting of the Cobham & Downside, Oxshott & Stoke d’Abernon Local Spending Board held on 28 February were agreed as a correct record and signed by the Chairman.

4/18

Chairman's Opening Remarks

Minutes:

The Chairman wished that it be noted that Surrey County Councillor M. Lewis had sent her apologies.

 

The Chairman asked the Infrastructure Delivery Co-Ordinator to provide Members with an update on the applications that had received Community Infrastructure Levy (CIL) funding from the Board in the 2017/18 Municipal Year.

 

The Chairman clarified that there was £354,243.93 available for the settlement area of Cobham & Downside, Oxshott & Stoke d’Abernon to spend on local infrastructure improvements and if Members were minded, the Board could fund the applications in full; part fund or not fund at all.

 

The Chairman also asked the applicants to present their respective application in a timely manner, given the amount of applications that had been received.

 

Matters of Report

5/18

Cobham, Oxshott, Stoke D'Abernon & Downside Local Spending Board Report pdf icon PDF 132 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board considered a report that summarised the 12 applications received by the Council which sought Community Infrastructure Levy (CIL) funds: 

 

·         Elmbridge Borough Council, which was seeking £130,748.92. The application was in respect of funding towards protecting and enhancing the biodiversity and infrastructure within Oxshott Heath.

 

·         Stoke d’Abernon and District Residents’ Association, which was seeking £373. The application was in respect of funding towards upgrading a replacement battery pack and electrode pads for the Community Public Access Defibrillator.

 

·         Stoke d’Abernon and District Residents’ Association, which was seeking £1,599 to remove tree stumps on the grass verges on Tilt Road and planting nine replacement trees.

 

·         Stoke d’Abernon and District Residents’ Association, which was seeking £2,748 to resurface and improve the footpath on Tilt Road between Bray Road and Tilt Close.

 

·         The Royal Kent Church of England Primary School, which was seeking £9,200. The application was in respect of installing a resin bound rubberised mulch around the roots of the protected Horse Chestnut Trees at the edge of the newly installed Multi Usage Games Area.

 

·         The Royal Kent Church of England Primary School, which was seeking £60,000 to renovate the main hall of the school.

 

·         Cobham Rugby & Sports Association and Cobham Free School, which was seeking £110,076. The application was in respect of installing finishing fixtures to the artificial grass pitch. Following the receipt of funding from the London Marathon Trust, the meeting was updated that the CIL funding sought for this work had been amended to £20,000.

 

·         St Andrew’s Church, which was seeking £31,667. The application was in respect of funding towards resurfacing and relining the car park adjacent to Churchgate House Centre. Following receipt of quotations, the meeting was updated that the CIL funding sought for this work had been amended to £12,000.

 

·         Oxshott Guides, which was seeking £293,000 to build a new Guide Hut facility that would be shared with the Oxshott Scouts.

 

·         Oxshott Scouts, which was seeking £292,788.50 to build a new Guide Hut facility that would be shared with the Oxshott Guides.

 

·         Cobham Allotment Association, which was seeking £5,000. The application was in respect of funding towards a feasibility study for a pedestrian crossing point between Hollyhedge Road car park and Leg O’ Mutton Field.

 

·         Maori Oxshott Cricket Club, which was seeking £20,000. The application was in respect of funding towards installing a fully accessible toilet, shower and private changing area within the clubhouse.

 

5/18(a)

Appendix A - Elmbridge Borough Council - Oxshott Heath Management Project pdf icon PDF 180 KB

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed H. White, the Council’s Countryside Officer to the meeting. The Countryside Officer presented the application and provided Members with background information in respect of the project. This involved increasing the Countryside Ranger Team, carrying out improvements to the paths and horseride network across Oxshott Heath.

 

It was noted that the application requested funding for staff costs. The Head of Planning Services clarified that CIL funding could only be spent on capital projects and not used for revenue purposes.

 

On consideration of the application, the Local Spending Board

 

Resolved that £20,000 be awarded to the Oxshott Heath Management Project. Allocation of this funding to be used exclusively for improving / replacing bridleways and footpaths as specified in the application.

 

 

5/18(b)

Appendix B - Stoke D'Abernon and Districts Residents' Association - Defibrillator Battery Pack and Electrode Pad Replacement Upgrade pdf icon PDF 154 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Mr I. Nelson, the Chairman of Stoke d’Abernon and District Residents’ Association to the meeting.

 

Mr. Nelson presented the application and informed Members that the funding would provide a replacement battery and electrode pads for the Community Public Access Defibrillator.

 

Members were fully supportive of the application and on consideration of the application, the Local Spending Board

 

Resolved that £373.00 be awarded to Stoke d’Abernon and District Residents’ Association to fund an upgraded replacement battery and electrode pads for the Community Public Access Defibrillator.

 

 

 

5/18(c)

Appendix C - Stoke D'Abernon and District Residents' Association - Tree Stump Removal and Planting pdf icon PDF 9 MB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Mr I. Nelson, the Chairman of Stoke d’Abernon and District Residents’ Association (SDRA) to the meeting.

 

The Chairman of the SDRA presented the application and explained that the tree stumps in respect of the application was a mowing hazard and removing them would improve the aesthetics of the area.

 

Members were fully supportive of the application and on consideration of the application, the Local Spending Board

 

Resolved that £1,599.00 be awarded to Stoke d’Abernon and District Residents’ Association to fund the removal of the tree stumps on the grass verges located on Tilt Road and the planting of nine replacement trees.

 

 

5/18(d)

Appendix D - Stoke D'Abernon and District Residents' Association - Resurfacing of Footpath pdf icon PDF 9 MB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Mr I. Nelson, the Chairman of Stoke d’Abernon and District Residents’ Association to the meeting.

 

Mr. Nelson presented the application and informed the Board that the footpath on Tilt Road had deteriorated and the project would improve accessibility, safety and usability for residents along the busy road.

 

Members were fully supportive of the application and on consideration of the application, the Local Spending Board

 

Resolved that £2,748.00 be awarded to Stoke d’Abernon and District Residents’ Association to fund the resurfacing of the footpath on Tilt Road between Bray Road and Tilt Close.

 

 

 

5/18(e)

Appendix E - The Royal Kent Church of England Primary School - Rubberised Mulch Tree Root Protection pdf icon PDF 6 MB

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Miss. K. Hancock, Head teacher of The Royal Kent Church of England Primary School (RKS) and Mr. N. Mengham, from the Chairman of Governors.

 

Mr. Mengham presented the report and explained that the installation of a new rubberised mulch around the roots of the Chestnut Trees located adjacent to the newly installed Multi Usage Games area would protect students from tripping over the roots, as well as protecting the trees.

 

Members were fully supportive of the application and on consideration of the application, the Local Spending Board

 

Resolved that £9,200.00 be awarded to The Royal Kent Church of England Primary School to install a resin bound rubberised mulch.

 

 

5/18(f)

Appendix F - The Royal Kent Church of England Primary School - Renovate Main Hall pdf icon PDF 331 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Miss. K. Hancock, Head teacher of The Royal Kent Church of England Primary School (RKS) and Mr. N. Mengham, from the Chairman of Governors.

 

Miss. Hancock presented the application and provided the Members of the Board with background information in respect of funding towards the school’s main hall.

 

In respect of the application, the Local Spending Board noted that the bid submitted would support the renovation of the school’s main hall which would also enable the generation of additional income from renting the space to community groups outside of school hours.

 

On consideration of the application, the Local Spending Board

 

Resolved that £60,000.00 be awarded to The Royal Kent Church of England Primary School to renovate the School’s main hall.

 

 

 

5/18(g)

Appendix G - Cobham Rugby & Sports Association and Cobham Free School - Artificial Grass Pitch pdf icon PDF 365 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Mr. D. Williams from the Cobham Rugby & Sports Association (CRSA) and Mr. H. Morris, the Chair of the Governing Body of Cobham Free School (CFS).

 

Mr. Williams and Mr. Morris presented the application and informed the Local Spending Board that CRSA and CFS had successfully obtained funding from the London Marathon Trust and were seeking a funding of £20,000 from CIL monies.

 

On consideration of the application, the Local Spending Board

 

Resolved that £20,000.00 be awarded to Cobham Rugby & Sports Association and Cobham Free School to install the finishing fixtures to the grass pitch.

 

 

 

5/18(h)

Appendix H - St Andrew's Church - Car Park Resurfacing pdf icon PDF 214 KB

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Mr. C. Moorman, Chair of Property Committee and Mr. D. Tipping to the meeting. Mr. Moorman and       Mr. Tipping presented the application and provided Members with background information in respect of funding towards resurfacing and relining the car park adjacent to Churchgate House Centre.

 

In respect of the application, the Local Spending Board noted that St Andrews Church was seeking a reduced amount of funding of £12,000. Mr. Moorman and Mr. Tipping explained that the car park was widely used and resurfacing the car park would provide a safe environment and would relieve the pressure on parking in both Church Street and Downside Bridge Road.

 

On consideration of the application, the Local Spending Board

 

Resolved that £12,000.00 be awarded to St Andrew’s Church to resurface its car park.

 

 

 

 

5/18(i)

Appendix I - Oxshott Guides - Replacement Guide Hut pdf icon PDF 250 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Ms. L Heather, Girlguiding Leader and Ms. A. Shannon, Girlguiding / District Commissioner to the meeting.

 

Ms. Heather and Ms. Shannon presented the application and explained to the Local Spending Board that the current Oxshott Guide Hut was over 50 years old, in poor condition and needed to be replaced given that any repairs would not be financially worthwhile.

 

In respect of the application, Members agreed to part fund the application as the Local Spending Board were not in a position to fund the application in full.

 

On consideration of the application, the Local Spending Board

 

Resolved that £75,000.00 be awarded to Oxshott Guides towards replacing the Guide Hut.

 

 

 

 

 

5/18(j)

Appendix J - 1st Oxshott Scouts - Replacement Guide Hut pdf icon PDF 670 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Group Scout Leader, Ms. A. Davidson, and Group Executive Secretary, Ms. N. Bond, to the meeting.

 

Ms. Davidson and Ms. Bond presented the application and clarified that the replacement hut would be shared with the Oxshott Guides.

 

The Local Spending Board noted that, in respect of the application, a new building would also allow 1st Oxshott Scouts to maintain their source of income by way of renting the hut to external parties for events and classes. It was further noted that an upgraded facility would attract more groups to hire out the hut and therefore increase their revenue.

 

In respect of the application, Members agreed to part fund the application as the Local Spending Board were not able to fund the application in full.

 

On consideration of the application, the Local Spending Board

 

Resolved that £75,000.00 be awarded to 1st Oxshott Scouts towards replacing the Guide Hut.

 

 

 

 

 

 

 

 

 

 

5/18(k)

Appendix K - Cobham Allotment Association - Feasibility Study of Pedestrian Crossing pdf icon PDF 244 KB

Additional documents:

Minutes:

As there was no representation for the application, the Local Spending Board referred to the report and noted the funding would support a pedestrian feasibility study for a crossing point between Hollehedge Road car park and Leg O’ Mutton Field where the traffic along the road had increased. The study would determine what future pedestrian measures would be appropriate for the area. 

 

Members were fully supportive of the application and on consideration of the application, the Local Spending Board

 

Resolved that £5,000.00 be awarded to the Cobham Allotment Association towards the feasibility study for a pedestrian crossing.

 

 

 

 

 

 

 

 

 

 

 

5/18(l)

Appendix L - Maori Oxshott Cricket Club - Disabled Toilet, Shower & Changing Area pdf icon PDF 176 KB

Additional documents:

Minutes:

The Cobham and Downside, Oxshott and Stoke D’Abernon Local Spending Board welcomed Mr. J. Watkins and Mr. G. Harper to the meeting.

 

Mr. Watkins and Mr. Harper presented the application and explained to the Local Spending Board that the funding was for the installation of a fully accessible toilet, showers and private changing area at the Cricket Club. This would help to increase the capacity of the club and enable access of all members to participate in any sport played at this facility.

 

On consideration of the application, the Local Spending Board

 

Resolved that £20,000.00 be awarded to Maori Oxshott Cricket Club towards the installation of the disabled toilet, shower and changing area.

 

 

 

 

 

 

 

 

 

 

6/18

Chairman's Closing Remarks

Minutes:

The Local Spending Board agreed that the remaining funds of £53,323.93 be carried forward to the 2019/20 Municipal Year. 

 

The Chairman wished to record his thanks to the representatives and officers for attendance at the meeting.