Held in the Council Office, Grayshott Village Hall On Present: Mr R Fudge (Chairman), Mr. S Georgii, Mr. I Robinson, Mr. C Slaughter, Mr. S Herrett, Mrs. A Myers, the Clerk, Mrs. Liz Pennick, the Assistant Clerk, Mrs. L Coney and 1 member of the public. 1 Apologies – Received from Mr Murphy and Mr Thompson. 2 Declaration of Interests – None declared. 3 Minutes of Meeting held on 14th August 2008 – agreed and signed. 4 Matters Arising (from previous minutes) It was noted that the Assistant Clerk had not managed to attend the fundraising session in Brighton. The meeting adjourned (7:34pm – 7:39pm) to hear from Chris Vardy (Grayshott Society) who gave the council details of Ben Hamilton Bailey, an expert in “shared streets” who would be happy to come and speak to the village about using the scheme as part of a traffic management plan for the village and possibly as part of the Square project. The cost of his visit would be £400 and she wondered if the council would be willing to contribute towards the cost. 5 Allotments 5.1 Inspection Reports Beech Allotments – No report. It has been suggested at the allotment meeting that the compost heap needed turning so that people could access the good compost, which is currently to the rear of the heap. It would also tidy up the heap and once people have used the compost it should reduce the area it takes up. Red Lane had quoted £120 to undertake the work and the committee agreed to go ahead with this. The committee were also happy to approve the pallet compost heaps which the plot holders wished to erect on the unusable plot at the far end of the site. It was requested that they paint them in a green uniform colour once constructed so they are not too conspicuous. Stoney Bottom Allotments – Weeds are encroaching on the paths between the plots and the lock has also broken again. It was agreed to get another replacement lock under the guarantee and retain it in the office for now. It was also agreed to ask Richard Hitchcock to strim the overgrown paths and the clerk was asked to obtain quotes to cut the hedges. Allotment Meeting report. The assistant clerk had written up the minutes from the meeting. The actions arising from the meeting and from this meeting would be noted and circulated to plot holders in due course. 5.2 Waiting List. Currently two for Stoney Bottom and two have no preference between Stoney Bottom or Beech. 5.3 Maintenance. It was ascertained after the Allotment meeting that Richard Hitchcock had not been asked to strim the new area at Beech. The clerk was asked to obtain a price for adding this to his work and also strimming the unusable half-plot 33. 5.4 Rent Review. The committee agreed that the rent from 1st January 2010 should be increased to £20. This would be forwarded to GPC for ratification. 6 Littlejohn and Lyndon Green Play Areas. 6.1 Littlejohn Play Area – Reports had been received by the clerk. There is a small crack on one of the swing seats but it is not an issue as yet. 6.2 Lyndon Green Play Area. Reports had been received by the clerk. The baby swing has been damaged but can be fixed with a bit of brute strength to free up the chain, which caused the swing to be lopsided. Mr Slaughter will have a look. Mr Fudge had also noted that the wet pour path was very bouncy. Councillors thought it had always been quite springy but it was noted and would be monitored. 7 Lyndon Green/ Village Green. 7.1 Weed and Feed. Had been ordered from Mr Jeffries and would be undertaken this month. 7.2 Top soil and Turf. Had been ordered from Mr Jeffries and would be undertaken this month. Mr Jeffries had left the turfing until this month so it would not need additional watering in every day. 8 GPC Village Trees. Canadian Maple. This was in hand and being dealt with by Mr. Taylor. Horse Chestnut Trees. A number of trees on Lyndon Green, Village Green ad Sports Field were infected with the moth. Advice had been sought from Mr Garside. There is no known cure although burning the leaves is felt to be helpful. It was decided to ask Mr Hitchcock to burn the leaves that he gathers from Lyndon Green and the Village Green. It was felt that no action was required on the Sports Field. 9 Sports Field & Pavilion 9.1 Knotweed. This has been treated again. 9.2 Sports Field Committee. The Sports Field AGM is being conducted over two meetings as there is no secretary as yet and no nominations. There is a probable nomination for chairman though and the meeting will resume in a fortnight. The clerk has received four suggestions for inclusion in a new pavilion so far. Ideas include a sauna, sports hall, hockey pitch and running track. 9.3 Grasscutting. The new mower had been delivered and used and Mr Baker is happy with it. Discussions are ongoing with the sports field committee as to any additional user groups’ contribution to the cost of grasscutting for next year although the overall cost is not yet known from Mr Baker. 10 Highways & Footways 10.1 Bus Shelters / Poles. Two new bus poles have been erected; paid for by HCC. 10.2 Outstanding Highways Issues. Mr Fudge was tasked with enquiring at the next HAT meeting as to the cost of buying a temporary SLR with a view to maybe buying one together with another couple of local parishes. It was decided to defer a decision of whether to contribute to the funding of a meeting with Ben Hamilton Bailey once they have heard from the Square Group as to whether it is something they wish to pursue. It was also noted that there is a blocked drain by the village hall which is so bad that the manhole cover is lifting off when it rains. The clerk was asked to speak to Steve Neat at highways about clearing the blockage. 10.3 Temporary SLR results. The following results were found: Headley Road (between terminal point on western side of village and School Road junction.) 25/6/08 to 9/7/08 - Triggered 8032 times in the 40mph zone Eastbound Headley Road (between 30mph terminal point and first pinch point) 9/7/08 to 23/7/08- Triggered 24701 times in the 30mph zone Eastbound Crossways Road (lamp column nine) 23/7/08-6/8/08- Triggered 5935 times in the 30mph zone Northbound. All the results have been forwarded to HCC Transport team and Pete Allen has forwarded the high trigger of 24701 to the Police, as it is very high 11 Skate Park 11.1 Report. Three bungs have been removed and there is a hole at one end of the ramp at the Beech Allotments end of the site. There is also an amount of litter. The clerk was asked to get a price for the bungs and hole repair. 11.2 Graffiti. None of the graffiti is currently offensive. The council had previously considered getting a professional to put artistic graffiti / murals across the site, however it was felt that if the young people could not use the skatepark to express their creative side they might well consider other, less appropriate places. It was therefore decided to allow the graffiti to continue for now. 11.3 Cleaning. There has been no feedback as yet as to whether the pavilion cleaner would be prepared to clean the skatepark. 12 The Square 12.1 Inspections and Reports. Mr Georgii will forward his reports to the clerk. There is a slightly wonky slab, which two ladies have recently tripped over. The clerk was asked to get Red Lane to attend to this and ascertain if there are any other slabs which require attention. 12.2 Survey (HCC). The underground survey has been done and the report is awaited. 13. Flowerbeds. The War Memorial garden has been treated by Tru Green. A second weed and feed will be done with scarification later in the autumn. 14. Car Parks. Headley Road Car Park. A3 Locksmiths have quoted to remove the old topsoil and replace with bark at a minimum cost of £608 which would include all areas and the island. Mr Thompson had volunteered some rockery stones which could be used instead of the bark in the area by the new fencing adjacent to the Village Green and in filled with alpine plants. The clerk was asked to obtain a price from Red Lane to undertake this work and then refer both quotes to GPC for a decision. Also, the Headley Road car park has suffered from blocked drains. Mr Tweddle (EHDC) has stated that this is a gully/ pipework problem which will require a rod and root out. This has to be undertaken by an external contractor which will be arranged by Mr. Tweddle. Glen Road Car Park. The matter of the removal of the self-seeded horse chestnut tree is still ongoing. The clerk is liaising with appropriate authorities. The clerk was. The asked to speak to obtain quotes to remove the two inner silver birches which are blocking the light from the adjacent streetlight. Crossways Road Car Park. The matter of the overgrown cypress has yet to be resolved. The clerk was asked to speak to Mr Garside to ascertain if the cypress could be removed in favour of the self seeded sycamore which could then spread out and would provide more attractive cover to block Grove House. 15. Haz-Box. The clerk reported that she had received a response from EHDC regarding the request that they pay for the battery Haz-Box. The email stated that there is new battery legislation which will come into force in January which will place the responsibility for recycling batteries upon the manufacturers. Therefore EHDC are not willing to pay for a box for Grayshott. The clerk was asked to copy this letter to Cllr Cowper for comment, adding that a number of residents do not drive and cannot take batteries to the recycling centres themselves. EHDC is therefore making those people deposit their used batteries in their household waste and thus adding to landfill. 16. Countryside Access Forum. Jan Badger attended this conference today on behalf of GPC and will provide a report for GPC. She did highlight that in the workshop on dogs and dog walkers that all litterbins are now dual purpose and the issue of people not collecting and disposing of dog mess could be overcome by encouraging people to use the normal litter bins which are more numerous than dog waste bins The assistant clerk said she had some stickers from EHDC to place on the bins to promote this. 17. Correspondence. i) Letter from P.I.G. requesting help to obtain storage space for their additional equipment committee felt the only available space could be behind the toilets. The item was to be referred to GPC for further consideration. ii) HCC annual meeting of Parish Transport representatives Saturday 15th November. Noted 18 Date of Next Meeting – Thursday 11th December 2008 The meeting closed at 9.29pm Signed: ……………………………………….. Date: …………………………………………..
