Minutes July 2008

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 14th July 2008 at Chilworth Infant School.

Present

26.1 Apologies for Absence

Cllr David Davis (SCC) and Roy Hogben (GBC).

26.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 12th May 2008, having been circulated to Cllrs, was approved subject to the following amendment:

Remove Mr Colin Hayward from the list of those present and add his name to the list at 25.2 Apologies for Absence.

26.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in items 26.9 and 26.10 as owner of the Parish Field.

26.4 Co-option of Councillor to Fill Casual Vacancy

The Clerk has consulted Mrs Lynda Murlewski (GBC Electoral Services Manager) and confirmed that the Parish has correctly applied the procedure for filling the casual vacancy caused by the disqualification of Mr Richard Parker.

As a result of that confirmation, Cllrs were happy to proceed with the co-option of Mrs Barbara Winkworth as a parish councillor.

Mrs Winkworth signed a Declaration of Acceptance of Office for a parish councillor.

The Clerk has replied to the letter from the Rev Stephanie Sokolowski in respect of the selection process.

26.5 Matters Arising

26.5a Street lamp east of the Tangley Level Crossing

Cllr Davis (SCC) had taken up the matter of the non-functioning street lamp. However the lamp remains unlit. The Clerk was instructed to bring this to Cllr David Davis attention.

26.5b Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk reported that, despite several phone calls to GBC Planning, progress on these TPOs appears to have stalled. The Clerk was advised by Cllr David Wright (GBC) to contact Mr Tim Dawes (Principal Planner GBC East Team) to request that a planning officer is assigned to the proposal.

26.5c Parish Newsletter

The parish newsletter had been produced and distributed to households in the parish. The Parish Council expressed its gratitude to Mr Peter Burt for undertaking the role of Editor.

Cllrs discussed making digital copies available to a wider audience of interested parties. However the conclusion was that the ethos of the newsletter was that it was aimed solely at local residents. It was decided that the newsletter would be published on the Council's website.

26.5d Speeding on the Dorking Road

Cllr John Peake reported that he had spoken with the Chairman of West Horsley PC on the subject of their experience in operating the Speed Watch scheme. The two main factors were equipment costs and volunteers:

If the equipment could be shared between two or more parishes then the costs could also be shared.

It was clearly vital to determine if enough volunteers could be found to establish a rota for operating the equipment.

Cllr David Bunting undertook to look into these issues.

The Clerk reported that he had received a reply from Sir Paul Beresford enclosing a letter from Cllr David Munro (SCC Lead on Transport). Cllr Munro informs Sir Paul that he has consulted Highways and that a 20mph limit would be contrary to County policy which states that traffic calming is the preferred option. However traffic calming was considered unsuitable on this principal road since any restraints might cause diversion of traffic to less suitable routes.

Cllr David Munro and Sir Paul Beresford both commended the Community Speed Watch Scheme.

26.5e Maintenance work on the bus shelter opposite Lockner Farm

Simon James has carried out the required maintenance work.

26.5f Questionnaire regarding the proposed Chilworth Conservation Area

A completed questionnaire had been returned to Alison Davidson (GBC Conservation Manager). The Clerk had taken the opportunity to express the Council’s thanks for her work on the Gunpowder Mills Site and best wishes for her new job in Winchester.

26.5g Surrey Hills Society membership

The parish council is now a member of the Surrey Hills Society.

26.5h Internal Auditors Comments

The Auditor's comments about inclusion of the level of risk in the risk policy has been dealt with in item 26.7.

Cllr Colin Hayward has looked into the ownership of the Blackheath War Memorial, since it lies within the St Martha parish boundary. Cllr Hayward reported that the war memorial was owned and insured by Waverly Borough Council.

26.6 Highways & Byways

26.6.1 North pavement of Dorking Road between Lockner Farm and Mill Lane

The Meeting was adjourned to allow Mrs Helen McIntyre and other residents to express their views / observations on the subject.

Meeting Resumed

The available width of the pavement is being restricted by overhanging brambles and other vegetation from the boundary hedge with Lockner Farm land. The matter had previously been raised by the Council with Mr Richard Parker the farm owner. Mr Parker had responded by cutting back the hedge but it had since grown back. The Dorking Road (A248) is narrow at this point and the effect of the overhang is to force pedestrians, especially with child buggies, into the road.

The Clerk was asked to write to Mr Parker asking him to ensure that the hedge was cut back at regular intervals. Cllr Colin Hayward will also approach him on the subject.

Another problem with the pavement is soil and ground vegetation encroachment. The Clerk will approach GBC to request clearance.

26.6.2 Signs on Halfpenny Lane

Growth of vegetation is obscuring signage on Halfpenny Lane especially the pedestrian warning sign on the approach to Blacksmith Lane.

26.7 Review of Risk Management Policy

The Council's Risk Management Policy and Risk Assessment had been reviewed by the Clerk. The amended document had been circulated to Cllrs and incorporated the following changes:

1. General

Identify risk levels of HIGH / MEDIUM / LOW.

2. Section 1 para 1 Risk Identification

Amended to reflect switch from Allianz to Norwich Union.

3. Section 2 para 1 Risk identification

Amended to include reference to the War Memorial garden.

4. Section 2 para 4 Complaints to the Standards Board

Amended to reflect the change in the law, from this May, in that complaints under the Code of Conduct are dealt with, in the first instance, by the GBC Standards Committee.

5. Section 3 para 1 Risk Identification

Amended to specify that Cllr Colin Hayward will maintain a backup copy of the Cash Book.

6. Section 3 para 2 Internal Controls

Amended to specify that the Chairman and Vice Chairman will maintain backup copies of Council Minutes.

Cllrs APPROVED the amended Risk Policy document.

26.8 Correspondence

26.8a Letter from Surrey Crime stoppers

Surrey Crime stoppers thank the Council for its donation of £20 last year and requesting a similar donation this year.

Cllrs AGREED a donation of £20 (LGA 1972 section 137).

26.8b GBC Concurrent Function grants 2009/2010

Concurrent Function grants are 50% grants for one off projects and will be considered by GBC in the light of the budget allocation and the total requests from all the parish councils. Deadline for applications is 22nd September 2008. This will be on the agenda for the September parish council meeting.

26.8c Loss of GBC Head of Democratic Services post

The Clerk reported that concern has been expressed by many parishes within the Borough about the loss of Mrs Joanne Green and the post of Head of Democratic Services. Mrs Green played an important role in the liaison of GBC with the parish councils. There was considerable concern that the loss of the post would erode the excellent Borough / parish relationship that now exists.

26.9 Parish Field Committee

Cllr Burt withdrew from the meeting

Cllr Bunting as Chairman of the Committee reported on the Committee meeting on 5th June 2008.

A draft interim long-term lease agreement had been obtained from Mr Peter Burt and circulated to members of the committee for review. The feedback from the review indicated a general feeling that the work by Mr Burt's solicitors was of poor quality containing a number of obvious errors and contradictions. The committee felt that lease document was unlikely to be satisfactory as the basis of an agreement.

Cllr Bunting stated that he and other members of the committee had come to the conclusion that there was no real possibility of progressing any further towards reaching an agreement on the lease and had therefore tabled the resolution at 26.10.

Cllr Burt rejoined the meeting

26.10 Audit Committee

Cllrs PASSED the following resolution:

“The Parish Council is resolved not to enter into a lease agreement with Mr Peter Burt, the landowner, concerning his field on St Martha's Hill.”

26.11 Councillors' Business

26.11.1 Gas Exploration on Blackheath Common

SCC Planning and Regulatory Committee had passed, by a majority vote, the planning proposal by Star Energy to extend its facilities at Albury Park.

26.11.2 Old Manor Green

Cllr David Bunting had expressed his concern at the poor decorative condition of Old Manor Green (between Old Manor Lane and Blacksmith Lane). Vegetation needed to be cut back and the area generally tidied. Cllrs agreed that the Green required ‘sprucing up’. The work would be undertaken by Cllrs and Cllr Barbara Winkworth offered to coordinate.

26.11.3 Parish Council Website

Cllr Barbara Winkworth reported that some of the information on the website required updating. She would supply the Clerk with the details of what was required and the clerk would notify Mr Pete Western who maintains the Website.

26.11.4 War Memorial

Cllr Patricia Allen reported that cracks had been observed in the War Memorial similar to cracks previously treated. The cracks will require treatment before the Winter.

26.11.5 Gunpowder Mills Site

The Council NOTED that Cllr John Peake and Mr Andrew Norris would be meeting Mr Paul Owen (GBC Parks and Countryside Manager) to discuss the proposed management plan for the site.

26.12 Planning

26.12.1 Planning Committee Chairman's report

a. 08/P/00075 - Garden Cottage, Lockner Holt

Formation of an enclosed swimming pool within existing walled courtyard, plus changing rooms and plant within existing garden store.

No comment by the Parish Council. PENDING

b. 08/P/00519 - Southways, White Lane

New automatic gates at both entrances.

No comment by the Parish Council. APPROVED

c. 08/P/00581 - ‘Halfpenny Corner’, Blacksmith Lane

Single storey rear extension, plus dormer window to rear elevation.

The Parish Council submitted comments expressing concerns. APPROVED

d. 08/P/00738 - Silvercombe, Blackheath

Extension to existing outbuilding / carport plus replacing flat roof with pitched roof.

To be considered by the Parish Council. APPROVED

e. Surrey County Council

Application by Star Energy UK Onshore Ltd. For development on land at Albury Well site, Albury Park, for a temporary period of up to 3½ years, with restoration to commercial forestry.

The Parish Council submitted comments expressing concerns. APPROVED

26.13 Chilworth Community Association

The Shower Block on the Sports Ground had been broken into and a quantity of water piping stolen. The plumbing had been quickly replaced, mainly thanks to Mr Clive Hankins who had provided his services, as a plumber, for free. Steps are being taken to upgrade the security of the shower block.

26.14 Finance

26.14.1 Bank Reconciliation

Cllr Hayward had checked the June reconciliation before the meeting and signed it as correct. The Council approved the reconciliation.

26.14.2 2007 / 08 Annual Return – External Auditor

The Parish has been selected, on a random sample basis, for an Intermediate Audit of its Annual Return. The Clerk is supplying the appropriate additional documentation.

26.14.3 Invoices paid out of committee

26.14.4 Invoices for payment

26.14.5 Clerk's Allowances and Expenses

26.14.6 Financial Forecast

The financial forecast for July was noted.

26.15 Date of Next Meeting

The next meeting is scheduled to be held on Monday 8th September 2008 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

10th November 2008