Minutes March 2008

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 10th March 2008 at Chilworth Infant School.

Present

Prior to the meeting, PCSO Paul Hyde the Tillingbourne Police Community Support Officer gave an informal talk on the subject of his role in the community. He discussed a number of points of concern with Cllrs. The Chairman expressed the Council's thanks for the opportunity to meet with its PCSO.

24.1 Apologies for Absence

Mrs Patricia Allen and Cllr David Wright (GBC).

The Clerk drew the Council's attention to the fact that Cllr Richard Parker had not attended a meeting of the Council since 10th September 2007 and had not submitted apologies for absence. As a consequence, under section 85 of the 1972 Local Government Act, having not attended a meeting for six months, he automatically ceased to be a Councillor.

Both the Chairman and Cllr Hayward had spoken with Mr Parker and pointed out to him the consequences of not attending meetings. The Council, with regret, DECLARED the office vacant.

The Clerk will notify GBC Electoral Services of the casual vacancy and will draft a letter to Mr Parker from the Chairman.

24.2 Minutes of the Previous Meeting

The minutes of the meetings held on Monday 7th January 2008, having been circulated to Cllrs, were approved.

24.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 24.7 as owner of the Parish Field.

24.4 Matters Arising

24.4a Permissive footpath for walkers using the Packhorse Bridge

The Chairman reported that the path across Mr Graham Wrigley's land was ‘in situ’. However a notice erected by Mr Wrigley explains that it is not yet officially open. The Chairman is assisting Mr Wrigley in registering the footpath with SCC.

24.4b Post Box by Chilworth Rail Station

The Clerk had spoken with Kevin Bentley (Post Office, Guildford Collections and Delivery Support Manager) to express the Council's concerns over the condition of the pillar. Mr Bentley, who knows the box well, will make an appraisal and if the pillar is thought to be in a dangerous condition it will be repaired. However no action will be taken if the damage is only cosmetic.

24.4c Street lamp east of the Tangley Level Crossing

The street lamp is still out of action. Cllr David Davis will pursue the matter with Highways. However he needed to know the lamp number, which the Clerk will supply.

24.4d Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk had made enquiries on the progress towards a TPO following Mr Jason Hasaka (GBC Trees Officer) report of 22nd November 2008. Unfortunately, in December Mr Hasaka was moved to another post in GBC and a new Trees Officer had not yet been appointed. In addition the planning case officer dealing with the matter has left GBC, as a result no progress had been made. The Clerk had reiterated the Parish Council's concern and will continue to monitor.

24.4e North pavement of Dorking Road (Pine View Close to Lockner Farm)

The Clerk had inspected the pavement and felt that the current condition is no worse than in many places in the Parish. It was confirmed that the brambles had in fact been trimmed back.

24.4f ‘Planter’ at Chilworth Station

It was reported, with pleasure, that the white wooden sleepers had been removed from in front of the station. The ‘planter’ had been replaced with two brown plastic planters which had been planted with flowers. Some concerns were expressed over whether the new planters were rugged enough for the task and the fact that they need to be protected by safety bollards.

24.4g Gunpowder Mills Consultation Meeting

Cllr Lunnon reported that the Gunpowder Group had discussed the format of the meeting, in view of disappointing attendance at this year's event. It was agreed to change the day of the annual meeting from Thursday to Wednesday and to invite a speaker from the Chilworth History Society. The next consultative meeting will be on Wednesday 12th November 2008.

24.4h Parish Newsletter

The Chairman reminded Cllrs that the deadline for contributions was 31st March 2008.

24.5 Highways & Byways

24.5.1 Speeding on the Dorking Road

Cllr Peake reported that Mr Dennis Yardley had raised the problem of cars speeding along the Dorking Road, especially between the Tangley Crossing and the Rail Station. Mr Yardley had written to Sir Paul Berresford MP on the subject.

There is a general 30mph restriction on the Dorking Road, but the difficulty is in enforcement. Cllrs felt that a lower speed limit should apply in the vicinity of the Infant School. The lower limit might only be applicable at certain times of the day and could be linked to a system of visual signals activated from the school.

The Clerk was asked to write to Sir Paul Berresford MP and to Mrs Anne Milton MP expressing the Council's concern.

Cllr David Davis drew Cllrs attention to the Speedwatch scheme whereby community group volunteers operated speed cameras and passed the registrations of persistent offenders to the police. Cllr Davis suggested that the experience of West Horsley PC in operating the scheme would be of interest. Cllr Peake will follow up.

24.6 Correspondence

A letter had been received from Surrey Air Ambulance requesting a donation. The letter had been circulated to Cllrs.

RESOLVED to make a donation of £100 to the Surrey Air Ambulance appeal (Section 137 LGA 1972).

24.7 Parish Field Committee

Cllr Bunting, as chairman of the committee, reported that the committee had not met since the last parish council meeting since it was awaiting a draft copy of the proposed long-term lease for the Field. Mr Burt informed Cllrs that he had received a draft copy of the lease from his solicitors and had raised a number of related points with them.

24.8 Audit Committee

Cllr Burt, as chairman of the committee, reported that the committee had met on 10th January 2008 to review the Council's internal audit procedures. The report of the committee is attached as Appendix 1 to these minutes. The committee recommended that the Council's internal audit procedures are robust and suitable for the Council's finances and that no change to those procedures is necessary.

Cllrs ACCEPTED the recommendation of the Audit Committee.

24.9 Councillors' Business

24.9.1 Gunpowder Mills Site

Concern was expressed over the number of trees felled or apparently earmarked for felling on the Gunpowder Mills Site. Whilst the Council accepted that some trees were in danger of falling over and posed a public safety danger to users of the footpaths, it was felt that many were well away from the paths. The Chairman commented that management of the estate, over many years, had been poor, especially in terms of the loss of tree cover. In general it was felt that there was a process of gentrification of the estate whereby what was natural woodland was slowly being turned into a park more suited to an urban environment.

The Council regretted that Mr Adam Owen (GBC Parks and Countryside Manager) had not attended a meeting of the Gunpowder Mills Group Committee for some considerable time.

The Chairman and Cllr Hogben would raise these concerns over the management of the estate with Cllr Terrance Patrick (GBC Lead Cllr of Healthy Living).

24.9.2 Bus Shelter opposite Lockner Farm

The Clerk raised the issue of the condition of the Bus Shelter opposite Lockner Farm that is owned by the Council. The shelter is in need of repainting/proofing and needs some minor repairs. Cllr Hayward undertook to an inspection and, if necessary, undertake the work.

24.9.3 The Mayor's Award for Community Service

The Mayor of Guildford had invited nominations for this annual award for individuals who have given service to the community.

Cllrs RESOLVED to nominate Mrs Mary Boxall for her long service to the village in a number of roles.

24.10 Planning

24.10.1 Planning Committee Chairman's report

a. 07/P/01447 - Southways, White Lane

External lighting Scheme.

The Parish Council submitted comments and opposed the application. APPROVED

b. 07/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

c. 07/P/00099 - 4 Roseacre Gardens

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

No comment by the Parish Council. PENDING

24.11 Chilworth Community Association

Mr Karney reported that a cinder path is to be laid running from the car park to the pavilion. This is to protect users from getting muddy footwear, as well as the danger of slipping, in wet weather.

24.12 Finance

24.12.1 Bank Reconciliation

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

24.12.2 Invoices paid out of committee

24.12.3 Invoices for payment

24.12.4 Clerk's Allowances and Expenses

24.12.5 Financial Forecast

The financial forecast for March was noted.

24.12.6 Clerk's Pay Award

The National Joint Council for Local Government Services had reached an agreement on a National Salary Award for 2007/08. A copy had been circulated to Cllrs. This represented a 2.4% increase in the Clerk's pay.

Cllrs AGREED to implement the 2007/08 Award with effect from 1st November 2007.

24.13 Date of Next Meeting

The next meeting is scheduled to be held on Monday 12th May 2008 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

14th July 2008
8th September 2008
10th November 2008

Appendix 1

St Martha Parish Council Audit Committee Meeting

The meeting was held on Thursday, 10th January 2008.

Present

Agenda and conclusions

1. Confirmation that budgets and budget forecasts at suitable intervals are produced.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that suitable and accurate budgets and forecasts of expenditure are produced at intervals of 2 months, equivalent to 7 times in each budget year.

2. Identification of where budgets items are exceeded or under-spent.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that expenditure reports and forecasts identify actual and forecast variances for the attention of Councillors.

3. Confirmation of the overall financial position of the Council.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that an accurate overall financial position of the Council is derived from the expenditure reports produced by the Clerk.

4. Financial monitoring.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that the Council auditing procedure provides a financial monitoring report at least 7 times in each financial year and includes an annual meeting of an audit committee of Councillors appointed by the Parish Council.

5. Provision for prevention of deliberate fraud.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that the following procedures are in place and in operation.

5.1 Regular or routine payments are made by cheque drawn up by the Clerk and signed and countersigned by nominated Councillors who are registered at the bank.

5.2 Extra-ordinary payments are submitter to the Council for agreement before being drawn up by the Clerk and countersigned by nominated Councillors who are registered at the bank.

6. Cash book record of expenditure and receipts.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that the following procedures are in place and in operation.

6.1 A cashbook is maintained by the Clerk. All items are recorded with a cheque identification or other suitable reference.

6.2 A petty cash book is maintained by the Clerk and supported by receipts and vouchers.

7. Bank reconciliation.

Conclusion: It is confirmed by the documents made available by the Clerk and confirmed by Councillors present that a reconciliation of the Council financial records and the status of the Parish Council bank account is produced by the Clerk, confirmed by a nominated Councillor and presented to the Parish Council at regular constituted Council meetings for the attention of Councillors.

Councillor Peter Burt, Chairman
7th March 2008