Minutes May 2008

Annual Meeting (Assembly) of St Martha Parish Council

The meeting was opened at 7.00pm on Monday, 12th May 2008 at Chilworth Infant School.

Present

08-1. Apologies for Absence

Cllr David Davis (SCC), Cllr Roy Hogben (GBC), Cllr Colin Hayward.

08-2. Minutes of the previous meeting

Minutes of the previous meeting held on 21st May 2007 were approved.

08-3. Matters arising from the minutes

No matters arising were raised.

08-4. Chairman's report

Cllr Peter Burt, Chairman of St Martha Parish Council presented his report.

Councillors
We welcomed Councillor David Bunting to our Parish Council in January 2007. He has made himself useful in many ways. We are very fortunate among parish councils to have had a full team of councillors in the 15 years that I have been a member of this Council and before then. There are many parish councils in Guildford Borough that have not succeeded in filling all their vacancies. There have been changes in the members of our Council over the years but I am grateful that the quality of our Councillors has remained at a high level of competence and care for our community. At the time of this report we have had to lose Councillor Richard Parker because of pressures of his other work and business but we have two excellent applicants for this vacancy so I am sure we will have a full team again soon.

Keith Childs retirement
Keith Childs, who was first elected to the Borough Council in 1991 for Tillingbourne Ward and served as a Councillor until May 2007. He was elected Mayor of Guildford in 1998/99. I know that he served on a number of committees for the Borough and is now an Honorary Alderman. I also know that he has been a good friend and advisor to St Martha Parish Council. I thank him for what he did for our Parish over many years and have always valued his advice. He has now retired as Councillor but I think that we are well represented and advised at our meetings by Surrey County Councillor David Davis, Guildford Borough Councillors David Wright and Roy Hogben.

Local issues
We have given much attention as usual to things of local interest and concern. Some notable issues include attention and representation with the particular assistance of Councillor Patricia Allen to the proposals for appraisal drilling in Albury to assess suitability of the gas field, which stretches from Albury and Blackheath to Shalford, for storage of natural gas in the porous rock substrate in this area.

There are continuing problems, as in many areas, of potholes in roads and maintenance of footpaths on which we persist in making representations to the responsible authorities. One I remember particularly is the clearance of fallen trees and repair of a footpath sign in Vera’s Path that was reported as done and paid for by Surrey County Council. We knew that was not so and took action to repair the sign and correct the situation with the County Council. In such cases the local knowledge of the Parish Council is valuable and we are pleased to provide it in this and other cases.

A long running concern has been the positioning of an unsightly obstruction in the road at Chilworth rail station level crossing. Persistent representation, including meetings with the concerned authorities, has recently produced a result on which local people might have a view.

We have dealt with repairs and prevention of deterioration of our bus stop shelters, notice boards. We are still working on repair and preservation by the Post Office of the vintage post boxes at Chilworth Station and in Sample Oak Lane. Poor positioning of some floodlights on roadside premises is causing some nuisance to neighbours and dazzling of vehicle drivers is still a problem. We are working with the local planning authority on the rules and remedies in this regard.

We have supported and will continue to support the valuable work that is done by the Chilworth Community Association and the Chilworth and Blackheath Voluntary Care Committee.

Chilworth War Memorial
The War Memorial site in Dorking Road has been the subject of maintenance over several decades now. General maintenance of the site has been contracted to Wakeford and Sons at approximately half the price of competing quotes. The Council notes that a good standard of work on this site has been provided by Wakefords over thirty years.

Extra work has been done to improve the War Memorial Garden. St Martha Parish Council has provided some money for plants and an anonymous donor has also provided money for additional planting. Planting, clearing and other work on the gardens has been voluntarily done by Mr David Allen. This work has resulted in a more open and attractive aspect in the garden. Our Parish is grateful for these kind and generous gifts of work and money.

Chilworth Gunpowder Mills
St Martha Parish Council continues to take a keen interest in the site of Chilworth Gunpowder Mills. We provide representation on the Gunpowder Mills Working Group and have hosted a public consultation meeting each year for the last 12 years involving the Parish and Guildford Borough Councils and the Working Group. These meetings have to date been successful, informative and well attended. We still care and are thinking of possible new formats for these meetings. We have currently some concerns over maintenance of the wild nature, waterways and natural amenity of the site. On this matter we are presently consulting and meeting with interested Borough Councillors and the Borough Parks and Countryside Officers.

One new development related to the Mills site is the creation by Mr Graham Wrigley of a new permissive right of way over his land at Chilworth Manor that connects the track over what is known as the ancient Packhorse Bridge in the Mills site to other rights of way leading to Lockner Farm and St Martha’s Hill. This is a generous act by Mr Wrigley. We trust that making such a clear route available will prevent walkers becoming lost in looking for what has been an undefined old route and found wandering in the gardens of the Manor.

A less successful project so far has been modification of the new fencing at the East end of the site to allow horseriders and their horses reasonable and traditional access to the Tillingbourne stream. Representations to the Guildford Borough Parks and Countryside Department have to date not produced a satisfactory result.

St Martha’s Hill Field
I am grateful to Councillor David Bunting for agreeing to accept chairmanship of the Parish Council’s Parish Field Committee. Under his leadership the intended transfer of the field into the care, responsibility and authority of the Parish Council under a lifetime lease has been revitalized. A permissive right of way over the field has been established with access by kissing gates that are now installed with proper planning permission that is required for all structures in that area. Councillors and other volunteers have undertaken some maintenance work in the field.

What is slower than I like is my own responsibility to produce a final legal agreement and lease. This has been harder and much more detailed to prepare than I thought with some associated costs. Nevertheless our joint intention is to achieve a secure position so that the field is retained as a permanent and accessible natural amenity for our Parish for the foreseeable future and beyond.

Councillor Peter Burt, Chairman, St Martha Parish Council

08-5. Questions and statements from the public

None.

Parish Council Meeting

The meeting was opened at 7.30pm on Monday, 12th May 2008 following the Annual Parish Meeting at Chilworth Infant School.

Present

25.1 Election of Chairman

Mr Peter Burt was unanimously elected as Chairman. Mr Burt signed a Declaration of Acceptance of Office as Chairman.

25.2 Apologies for Absence

Mr Colin Hayward, Cllr David Davis (SCC), Cllrs David Wright and Roy Hogben (GBC).

25.3 Election of Vice Chairman

Mr John Peake was unanimously elected as Vice Chairman. Mr Peake signed a declaration of Acceptance of Office as Vice Chairman.

25.4 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 10th March 2008, having been circulated to Cllrs, was approved subject to the following amendment:

Item 24.9.1 paragraph 2: Replace ‘Mr Paul Owen’ with ‘Mr Adam Owen’.

25.5 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 25.11 as owner of the Parish Field.

25.6 Co-option of Councillor to Fill the Casual Vacancy

The Clerk had informed GBC Electoral Services of the casual vacancy caused by the disqualification of Mr Richard Parker. Electoral Services had declared the vacancy by public notice and had invited requests for an election. As no requests had been received within the specified period the Parish Council was authorised to fill the vacancy by co-option.

There had been two candidates: Mrs Barbara Winkworth and the Rev Stephanie Sokolowski. A working group of Cllrs had interviewed both candidates and recommended Mrs Winkworth for office. A letter had subsequently been received from the Rev Sokolowski expressing surprise that she had not been selected since she understood that she was the only candidate to express an interest before the deadline.

The Clerk explained that the deadline applied to requests for an election and not for nominations. A deadline for nominations would only be set if an election was called. However Cllrs asked the Clerk to confirm the rules with Electoral Services.

In view of the action on the Clerk, Cllrs DEFERRED action to co-opt Mrs Winkworth until the July meeting. The Clerk will RESPOND to Rev Sokolowski's letter.

25.7 Appointment of Committees

N.B. The Chairman and Vice Chairman are ex officio members of all the Council's Committees.

25.7.1 Planning Committee

All Cllrs are members of the Planning Committee. Cllr John Peake will chair.

25.7.2 Field Committee

Members are Cllrs Allen, Bunting, Lunnon. Cllr David Bunting will chair.

25.7.3 Audit Committee

Remit to review the Council's internal audit controls on an annual basis.

Members are Cllr Hayward. Cllr Peter Burt will chair.

25.8 Matters Arising

25.8a Permissive footpath for walkers using the Packhorse Bridge

The path across Mr Graham Wrigley’s land was now open. There had been an exchange of correspondence between the Clerk and Mr Adam Owen (GBC Parks and Countryside Manager). Mr Owen would investigate designating the existing track to the Packhorse Bridge within the Gunpowder Mills site, as a permissive Right of Way. However Mr Owen did not expect a quick resolution of the matter.

25.8b Street lamp east of the Tangley Level Crossing

Cllr Davis (SCC) had offered to pursue the matter of the non-functioning lamp. The Clerk had supplied Cllr David Davis with the lamp number, however the lamp was still reported as out of action. Cllrs viewed the considerable time that has elapsed with concern, as it is the only lamp that illuminates the crossing. The Clerk will make enquiries.

25.8c Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk reported that he had been trying to pressure GBC Planning to make progress on these TPOs, which appears to have stalled with the transfer of Jason Hasaka (GBC Trees Officer) to other duties. He would continue to monitor this matter.

25.8d Parish Newsletter

The Chairman has produced a draft newsletter for 2008. Copies were circulated to Cllrs, who were asked to vet the draft.

25.8e Speeding on the Dorking Road

Cllr John Peake stated that unfortunately, due to other matters, he had not yet contacted West Horsley PC to find out their experience in operating the Speedwatch scheme.

The Clerk had written on the subject to Sir Paul Berresford MP and Mrs Anne Milton MP. No replies received as yet.

25.8f Donation of £ to Surrey Air Ambulance

The donation had been made and a letter of thanks received.

25.8g On-site meting to discuss tree felling at the Gunpowder Mills Site

An on-site meeting had been held on the subject of what is believed to be the proposed number of trees to be felled, as detailed in the not yet published Site Management Plan. Present were Mr Dennis Yardley, Cllrs Peter Burt and John Peake, Cllr Terrance Patrick (GBC Lead Cllr on Healthy Living), Chris Bruce (GBC Head of Parks and Countryside Services), Mr Adam Owen (GBC Trees and Countryside Manager) and a representative from the Forestry Commission.

Parish representatives, while accepting the need to fell some trees such as those in danger of falling on paths or damaging historical structures, argued strongly against the scale of felling proposed. They pointed out that a report on the site by Surrey Wildlife Trust recommended that the best course of action for the site was minimal intervention to the natural state. The scale of the proposed felling would alter the fundamental nature of the site and endanger its fauna and flora. Mr Burt reported that both Cllr Patrick and Mr Bruce appeared sympathetic to the argument and it was hoped that this would influence the proposed Site Management Plan.

The Clerk was asked to write to the Gunpowder Mills Group Committee expressing the concerns of the Parish Council.

25.8h Maintenance work on the bus shelter opposite Lockner Farm

Cllr Hayward had inspected the bus shelter with a view to undertaking the maintenance. However he had assessed that the work involved, in repairing damage and repainting, to be more than he could undertake. The Clerk had approached and received an estimate for the work from Simon James for £250. Cllrs instructed the Clerk to AUTHORISE Simon James to carry out the work.

25.8i The Mayor's Award for Community Service

It was noted with pleasure that amongst the recipients of this year's awards was Mrs Mary Boxall, who was nominated by the Parish Council. Thanks were expressed to Cllr John Peake who had drafted the nomination.

25.9 Highways & Byways

25.9.1 Mud on the North pavement of Dorking Road at Pinewood Close

Complaints had been received from two residents and the matter had been reported to GBC.

25.9.2 Hole in the North pavement of Dorking Road at 160 Dorking Road

A large hole had appeared in the pavement, possibly caused by water erosion from a blocked drain. This had been reported to SCC Highways as a public safety issue.

25.10 Correspondence

1. Letter received from Mrs Helen McIntyre (see item 25.9.1).
   
   
2. A letter and accompanying questionnaire had been received from Alison Davidson (GBC Projects and Conservation Manager) with regards to the proposed new extended Conservation Area covering the Gunpowder Mills Site. Cllr John Peake would draft a response from the parish council.
   
   The Council noted with regret that Alison Davidson would be leaving GBC, it having valued her contribution on a number of matters over the years, not least the Gunpowder Mills site. It viewed with concern the news that she would not be replaced at GBC.
   
   
3. A letter had been received from the Surrey Hills Society inviting the Parish Council to become a member at a cost of £40.00 (£15 annual membership, £25 founding member's contribution).
   
   Cllrs AUTHORISED the membership payment.

25.11 Parish Field Committee

Mr Burt reported that he had had several meetings with his solicitors on the subject of the draft of a long-term lease. He had another meeting scheduled in the next week at which he hoped to finalise the draft. He repeated his offer to make the interim draft available to the Committee.

Cllr Peter Burt withdrew from the meeting.

In his report, as Chairman of the Committee, Cllr Bunting expressed his continuing dismay that repeated deadlines to produce a draft lease had been missed.

Although Cllrs believed the correct procedure was for Mr Burt's solicitor to forward a copy of the draft lease to Roger Taylor the Council's solicitor, a pragmatic decision was taken to circulate to the Committee copies of the interim draft lease. The Clerk was asked to facilitate.

Cllrs RESOLVED that any response to the draft lease would be via the Council's solicitor. Mr Burt would be asked to instruct his solicitor to forward a copy of the draft to Mr Roger Taylor as a matter of urgency.

Cllr Peter Burt rejoined the meeting.

25.12 Councillors' Business

25.12.1 Gas Exploration on Blackheath Common

The Parish Council had written to the SCC Planning and Regulatory Committee in respect of the planning proposal by Star Energy to extend its facilities at Albury Park. An acknowledgement had been received.

25.12.2 The War Memorial Maintenance Contract

Having not received any other quotations, the Clerk had renewed the maintenance contract with H. Wakeford & Son. Mr Barry Wakeford had informed the Clerk that, although he was close to his cost margin, he would not be increasing his charge this year. Mr Wakeford feels that, as a resident of the parish, a certain element of community service is involved.

25.12.3 Guildford Citizens Advice Bureau – Request for a donation

Cllrs declined to make a donation.

25.13 Planning

25.13.1 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/00099 - 4 Roseacre Gardens

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

No comment by the Parish Council. APPROVED

c. 08/P/00516 - 23 Halfpenny Close

Single storey rear extension plus pitched roof to existing side addition.

No comment by the Parish Council. APPROVED

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

New automatic gates at both entrances.

No comment by the Parish Council. PENDING

e. 08/P/00581 – ‘Halfpenny Corner’, Blacksmith Lane

Side / rear extension and rear conservatory.

The Parish Council submitted comments expressing concerns. PENDING

f. 08/P/00738 - Silvercombe, Blackheath

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

To be considered by the Parish Council. PENDING

g. 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. PENDING

25.14 Chilworth Community Association

Nothing to report.

25.15 Finance

25.15.1 Bank Reconciliation

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

The bank signatory panel would need amendment to delete Mrs Helen McIntyre and to add Cllrs David Bunting and Richard Parker. Cllr Hayward volunteered to obtain the requisite forms.

25.15.2 2007/08 Annual Return

25.15.2.1 Internal Auditors Comments

Cllrs noted the comments by Mr Peter Frost the Council's internal auditor. The Clerk would include risk levels in his review of the Council's Risk Policy for the July PC meeting. Cllr Hayward is looking into the ownership of the Blackheath War Memorial.

25.15.2.2 Financial Statement 07/08

The Financial Statement, having been previously circulated to Cllrs, was APPROVED.

25.15.2.3 Annual Governance Statement 07/08

The Annual Governance Statement, having been previously circulated to Cllrs, was APPROVED.

25.15.3 Invoices paid out of committee

25.15.4 Invoices for payment

25.15.5 Clerk's Allowances and Expenses

25.15.6 Financial Forecast

The financial forecast for May was noted.

25.16 Date of Next Meeting

The next meeting is scheduled to be held on Monday 14th July 2008 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

8th September 2008
10th November 2008