Minutes November 2008

Parish Council Meeting

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

Present

28.1 Apologies for Absence

None.

28.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 8th September 2008, having been circulated to Cllrs, was approved.

28.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 28.7 as owner of the Field.

Meeting Adjurned

The meeting adjourned for a short presentation by Mr Graham Wrigley, the owner of Chilworth Manor, on the subject of the permissive footpath through his land linking BW252 with the Gunpowder Factory site. Mr Wrigley spoke about the current status of the path, which is closed, and of his expectations for the future of the path. He answered a number of questions from Cllrs.

The Chairman thanked Mr Wrigley for taking the trouble to inform the Parish Council in person.

Meeting Resumed

28.4 Matters Arising

28.4a Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk had received a reply from Mathew Harding (Guildford Borough Planning Officer) on the subject of the Parish Council's request for TPOs.

“Since July the specified trees have been included in part of the new Chilworth Conservation Area. Householders within the Conservation Area have a responsibility to notify the planning authority if they intend any work on trees. The planning authority then has a statutory 6-week period to asess the application. The Borough Council's arboricultural consultant will assess the merits of each application and carry out a site inspection. Should it be felt that any proposed work to trees is poor arboricultural practice, then the Council will impose a TPO to protect that tree.”

In view of the protection offered by the conservation area status, the Parish Council's request for immediate TPOs has been turned down.

Cllrs expressed concern that not all the trees highlighted in Jason Hasaka's (GBC Tree Officer) original report were included within the Conservation Area. Cllr John Peake will check which trees fall in the Conservation area. The Clerk was asked to write to the planning authority to ask whether householders within the conservation were aware of their responsibilities.

28.4b Speeding on the Dorking Road

Cllr Bunting was unable to attend the public meeting in Wonersh on 2nd October 2008 on the subject of traffic calming in Wonersh village. He was still awaiting a reply from Surrey Police on questions relating to issues arising from operating speed cameras such as insurance cover for operators.

28.4c Encroachment of pavement on Dorking Road between Lockner Farm and Mill Lane

The Clerk had had a number of conversations with the Highways team on the subject of cutting back the hedge. Mr Lake (SCC West Team Leader) had informed him that the Commnity Highways Officer had initiated procedures to legally require the owner of Lockner Farm to undertake the work. However it now appears that the hedge has been cut, though it was not clear to the Clerk whether by the landowner or local residents.

There remain outstanding issues of removing the debris from the cutting operation and the removal of the encroaching soil and vegetation from the pavement itself. Cllr Davis suggested that this could be a task for the SCC Local Work Gang and that he would add it to his list of scheduled works.

28.4d Old Manor Green

Mr Barry Wakeford had undertaken the work to clear up the site. It was generally felt that the work was to a good standard. It was now nescessary to examine ways to maintain the site in the future. Given the lateness of the hour, the Chairman remitted discussion of the item to the January meeting.

28.4e Parish Council Website

Unfortunately the situation with the Website remains that it has not been updated in 2008. The Chairman remarked that Mr Pete Western, who maintains the website, had in the past provided a very good service to the Parish on a voluntary basis. The Chairman was asked to approach Mr Western to see if the issue could be resolved.

28.4f War Memorial

One joint requires filling with resin. It was generally agreed that the War Memorial was begining to show its age and should be allowed to ‘mellow’ by applying preventative but not restorative maintenance.

It was noted that about 35 people had attended the Act of Remembrance on Remembrance Sunday

28.4g Overgrown Verges in Halfpenny Lane

The Clerk expressed his frustation that dispite a number of requests to various members of the Highways team, the verges remained uncut. In his latest conversation with Mr Lake (SCC West Team Leader). Mr Lake had suggested that the verges may be the responsibility of the landowners rather than Highways.

Cllrs pointed out that traditionally Highways had always accepted responsibility for cutting the verges in the Lane. Cllr Davis volunteered to take the matter up with Highways.

28.4h Pedestrian Gate (West) on Tangley Level Crossing

The broken hinge has now been replaced.

28.4i Handrail of footbridge over stream (North of the School)

The entire handrail on the defective side has now been removed. Cllrs expressed the hope that it would be replaced in due course.

28.4j Heritage Weekend

The Chairman thanked all Cllrs who had turned out to man the exhibit on the Saturday.

28.4k Review of the Effectiveness of Internal Audit procedures

The Audit Committee will meet on Tuesday 2nd December at 7.00pm in the Clerk's Home to conduct the review.

28.5 Highways & Byways

28.5.1 North pavement kerb of Dorking Road opposite pond by the Rail Station

Parts of the kerb have collapsed. The Clerk has reported it to Highways but no action has yet been taken. Cllr Davis volunteered to take up the matter with Highways.

28.5.2 Sunken drain covers on the Dorking Road (adjacent to Numbers 33 & 40)

Cllr Lunnon reported that two covers in the road itself had sunk. This may be indicative that a culvert under the road has collapsed. The sunken covers pose a hazard to vehicles using the road. The clerk has reported it to Highways.

28.6 Correspondence

28.6.1 Letter from June Downham (Chair of the CCA)

The Chairman had received a letter from June Downham requesting a donation to the Chilworth Commnity Association. Although the CCA had received recent grants totalling over £3,000, the monies were for specific spending and the Association had very little in the way of operating funds. The donation would help pay the annual insurance premium for the sports field and buildings of around £500.

RESOLVED to make an immediate donation of £100 with further consideration of the matter at the December budget meeting.

28.6.2 Letter from Mrs Campbell

A letter had been received from Mrs Campbell expressing concern about plans by BT to remove a number of rural public phone boxes. BT operates a scheme whereby a local council can ‘adopt’ a phone box thus ensuring its continued existance. In fact the specific phone boxes mentioned in her letter were sited within Albury parish and the letter was referred to the Albury clerk.

The only public phone box within St Martha parish is beside the Rail Station and BT has assured the Parish Council that there are no plans to remove it. The Clerk was asked to write to Mrs Campbell pointing this out.

28.7 Parish Field Committee

Cllr Burt withdrew from the meeting

After a short discussion on the wording of the motion, Cllr Bunting as Chairman of the Committee moved the following motion:

“The Parish Council should purchase the freehold of the field owned by Peter Burt, based on the original cost of purchase to Mr Burt, on mutually agreed terms. The field would provide an amenity for the benefit of the residents of St Martha Parish and visitors”.

The motion was passed unanimously.

Cllr Burt rejoined the meeting

Cllr Peake asked Mr Burt to indicate whether he would be prepared to negotiate with the Parish Council over the sale of the freehold of his field. He requested that Mr Burt make a decision before the December meeting of the Council. The Clerk was asked to write a letter of confirmation to Mr Burt.

28.8 Councillors' Business

28.8.1 Licence to plant a tree near the entrance to Halfpenny Close

The tree a dwarf silver birch would be planted on Highways land just inside the Close replacing an existing plant which had died. The SCC tree licence would entail the Parish Council in a one-off fee of about forty pounds and an ongoing responsibility for the tree.

Cllrs were devided between those who felt that this was the sort of activity the Council should be involved in and those who were concerned over the ongoing responsibility. The proposal was put to a vote and as a result was rejected.

28.8.2 Freedom of Information Act - Revised Publication Schedule

The Office of the Information Commissioner had issue a revised model template Publication Schedule for parishes. Local councils were required to adopt a new Publication Schedule before 31st December 2008. If the council adopted the model without modification, it was not nescessary to seek approval from the Office of the Information Commissioner. The model Schedule had been circulated to Cllrs.

RESOLVED to adopt the model Publication Schedule without modification.

28.9 Planning

28.9.1 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. APPROVED

b. 08/P/01558 - Southways, White Lane

Erection of traditional Victorian ¾ span lean-to glasshouse.

No comment by the Parish Council. APPROVED

c. 08/P/01556 - 32 Dorking Road, Chilworth

Single storey side / rear extension following demolition of existing garage.

The Parish Council submitted a comment. APPROVED

d. 08/P/01452 - 6 Roseacre Gardens, Chilworth

Single storey side / rear extension following demolition of existing side / rear extension.

No comment by the Parish Council. APPROVED

28.9.2 Oak House Sample Oak Lane

Part of the operation for Bicknels Coaches had relocated to Oak House. Following receipt of a complaint from a nearby resident, the Clerk asked GBC Planning enforcement for a determination as to whether a ‘change of use’ had occurred. Planning Enforcement has determined that a planning application would be required.

28.10 Chilworth Community Association

See item 28.6.1.

28.11 Finance

28.11.1 Bank Reconciliation

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

28.11.2 Invoices paid out of committee

28.11.3 Invoices for payment

28.11.4 Clerk's Allowances and Expenses

28.11.5 Financial Forecast

The financial forecast for November was noted.

28.12 Date of Next Meeting

The next meeting is scheduled to be held on Monday 8th December 2008 (Budget Meeting) at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

12th January 2009
9th March 2009
11th May 2009 (Annual Meeting)