Minutes September 2008

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 8th September 2008 at Chilworth Infant School.

Present

27.1 Apologies for Absence

Mrs Patricia Allen (attending meeting on Guildford SE Plan), Mrs Barbara Winkworth, Cllr David Davis (SCC) and Cllr Roy Hogben (GBC).

27.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 14th July 2008, having been circulated to Cllrs, were approved.

27.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 27.7 as owner of the Field.

27.4 Matters Arising

27.4a Street lamp east of the Tangley Level Crossing

The Clerk had again raised the matter of the non-functioning street lamp with Cllr Davis (SCC). However subsequent enquires has established that the lamp lies within the Shalford Parish boundary. As a result the Clerk contacted the Shalford Clerk who authorised the repair (Shalford PC takes responsibility for its own street lamps). The lamp has now been repaired and is functioning correctly.

27.4b Tree Preservation Orders for selected trees in Blacksmith Lane

Mathew Harding (GBC Planning Officer) has been given the responsibility for drafting the TPOs. His first submission was rejected by the Head of Planning on the grounds that he had not established that the trees were ‘at risk’ (GBC policy is not to issue a TPO unless the tree is deemed to be ‘at risk’). However he believes that his new submission has made that case and is awaiting a decision from the Head of Planning.

27.4c Parish Newsletter

The chairman reported that he had provided Pete Western (PC's Website Adminstrator) with an electronic version of the newsletter for publication on the website.

27.4d Speeding on the Dorking Road

Cllr Bunting had spoken to PCSO Paual Hyde on the subject of traffic calming. There is a public meeting in Wonersh on 2nd October 2008 on the subject of traffic calming in Wonersh village which Cllr Bunting will attend.

27.4e Encroachment of pavement on Dorking Road between Lockner Farm and Mill Lane

The meeting was adjourned to allow local residents to express their disquiet on the lack of progress in clearing the encroachment.

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 Clerk confirmed that he had written to Mr Richard Parker (landowner) and that Cllr Hayward had spoken to him. The Clerk also understood that Gavin Smith (SCC Community Highways Officer) had raised the subject with Mr Parker.

The Clerk was INSTRUCTED to formally request that highways cut the hedge and invoice the landowner. However the Clerk stated that he needed first to clarify whether Mr Parker and the Community Highways Officer had reached an agreement.

27.4f Old Manor Green

At the July meeting Cllrs stated their intention to spruce up the site themselves. However difficulties had been encountered in terms of the provision of tools and insurance. It was subsequently decided to ask for a quote from the Council's contractor Mr Barry Wakeford. The Chairman had provided a specification for the job and Mr Wakeford has quoted £185.

Cllrs AUTHORISED the Clerk to ask Mr Wakeford to undertake the work.

27.4g Parish Council Website

Cllr Winkworth had provided updated pages of information for the website, and The Clerk had passed the data to Mr Pete Western (PC's Website Administrator). Concern was expressed that the website had not been updated with any information relating to the current year e.g. minutes, agendas etc. Pete Western has blamed pressure of work but hoped to take time off in September when he hoped to catch up.

27.4h War Memorial

Cllr Allen confirmed that cracks had appeared in the upper tier of the War Memorial. These will need to be filled to prevent frost damage.

27.4i Overgrown Verges in Halfpenny Lane

SCC Highways has agreen to the request from the Parish Council for the verges to be cut. However this appears not to have been done. The Clerk to persue with Highways.

27.5 Highways & Byways

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

Parts of the kerb have collapsed. The Clerk has reported it using the SCC central highways' faults reporting system.

27.5.2 Pedestrian Gate on Tangley Level Crossing (West)

The Clerk had reported via the Network Rail reporting centre that the gate had come off its hinges and posed a public safety hazard. Network Rail responded by taping up the gate but had failed to follow up with a permanent repair. The Clerk had again reported the condition of the gate and was told that Network Rail had no record of the original report. A response by Network Rail is awaited.

27.6 Correspondence

27.6.1 SERA - Review of SE Plan - Gypsy and Travellor Accommodation Needs - Questionaire

The Chairman completed the questionaire, giving the Council's response to this part of the SE Plan.

27.7 Parish Field Committee

Cllr Burt withdrew from the meeting

Cllr Bunting as Chairman of the Committee reported on the Committee meeting on 2nd September 2008.

As a result of that meeting, to discuss a way forward, Cllr Bunting wished to propose a motion on the Council's policy towards the Field. However the Clerk advised that the motion could not be put to the meeting as standing orders required formal motions to be tabled as agenda items.

Cllr Burt rejoined the meeting

27.8 Councillors' Business

27.8.1 Gunpowder Mills Consultative Meeting

Cllrs Lunnon and Peake, who represent the Parish Council on the Gunpowder Mills Committee, reported that the Committee had considered the declining attendance at the annual Consultative Meeting and considered a number of options, these included holding the meeting less frequently and holding joint meetings with other organisations e.g. the Chilworth History Society.

27.8.2 Heritage Weekend 13th - 15th September 2008

A table would be made available at the Gunpowder Mills site, on the Saturday, for use by the Parish Council. Copies of the Parish Newsletters would be available and the table would be manned by Cllrs.

27.8.3 SE Plan

Cllr Bunting drew the Council's attention to the Guildford Society's opposition to aspects of the SE Plan in relation to Guildford. Guildford was one of the designated ‘Super Hubs’ in the plan which would see considerable housing development in parts of the surrounding area.

27.8.4 Footbridge over the stream at the entrance to the Gunpowder Mills, North of the Infant School

It was reported that the handrail was in an unsafe condition. The Clerk will notify Mr Adam Owen (GBC Parks & Countryside Manager).

27.9 Planning

27.9.1 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. PENDING

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

Erection of traditional Victorian ¾ span lean-to glasshouse.

No comment by the Parish Council. PENDING

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

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

The Parish Council submitted a comment. PENDING

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. PENDING

27.10 Chilworth Community Association

The Association had been awarded more that £3000 in grants towards improvements to the field and the buildings. One provision will be for external lighting for the path from the car park to the pavilion.

27.11 Finance

27.11.1 Bank Reconciliation

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

27.11.2 2007 / 08 Annual Return – External Auditor

The external auditor has qualified the annual return in respect of the Review of Effectiveness of Internal Audit carried out by the Audit Committee. The Auditor comments, “When performing the review of the effectiveness of the internal audit, the council has only reviewed their own internal procedures and not considered the work done by the internal auditor”.

The Audit committee did consider the work of the internal auditor however this is not reflected in the Committee's minutes.

The Council NOTED the external auditor's comments and REFERED them to the Audit Committee.

The Auditor also raised as an issue the level of the Council's Fidelity Guarantee. The Council has exercised its right not to raise the limit of the Guarantee to cover the Council's maximum financial exposure. However with the change of the Council's insurer to Norwich Union, this will no longer be an issue as the maximum limit will be £100,000.

27.11.3 Concurrent Function Grants 2009 / 10

The deadline for applications for 50% grants for special projects is 22nd September 2008. Cllrs were asked to think about potential projects at the July meeting. However no suggestions for projects were forthcoming.

RESOLVED not to apply for Concurrent Function Grants for the 2009 / 10 financial year.

27.11.4 Community Ideas Database

The Community Ideas Database contains projects nominated by parishes for funding from the centrally pooled renvenue from section 106 planning agreements. The Clerk had circulated copies of the database and asked Cllrs to nominate projects. No suggestiones were forthcoming.

27.11.4 Community Ideas Database

The Community Ideas Database contains projects nominated by parishes for funding from the centrally pooled renvenue from section 106 planning agreements. The Clerk had circulated copies of the database and asked Cllrs to nominate projects. No suggestiones were forthcoming.

27.11.5 Invoices paid out of committee

27.11.6 Invoices for payment

27.11.7 Clerk's Allowances and Expenses

27.11.8 Financial Forecast

The financial forecast for September was noted.

27.12 Date of Next Meeting

The next meeting is scheduled to be held on Monday 10th November 2008 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

8th December 2008 (Budget Meeting)