Minutes January 2009

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 12th January 2009 at Chilworth Infant School.

Present

29.1 Apologies for Absence

Cllr David Wright (GBC).

29.2 Minutes of Previous Meeting

The minutes of the meetings held on Monday 10th November 2008 and 10th December 2008, having been circulated to Cllrs, were approved subject to the following amendment to the November minutes:

Cllr Roy Hogben (GBC) did in fact attend the November meeting and should be added to the list of those present and deleted from the apologies list.

29.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 29.8 as owner of the Field.

Meeting Adjurned

The meeting adjourned to allow P.S. Simon Berger to give a short presentation on Community Speedwatch and to answer questions.

The following points were noted:

• A minimum group of 10 – 12 volunteers would be needed
• The volunteers would have to undergo a short training course
• A venue for the training course would have to be provided
• Equipment held at Guildford could be loaned out for short periods
• Road locations for siting the radar would have to be identified
• The cost of signage, radar and jackets would be about £900
• Equipment could be shared between parishes

Meeting Resumed

29.4 Matters Arising

a. Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk has written to Mathew Harding (Guildford Borough Planning Officer) on the subject of the Borough’s repoinse to the Parish Council’s request for TPOs. The Clerk stated that the Parish Council accepted that the trees were protected within the Chilworth Conservation Area but were concerned that householders within the area were aware of their responsibilities.

It was not known if Cllr John Peake had determined that all the trees highlighted in Jason Hasaka’s (GBC Tree Officer) original report were included within the Conservation Area.

ACTION JP

b. Speeding on the Dorking Road

Following P. S. Simon Berger’s talk earlier in the meeting the Clerk was INSTRUCTED to contact Shalford and Albury Parish Councils with a view to a joint participation in a Community Speedwatch scheme.

ACTION Clerk

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

Residents expressed satisfaction with the cut back of the hedges and brambles. Cllr Davis explained that Highways had started the enforcement process and the owner of Lockner Farm had now complied with the request.

There remain the outstanding issue of removing the encroaching soil and vegetation from the pavement itself. Cllr Davis confirmed that this had been scheduled for the SCC Local Work Gang.

ACTION Clerk

d. Old Manor Green

Cllr Hayward reported that Mrts Rosalie Slater of 6 Dorking Road had expressed a willingness to maintain the Green for an annual fee of £200. The Slater’s property overlooks the Green.

Cllrs APPROVED the offer and the Clerk was instructed to write to Mrs Slater giving a specification for an annual contract.

ACTION Clerk

e. Parish Council Website

Concern had been expressed that the Website had not been updated in 2008. The Chairman reported that he had decided that a formal review of the website should be undertaken and to that end he had had a meeting with Mr Peter Western, who maintains the website on a voluntary basis.

The Chairman had produced a written report of his review which would be circulated to Cllrs for discussion. Cllr Winkworth reported that some updating of the website had taken place but it was incomplete.

ACTION PB, All Cllrs

f. War Memorial

One crack requires filling with resin. This is awaiting favourable weather condtions.

ACTION CH

g. Overgrown Verges in Halfpenny Lane

The verges remained uncut. Cllr Davis volunteered to take the matter up with Highways.

ACTION Clerk

h. North pavement kerb on Dorking Road opposite pond by Rail Station

Cllrs were pleased that Highways had reponded to the problem reported by the Parish Council. However the resultant traffic lights were causing fustration to road users. Clr Davis volunteered to ask Highways for a timescale for the work.

ACTION Clerk

i. Sunken drain covers on the Dorking Road

One of the manhole covers had been dealt with (opposite No 33) but the other (No 40) has not been repaired.

ACTION Clerk

j. Letter from Mrs Campbell re phoneboxes

The Clerk had replied to Mrs Campbell stating that the Parish Council shared her sentiments but that BT had assured the Council that the only phonebox in the parish (outside the station) was not under threat.

k. Freedom of Information Act – Revised Publication Schedule

Because of problems with the website the revised Publication Schedule had not yet been published. If the situation persisted the Clerk would put up a poster on the notice boards.

ACTION Clerk

29.5 Report of the Audit Committee

29.5.1 Review of the Effectiveness of Internal Audit procedures

The Audit Committee met on Tuesday 2nd December, the Council’s Internal Audit Procedures appeared satisfactory. Minutes of the Committee will be circulated to Cllrs.

ACTION PB

29.6 Highways & Byways

No items

29.7 Correspondence

29.7.1 Mayor’s Award for Community Service

A letter had been received from the Mayor of Guildford, Cllr Jrnnifer Jordan requesting nominations. Cllrs agreed on a nomination, Cllr Peter Burt will expedite.

ACTION PB

29.7.2 Letter from Capel Parish Council

A request had been received from Capel PC for a donation to the Capel Action Group to help mount a judicial review of the decision to site a waste incinerator at Clockhouse, Capel. Cllrs DECLINED to make a donation.

29.7.3 Letter from the Surrey History Centre

A letter had been received from the Surrey History Centre stating that their existing list for the records held for the Parish Council has been updated with the items deposited in July 2006 (Minutes April 1938 – September 1972).

29.8 Parish Field Committee

Cllr Burt withdrew from the Meeting

The Clerk had written to Mr Peter Burt on 17th November 2008 requesting a decision on whether he would be prepared to sell the freehold of the Field to the Council. In his reply Mr Burt stated that he was prepared to sell the freehold provided his concerns over proper maintenance and retention of ownership of the Field were met.

At a meeting of Cllrs on 10th December it was decided that a way of meeting Mr Burt’s concerns would be to incorporate a condition that would specify the type, or class, of use that is permissible for the land, and to give Mr Burt and his heirs the right to buy the land back at original cost if the land ceased to be used for those purposes. The Clerk wrote to Mr Burt on 19 December 2008 with that proposal.

In his reply of 5th January 2009, Mr Burt stated that he was examining proposals from other parties as options for ownership and management of the Field. He therefore suggested that negotiations should not be reopened until the benefits of the other options became clear.

After a discussion on the content of Mr Burt’s letter, Cllrs CONCLUDED that, with regret, the Council would not be seeking further negotiation.

Cllr Burt rejoined the meeting

Cllr Bunting took issue with a phrase in Mr Burt’s second letter that ‘negotiations about the field, which were effectively terminated by resolution of the Council’. Cllr Bunting said that rather than terminating negotiations the Council had made two reasonable suggestions as to a way forward, neither of which proved to be acceptable to Mr Burt.

Mr Burt declined to respond to Cllr Bunting’s comment but stated that the provisions of the Code of Conduct made communication with Cllrs time consuming and difficult and that he had simply tired of the process.

The Parish Field Committee was adjourned sine die.

29.9 Councillors' Business

29.9.1 Grant Application to the Star Energy Community Fund

Cllr Burt informed Cllrs that he had made a grant application to the Star Energy Community Fund to replace or restore the bus shelter near Chilworth Rail Station.

29.9.2 Tyting Farm

Cll Winkworth had circulated a briefing document to Cllrs in respect of the latest developments over the status of the farm. Cllrs held a brief discussion on the merits of the current proposal for GBC to rent out farm on a 125 year lease.  Cllr Winkworth informed Cllrs that the Save Tyting Farm Group opposed the development of the farm as a public open space.

29.9.3 Parish Newsletter

Cllrs agreed to set a deadline of the end of March for contributions for the newsletter.

Action All Cllrs

29.9.4 Retirement of Cllr David Davis

Cllrs noted the intention of Cllr Davis to retire as County Councillor at the forthcoming May elections. Cllrs felt that some sort of social event should take place to mark the valuable contribution to the parish councils made by Cllr Davis over the years. It was decided to mark the retirement with a modest gift to Cllr Davis. In the absence of a Chairman’s fund this would require a personal contribution from Cllrs.

Action Clerk

29.10 Planning

29.10.1 Planning Committee Chairman’s report

a. 08/P/01,986 – 5 Mill Reach, Mill Lane, Chilworth

Erection of a 1.2 metre high post and rail fencing

The Parish Council commented on and objected to this application

REJECTED

28.9.2 Oak House Sample Oak Lane

Part of the operation for Bicknells Coaches had relocated to Oak House. Following a ruling by GBC Planning Enforcement that this constituted a change of use, the owners of the site were notified that a planning application was nescessary.

A site meeting between the owners of Oak House and GBC planning officers had been held on 5th December 2008. Planning officers explained why a planning application for a Change of Use was nescessary and set an 8 week deadline for its submission.

29.11 Chilworth Community Association

During the recent cold weather a water pipe within the pavilion had burst. To prevent future bursts a low level of heating is being maintained within the pavilion.

29.12 Finance

29.12.1 Bank Reconciliation

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

29.12.2 Invoices paid out of committee

29.12.3 Invoices for payment

29.12.4 Clerks Allowances and Expenses

29.12.5 Financial Forecast

The financial forecast for January was noted

29.13 Date of Next Meeting

Monday 09th March 2009

Future Meetings: Monday 11th May 09 (Annual Meeting)