Minutes July 2009

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 13th July 2009 at Chilworth Infant School.

Present

The Chairman welcomed SCC Cllr Keith Taylor and congratulated him on his election for Shere ward.

32.1 Apologies for Absence

GBC Cllr David Wright.

32.2 Minutes of Previous Meetings

The minutes of the meeting held on Monday 11th May 2009, having been circulated to Cllrs, were approved.

32.3 Declaration of Personal and Prejudicial Interest

None.

32.4 Community Policing

The Chairman welcomed PC Nick Sharpe and PCSO Lloyd Boller to the meeting as representing the neighbourhood police Community Team.

PC Nick Sharpe gave a short presentation on the work of the community team in the local area and the wider aspects of policing in Surrey. He then fielded questions from the floor.

32.5 Matters Arising

a. Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk had been in contact with Mathew Harding (GBC Planning Officer). Mr Harding reported that Jason Hasaka’s (GBC Trees Officer) original report had been lost. It would therefore be necessary to provide a site map, photographic evidence, detailed justifications for individual trees etc. etc. This effectively would have set the clock back to September 2007. Fortunately the Clerk was able to supply a copy of the report from his own records. The matter has now been referred to the new GBC Trees Officer, Stewart Bee.

ACTION Clerk

b. Speeding on the Dorking Road

A meeting took place at 7.30pm Tuesday 16th June 09 at Shalford Village Hall.

Although not very well attended, there was enough support to proceed to the next stage, which is the training of Speedwatch volunteers by Surrey Police. Unfortunately because of manpower reductions, Surrey Police are not able to indicate when such training could take place. Further progress is dependent on Surrey Police.

It was AGREED that Speedwatch literature would be distributed with the newsletter

ACTION All Cllrs

c. Old Manor Green

After consulting with the Council’s insurance broker, the Clerk had reassured the Slaters over the issues they had with insurance cover. They have both agreed to maintain the Green.

d. Parish Council Website

Mr P Western’s (PC’s Website Manager) will be providing an estimate of the cost of introducing a Content Management System and the timescale for that introduction. However producing the estimate may take some time. RESOLVED to remove the item from the agenda.

e. War Memorial

Still awaiting favourable weather conditions to treat the crack in the memorial.

RESOLVED to remove the item from the agenda.

f. Parish Newsletter

See item 32.8.1.

g. Cllr Davis’s retirement

David Davis had not stood for re-election in the SCC June election. It was mistakenly assumed that he was going to attend the July meeting to make his farewell to the Parish Council. Since Mr Davis did not in fact attend the meeting, the Clerk was ASKED to write and invite him to the September meeting. 

ACTION Clerk

h. Car Parking on the pavement by the Percy Arms

Due to the high volume of customers and the consequent number of cars parked, some customers had taken to parking on the road and partially on the pavement. The cars represented an obstruction to   pedestrians. The manager of the Percy Arms had been approached to see if the parking practice could be discouraged. PC Nick Sharpe commented that he too would have a word with the manager on the subject.

i. Overgrown hedge on the East corner of the junction of Blacksmith Lane and Dorking Road

The problem with the hedge is that it obscures the East view of drivers attempting to turn right into Dorking road from the Lane. The owner of the property had been approached and asked to cut the hedge back. However, although some cutting has taken place, the view remains largely obscured and the owner of the property (no 101 Dorking Road) remains adamant that he will not undertake further cutting.

The Council INSTRUCTED the Clerk to write to Highways requesting that enforcement procedures are instituted.

ACTION Clerk

32.6 Highways & Byways

32.6.1 Overgrown North pavement of the Dorking Road from Lockner Farm to Mill Lane

A build up of earth and ground vegetation is forcing pedestrians to the edge of the pavement and even into the road. The Council NOTED with concern that although several requests had been made to the Highways Team, including one by David Davis, the problem had not been tackled.  Cllrs INSTRUCTED the Clerk to write to Derek Lake (Manager of the SCC Guildford Highways Team) drawing his attention to  its concern and suggesting an on-site meeting to discuss possible remedies.

ACTION Clerk

32.6.2 Traffic Lights on the Dorking Road east of the Station.

The traffic lights occasioned by the collapsed bank had been in place for several months and no date for their removal was in sight. Users of the Dorking road had to put up with the inconvenience. Cllrs raised the matter with Cllr Taylor.

The Clerk was ASKED to put up notices on the Council’s boards explaining the reason for the lights and what progress was being made.

ACTION Clerk

32.7 Correspondence

32.7.1 Letter from a resident in the vicinity of the Lockner Holt Rail Bridge

A letter, forwarded by Cllr Allen, from a resident living near to the Lockner Holt Bridge raised two areas of concern:

Firstly that Network Rail had allowed the firebreak alongside the track to become overgrown and therefore become ineffective. This was of concern because during the summer steam trains used the track and constituted a higher fire risk.

The Clerk would WRITE to Network Rail seeking an informed opinion.

Secondly a possible Fly-tipping incident whereby a lorry had dumped vegetation, brushwood and a container onto an adjacent field. The Clerk pointed out that fly-tipping was a Borough responsibility but that he would seek advice from Borough Officers.

ACTION Clerk

32.7.2 Chilworth and Blackheath Voluntary Services Care Committee

A letter had been received from Tracey Mansell the committee treasurer. The committee provides transport to and from medical appointments, provides a prescription collection and delivery service and produces a tri-annual booklet of community information. The committee is appealing for donations towards the estimated £450 cost of printing a new booklet.

Cllrs APPROVED a donation of £75

ACTION Clerk

32.7.3 Overhanging branches at the Infant School

An Email had been received from a resident complaining about branches overhanging the pavement at the boundary fence of the school and the Percy Arms. The Clerk had raised the matter with Cllrs Allen and Peake as governors of the school. The school had responded by cutting down the branches. The resident has expressed her thanks.

32.7.4 2010/11 Financial Year Concurrent Grant Applications

The annual circular from GBC inviting grant applications (50%) for Concurrent Functions has been received. The deadline for applications is 14th September which is the date of the next Parish Council Meeting.

Cllrs discussed applying for a grant for renovating the bus shelter at Chilworth Station but wanted some estimate of the scale of the commitment. The clerk was INSTRUCTED to approach Simon James for a new estimate for the task. In view of the tight timescale he was asked to set a deadline of the end of July for that estimate and to circulate it to Cllrs. Cllrs would then take a decision BEFORE the next meeting.

ACTION Clerk, All Cllrs

32.8 Councillors' Business

32.8.1 Parish Newsletter

The Newsletter had now been produced and needed to be delivered to residents. As in previous years this would be undertaken by Cllrs. Cllr Burt supplied the delivery lists used for the previous edition.  The lists were allocated to individual Cllrs.

ACTION All Cllrs

32.8.2 Fly Tipping on the Gunpowder Mils Site

Cllr Lunnon, as the Council’s representative on the Gunpowder Mills Group, expressed the Group’s concern over the dumping of garden and other waste onto the site. Some of the properties in Halfpenny Close adjoined the site and a few owners had got into the habit of dumping rubbish over their garden boundaries. Given that the site is scheduled as a National Scheduled Monument by English Heritage, the practice is both unlawful and antisocial given that site volunteers have to spend time removing the rubbish.

The Group requested that the Parish Council write to all residents who adjoin the site indicating that the practice was against the law. (Cleaner Neighbourhoods and Environment Act 2005, Ancient Monuments and Archaeological Areas Act 1979). Cllrs AGREED and the Clerk was instructed to WRITE to residents whose properties adjoined the Site. Cllr Peake will identify which properties in Halfpenny Close were affected.

ACTION JP Clerk

32.8.3 GBC SPA Avoidance Strategy Consultation

The Blackwater Valley has been designated part of the Thames Basin Heaths Special Protection Area under EU Habitat & Birds directives aimed at the protection of bird species deemed to be at risk. Under the directives there are severe restrictions on the granting of planning permission within the SPA and within a radius of five km from the SPA boundary. This would affect areas in the West of the Borough.

However councils could formulate an Avoidance Strategy whereby developers within the affected area could be charged a tariff which then could be used to develop alternative open spaces within the Borough.  

The Interim Avoidance Strategy was published in September 2006 and as a result of the consultation exercise, GBC has published the final form of the Strategy with a consultation deadline of 10 September 2009.

The consultation document had been circulated to Cllrs. The nearest designated alternative open space to the Parish is the Chantries. Since there were no alternative areas within the Parish, Cllrs NOTED the report.

32.8.4 Tree beside footpath which runs between the school and No 51 Dorking Road

Cllr Allen expressed concern over a dead tree which appeared to be on the boundary between the footpath and No 51 Dorking Road. Fears had been expressed that the tree could fall onto the footpath and therefore posed a threat top footpath users.

The Clerk would investigate.

ACTION Clerk

32.9 Planning

32.9.1 Planning Committee Chairman’s report

a. 09/P/00287 – South Oaks Caravan Park, Dorking Road

Variation of condition 2 of previous planning permission, from a personal occupancy to occupancy by gypsy families.

Following a meeting of the planning committee on 18th March 2009 the Parish Council agreed to submit a comment and an objection to this application.

An amended application was then received which would permit occupation of the mobile homes only by Mr Mathew Wenman Senior and his successors.

The Parish Council submitted comments on the amended application

PENDING

b. 09/P/00404 – Ideal Case & Pallet Company, Oak House, Sample Oak Lane

Retrospective change of use of part of the pallet yard for the parking of 5 coaches and the retention of two sheds for use as ancillary office accommodation and store.

The Parish Council submitted comments and an objection to this application.

APPROVED

c. 09/P/00468 – ‘Ingleside’, Blacksmith Lane

Rear extension, rear conservatory and new front porch.

The Parish Council submitted comments and an objection to this application.

REFUSED 

d. 09/P/00659 – ‘Retlaws’, 15 Roseacre Gardens, Chilworth

First floor extension with new hipped roof and raised chimney stack

The Parish Council made no comment on this application

PENDING

e. 09/P/00713 – ‘Hurstcote’ Halfpenny Lane

Erection of rear conservatory and other external alterations

The Parish Council made no comment on this application

APPROVED

f. 09/P/00725 – 1 Percy Cottages, 68 Dorking Road, Chilworth

Creation of a vehicular access and retrospective consent for the erection of 1.8m close boarded double gates.

The Parish Council made no comment on this application

REFUSED

g. 09/P/00790 – ‘Newmor’, Blacksmith Lane

Erection of single storey side / new extension including open car port.

The Parish Council submitted comments on this application

PENDING

h. 09/P/00897 – ‘Brantyngeshay’, Sample Oak Lane

Two storey rear extension.

The Parish Council submitted comments and an objection to this application.

PENDING

32.10 Chilworth Community Association

An Open Day was held on Saturday 23rd May 2009 up to 4.30pm at the Sports Pavilion to publicise the facilities, which were available for hire. The Open day was well attended and £204 raised for funds through sale of refreshments.

32.11 Review of the Council's Risk Policy

The Clerk had undertaken his annual review of the Council’s Risk Policy. The Internal Auditor had commented that the order of possibility of identified risks should be stated in the Risk Policy as High, Medium, or Low. The Clerk had amended the risk policy to do. The Risk Policy, having been circulated to Cllrs before the meeting, was APPROVED

32.12 Finance

32.12.1 Bank Reconciliation

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

32.12.2 2008/09 Annual Return

32.12.2.1 External Auditors Comments

The External Auditor had not commented other than to endorse the Internal Auditor’s comment.  Action had already been taken in respect of the Internal Auditor’s comment (see item 32.11)

Cllrs NOTED the External Auditor’s report

32.12.2.2 The 2008/09 Annual Return

The Annual Return was APPROVED

32.12.3 Invoices paid out of committee

32.12.4 Invoices for payment

32.12.5 Clerks Allowances and Expenses

32.12.6 Financial Forecast

The financial forecast for July was noted.

32.13 Date of Next Meeting

Monday 14th September 2009

Future Meetings: Monday 9th November 2009