Minutes March 2009

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 9th March 2009 at Chilworth Infant School.

Present

30.1 Apologies for Absence

Mr David Bunting (in hospital).

30.2 Minutes of Previous Meetings

The minutes of the meeting held on Monday 12th January 2009 having been circulated to Cllrs, were approved subject to the following amendment:

Paragraph 29.9.4 Retirement of Cllr David Davis

Delete from ‘Cllrs were uncertain’ to end of paragraph. Replace with ‘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.’

30.3 Declaration of Personal and Prejudicial Interest

Cllrs John Peake and Patricia Allen declared an interest in item 30.8.1 as governors of the Chilworth Church of England Infant School

Meeting Adjourned

The meeting adjourned to allow Mr Peter Western who manages the Parish Council website to report on the status of the website and to answer questions from Cllrs.

The Chairman thanked Mr Western for attending.

Meeting Resumed

30.4 Matters Arising

a. Tree Preservation Orders for selected trees in Blacksmith Lane

Cllr John Peake reported that, due to pressure of work, he had not yet determined which of the trees identified as needing TPOs were within the conservation area and which were not.

ACTION JP

b. Speeding on the Dorking Road

The Clerk reported that he had contacted contact Shalford and Albury Parish Clerks with a view to a joint participation in a Community Speedwatch scheme. Both Clerks would schedule the item on their respective council agendas.

ACTION Clerk

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

Cllr Davis had scheduled the removal of encroaching soil and vegetation from the pavement for the SCC Local Work Gang.  However reports from residents indicated that no work had yet been done. Cllr Davis agreed to follow up the matter.  The next scheduled work gang in this area is 30 March 09.

d. Old Manor Green

The Clerk had written to Mrs Rosalie Slater enclosing a draft contract for maintaining the Green. Unfortunately, on reflection, Mrs Slater had replied that having read the contract she now felt unable to undertake the work. Cllr Hayward offered to approach Mrs Slater to determine what she would be prepared to undertake.

ACTION CH

e. Parish Council Website

It is clear that the website is being used. Mr Western quoted that 730 pages had been accessed during February 09. RESOLVED: to continue maintenance of the website.

However it is clear that the website though advanced when it was created, is now showing its age. The major problem is that the website can only be updated by Mr Western. It is desirable for the Clerk and Cllrs to be able to update routine information held on the website. Mr Western indicated that this could be achieved by replacing the website software and incorporating a Content Management System.

Mr Western UNDERTOOK to provide an estimate of the cost of introducing a Content Management System and the timescale for that introduction. His initial cost estimate was about £1000.

Cllrs WELCOMED Mr Western’s statement that he was willing to continue to manage the website.

ACTION PW

f. War Memorial

One crack requires filling with resin. This is still awaiting favourable weather conditions.  Cllrs AGREED to allow the memorial to age naturally by not repairing superficial damage.

ACTION CH

g. Overgrown Verges in Halfpenny Lane

The verges remained uncut. Cllr Davis had been unable to get a satisfactory answer from Highways. Cllr Davis agreed to schedule the Community Work Gang to undertake the task (at least for the section within the parish boundary).

ACTION Clerk

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

Clr Davis reported that the whole bank was unstable and in danger of collapse. The traffic lights had been installed to protect the public and would remain until the bank was reinforced. Reinforcing the bank was a major undertaking and until the procurement procedures had taken place it would not be possible to give a timescale for completion.

i. Sunken drain covers on the Dorking Road

The manhole cover (By No 40 Dorking Road) has still not been repaired.

ACTION Clerk

j. Freedom of Information Act – Revised Publication Schedule

The Clerk had provided details of the revised Publication Schedule to Mr Western for publication on the Website.

k. Review of the Effectiveness of Internal Audit procedures

The minutes of the Audit Committee meeting of 2nd December 08 had been circulated to Cllrs. Cllrs APPROVED the report of the Audit Committee.

l. Mayor’s Award for Community Service

Cllr Burt is progressing the Parish Council’s nomination

ACTION PB

m. Parish Newsletter

The Chairman reminded Cllrs of the need for contributions. The agreed deadline was the end of March.

ACTION All Cllrs

n. Cllr Davis’s retirement

Cllrs viewed and APPROVED the suggested gift from Cllrs to Cllr Davis

ACTION PA

30.5 Highways & Byways

30.5.1 FP254 (Lockner Holt Rail Bridge to Postford Farm)

Mrs McIntyre had reported a defective style on this footpath. The Clerk had reported it to Highways (Rights of Way) who were aware of it.

30.5.2 Overgrown hedge at the east corner of Blacksmith Lane and Dorking Road

The height of the hedge restricts the view of oncoming cars for traffic turning onto the Dorking Road. This problem has occurred in the past and has been resolved by having an informal word with the householder. AGREED to adopt the same approach in the first instance.

ACTION ML

30.6 Correspondence

30.6.1 The Royal Surrey County Hospital NHS Trust

A letter had been received from Mrs Joanne Green, formerly GBC Head of Democratic Services and now the Trust’s company secretary. The letter draws attention to an offer by the Trust’s Chief Executive Nick Moberley to address parish councillors on how the Trust could work together with parish councils. Cllrs NOTED the contents of the letter.

30.6.2 Surrey County Playing Fields Association

Several years ago it was decided to cease membership as a cost cutting exercise. The Association has continued to circulate literature to this parish council. The Chairman suggested it might now be time to take up membership again. AGREED to pay the £10 annual membership fee.

ACTION Clerk

30.7 Councillors' Business

30.7.1 Notification of complaints to the Standards Committee

If a complaint is made about a parish cllr to the GBC Standards Committee, the Committee is now required to notify the relevant parish council.  In its latest newsletter the Standards Board for England and Wales state that parish councils should have procedures in place to deal with any such notification.

AGREED that the Clerk should investigate further.

ACTION Clerk

30.8 Planning

30.8.1 Planning Committee Chairman’s report

a. 09/P/00098 – Chilworth Church of England Infant School, Dorking Road, Chilworth

Siting of temporary timber shed at the Chilworth Church of England infant school

The Parish Council made no comment on this application

PENDING

30.8.2 Next meeting of the Planning Committee

It was AGREED that the next meeting of the planning committee would be at 6.00pm on Wednesday 18 March at the Chilworth Church of England Infant School.

30.9 Chilworth Community Association

At the March AGM of the Association Cllr June Downham (Shalford PC) stepped down as chair, though she remains on the committee. The Rev Stephanie Sokolowski, vicar of Chilworth was elected in her place.

30.10 Finance

30.10.1 Bank Reconciliation

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

30.10.2 Invoices paid out of committee

30.10.3 Invoices for payment

30.10.4 Clerks Allowances and Expenses

30.10.5 Financial Forecast

The financial forecast for March was noted.

30.11 Date of Next Meeting

Monday 11th May 2009 (Annual Meetings)

Future Meetings: Mondays 13th July 09, 14th September 09 and 9th November 09