Minutes May 2009

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 11th May 2009 following the Annual Meeting of the Parish at Chilworth Infant School.

Present

31.1 Election of Chairman

Mr Peter Burt had for a number of years expressed a wish to resign as Chairman and therefore declined nomination.

Cllrs expressed their appreciation for Mr Burt’s steady leadership and good counsel during his time in office.

Mr David Bunting was unanimously elected as Chairman. Mr Bunting signed a Declaration of Acceptance of Office as Chairman.

31.2 Apologies for Absence

Cllr Patricia Allen, SCC Cllr David Davis, GBC Cllr Roy Hogben

31.3 Election of Vice Chairman

Mr John Peake was unanimously elected as Vice Chairman.

31.4 Minutes of Previous Meetings

The minutes of the meeting held on Monday 9th March 2009 having been circulated to Cllrs, were approved subject to the following amendment:

Cllr John Peake added to the list of attendees

31.5 Declaration of Personal and Prejudicial Interest

None.

31.6 Appointment of Committees

N.B. The Chairman and Vice Chairman are ex officio members of all the Council’s Committees.

31.6.1 Planning Committee

All Cllrs are members of the Planning Committee. Cllr John Peake will chair.

31.6.2 Audit Committee

Remit to review the Council’s internal audit controls on an annual basis. Members are Cllr Hayward and Cllr Peter Burt. Cllr David Bunting will chair.

31.7 Matters Arising

a. Tree Preservation Orders for selected trees in Blacksmith Lane

Cllr John Peake has now identified which trees were outside of the conservation area and a letter has been sent to GBC Planning requesting TPOs for those trees.  The letter had also requested details of information supplied to householders within the conservation area about their conservation responsibilities.

ACTION Clerk

b. Speeding on the Dorking Road

The Clerk reported that Shalford PC had given a positive response to St Martha PC’s request for collaboration on Community Speedwatch. A meeting had been scheduled for 7.30pm Tuesday 16th June 09 at Shalford Village Hall. Posters would be going up in the village advertising the event and asking people who were interested in supporting a Community Speedwatch scheme in Chilworth,  Shalford and Peasmarsh to attend.

ACTION Clerk

c. Old Manor Green

Cllr Hayward reported that the Slaters had indicated that they were now prepared to maintain the Green.  Mr Alan Slater had some issues over insurance cover. The clerk will seek to resolve those issues.

ACTION Clerk

d. Parish Council Website

Awaiting Mr P Western’s (PC’s Website Manager) estimate of the cost of introducing a Content Management System and the timescale for that introduction.

The Clerk confirmed that he continues to Email Mr Western with draft minutes and agendas.

ACTION PW

e. War Memorial

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

ACTION CH

f. Overgrown Verges in Halfpenny Lane

Some cutting of the verges has taken place in the section of the Lane within the parish boundary. It is not clear if this was as a result of work by the Community Gang or by local landowners.

g. Sunken drain covers on the Dorking Road

The manhole cover (By No 40 Dorking Road) has now been repaired.

h. Mayor’s Award for Community Service

Cllr Burt was very pleased to report that the Parish Council’s nomination of Cllr John Peake for the award had been successful. Cllr Peake had received his award from the Mayor at a ceremony at the Guildhall on 25th April 09.

Cllrs congratulated John Peake on his award.

i. Parish Newsletter

Cllr Peter Burt agreed to edit the contributions received to create a draft newsletter. The draft newsletter would be circulated to Cllrs.

ACTION PB

j. Cllr Davis’s retirement

Send parish council is putting together a scrapbook to mark Cllr Davis’s retirement. They wish to include it the signatures of all Cllrs in all the parish councils in Shere Ward. The Clerk asked Cllrs to sign a sheet of paper which he would dispatch to Send.

ACTION Clerk

k. Surrey County Playing Fields Association

A cheque had been prepared to renew subscription to the organization as agreed in minute 30.6.2.

l. Action to be taken when notified of a complaint by the Borough Standards Committee

In its recent bulletin, the Standards board had recommended that local councils had procedures in place to deal with should such a notification be received. The Clerk had approached the Borough Standards Officer to see if any guidelines were available. However the Borough Standards Officer was unaware of the Standards Board recommendation and is ‘looking into the matter’.

31.8 Highways & Byways

31.8.1 Cars parking on the pavement by the Percy Arms

Cars have been parking partly on the pavement of the Dorking Road by the Percy Arms. This obstructs the pavement forcing pedestrians onto the road.

Cllrs AGREED that, in the first instance, Clr Hayward would make informal approach to the manager of the Percy Arms, Mr I Sharpe, to see if the matter could be resolved.

ACTION CH

31.8.2 Overgrowth 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. Although an informal approach had been made to the householder, the hedge remained untrimmed. AGREED to give the householder more time to take action before involving Highways.

ACTION ML

31.8.3 Traffic Lights on the Dorking Road East of the station.

It was NOTED with concern that the repair of the bank was a major undertaking. The Highways Structural Team has indicated a three month period was needed just to undertake an assessment. The traffic lights are likely to be a feature for the medium term future.

31.9 Correspondence

31.9.1 Keep Guildford and Waverly Clean 2009

A letter had been received from GBC seeking nominations identifying areas which would benefit from work to clean, sweep and pick up litter. Cllrs NOTED the contents of the letter.

31.9.2 Equality and Human Rights Commission

A letter had been received from the Commission (and circulated to Cllrs) pointing out the requirement for the Council to pay ‘due regard’ to race disability and gender disability. From 2011 it is expected that this will be extended to include age disability, gender identity, religion or belief and sexual orientation. Cllrs NOTED the contents of the letter.

31.10 Councillores' Business

31.10.1 Tyting Farm Squat

Cllr Winkworth briefed the Council on the latest information about action to remove the squatters from the farm.

31.11 PLANNING

31.11.1 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

APPROVED

b. 09/P/00276 – ‘Newmor’, Blacksmith Lane

Detached carport with attached workshop, store and garden room.

The Parish Council made no comment on this application

WITHDRAWN

c. 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 18 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

d. 09/P/00035 – ‘Little Brook’, Old Manor Gardens

Crown reduce three Sycamore trees by 20% (within the Chilworth Gunpowder Mills conservation area).

The Parish Council made no comment on this application

APPROVED

e. 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.

PENDING

f. 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.

PENDING

31.12 Chilworth Community Association

An Open Day was scheduled for Saturday 23 May 2009 up to 4.30pm at the Sports Pavilion to publicise the facilities, which were available for hire.

31.13 Finance

31.13.1 Bank Reconciliation

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

31.13.2 2008/09 Annual Return

31.13.2.1 Internal Auditors Comments

Cllrs noted the comments by Mr Peter Frost the Council’s internal auditor. The Clerk would review risk levels in his review of the Council’s Risk Policy for the July Parish Council meeting.

ACTION Clerk

31.13.2.2 Financial Statement 08/09

The Financial Statement was APPROVED

31.13.2.3 Annual Governance Statement 08/09

The Annual Governance Statement was APPROVED

31.13.3 Invoices paid out of committee

31.13.4 Invoices for payment

31.13.5 Clerks Allowances and Expenses

31.13.6 Financial Forecast

The financial forecast for May was noted.

31.14 Date of Next Meeting

Monday 13th July 2009

Future Meetings: Mondays 14th September 2009 and 9th November 2009