Minutes November 2009

Parish Council Meeting

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

Present

The Council noted with sadness the news of the death of Fenella Denning. Fenella had been a stalwart supporter of village activities over many decades and the village will be poorer with her loss. The Council observed a two minute period of silence in her memory.

34.1 Apologies for Absence

Mr Peter Burt (abroad), Mr Colin Hayward (Illness)

34.2 Minutes of Previous Meetings

The minutes of the meeting held on Monday 14 September 2009, having been circulated to Cllrs, were approved subject to the following amendments:

Item 33.4.d – Replace Cllr Bunting with The Clerk, change Action to the Clerk.

Item 33.7.2 – Delete ‘After discussion the idea was rejected’

34.3 Declaration of Personal and Prejudicial Interest

None

34.4 Public Session

The Council adjourned to hear comments from members of the public:

James Stilwell-Stag, a resident of Roseacre Gardens, gave a short presentation on broadband access. The residents of Roseacre gardens do not have access to broadband as they are too far from the exchange. Mr Stilwell-Stag outlined the alternative methods of broadband access such as Wimax, Fibre optic cable or Satellite. The cost of the alternatives is relatively high and the more people who directly benefit will aid sharing the cost. The Council noted with interest the problems with broadband at that end of the village but was unable to provide any practical help.

The Parish Council resumed.

34.5 Parish Website

Mr Peter Western (Website Manager) had been invited to the meeting but was unable to attend due to a prior commitment.

Cllr Winkworth reminded the meeting that options for change included either tweaking the existing website or a major redesign of the existing website or the replacement of the existing website with a new website incorporating a Content Management System.

The third option would allow different people to maintain different parts of the site. Mr Western estimated that implementing the option would take 3 / 4 days of his time and cost £1000. A decision needed to be taken by the end of the year.

ACTION All Cllrs

34.6 Matters Arising

a. Tree Preservation Orders for selected trees in Blacksmith Lane

The Clerk reported no progress on this matter. He observed that it was now over two years since the parish council first made the request for TPOs to the Borough. Cllr David Wright offered to raise the matter again with Mathew Harding (GBC Planning Officer)

ACTION Clerk

b. Car parking on the pavement by the Percy Arms

Cars belonging to customers have been parked on the Dorking Road and partially on the pavement thus obstructing pedestrians. The manager of the pub had been approached on the subject. However in practice there was little he could do to prevent customers parking on the public highway. The Clerk has raised the matter with PC Nick Sharpe (NSO).

ACTION Clerk

c. 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.

The Clerk has reported the matter to Highways requesting that enforcement procedures are instituted. Gavin Smith (Community Highways Officer) has inspected the hedge and concluded that it does obstruct the highway.

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

A build up of earth and ground vegetation was forcing pedestrians to the edge of the pavement and even into the road. The Council noted with pleasure that work to clear the pavement had taken place and that this long running item can be taken off the agenda.

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

The traffic lights occasioned by the collapsed bank had been in place since December 2008. The Clerk had put a written question to the SCC Guildford Local Committee and Cllr Winkworth had attended the Local Committee meeting to raise the matter under questions from the floor, Cllr Hogben had also attended and had put down a written question.

Cllr Hogben summarised for the Parish Council his current understanding of the situation:

An ecological survey and a geotechnical investigation should be completed by March 2010

Based on an initial view of the SCC  Structures Group some 100m of the road and underlying material will bed removal and reconstruction at a cost around £300.000

The budget situation for 2010 / 11 is not yet assured and work will depend on funds being available

Road closure is likely to be required to facilitate remedial work.

f. Grant Applications

A circular for Star Energy stated that 31 December 09 is the deadline for the next round of grant applications. The Council intend to make an application for the refurbishment of the bus shelter by the Rail Station.

ACTION Clerk

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

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

The Clerk had notified James Browne (SCC Guildford Rights of Way) who was going to inspect.

ACTION Clerk

h. Kissing Gates on Field on South slope of St Martha’s Hill

The gates are in poor condition and need maintenance. Cllr Burt had volunteered to undertake the work, however due to his absence from the meeting it was not possible to check progress.

ACTION PB

i. Safety Inspection of the parish benches

The Clerk had checked with other parish clerks to see what procedures were in operation. Procedures tended to be informal and based on common sense. On that basis he was prepared to undertake the safety inspections.

ACTION Clerk

j. Clerk’s Annual Review

The chairman reported that the Review had taken place.

34.7 Chairman's Report

The Chairman made a brief summary of matters in hand.

34.8 Highways & Byways

34.8.1 Blocked drain at the junction of Pine View Close and Dorking Road

The Dorking road had a tendency to flood during and after heavy rain. It is suspected that the drain is blocked. The Clerk was asked to report it to Highways.

Action Clerk

34.8.2  Post by the Pond near the Rail Station

The post appears in poor condition and may be unsafe. The Clerk was asked to report it to Highways.

Action Clerk

34.9 Correspondence

1. Letter of thanks from Mr David Davis for his retirement presentation - NOTED
2. Letter from Star energy inviting grant applications with a closing date of 31 December 2009 – NOTED
3. Letter of thanks from Chilworth and Blackheath Voluntary Services Care Committee for the £75 donation. - NOTED

34.10 Councillors' Business

34.10.1 War Memorial

Cllr Allen reported that she had applied for a £200 grant under the small grant scheme of the War Memorials Trust. Cllr Hayward was reported as having completed repairs to the memorial. It was also reported that there was an accumulation of Moss on the memorial which needs to be washed off.

Action CH

34.10.2 Youth Club

A successful youth club had been operating on a Wednesday night at the Sport’s pavilion. The club had been funded by the Lychgate Trust, a Church of England charity. However the Trust has now withdrawn funding and the future of the club is in doubt.

34.10.3 Notice Boards

Cllr Winkworth expressed concern at the state of the public notice board; it was untidy with many drawing pins and staples left on it. The clerk commented that he had in the past asked various village organizations to ensure that notices and pins were removed once their purpose had been served.  It may be necessary to organize a working party to clean up the board.

34.11 Planning

33.8.1 Planning Committee Chairman’s report

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

Variation of condition 2 of previous planning permission, 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

APPROVED

b. 09/P/01195 – ‘Hurstcote’ Halfpenny Lane

Revised dormer window design and new balcony area to rear elevation of garage.

The Parish Council made no comment on this application

APPROVED

c. 09/P/01373 – ‘Dunromin’, 30 Roseacre Gardens

Two storey side extension and new detached garage following demolition of existing garage.

The Parish Council made no comment on this application

APPROVED

d. 09/P/01379 – ‘Merrydown’ White Lane

Detached 4 bedroom house following demolition of existing dwelling.

The Parish Council made no comment on this application

PENDING

e. 09/P/01444 – Sample Oak Farm, Sample Oak Lane

Change of use from agricultural buildings to B1 office use with alterations to doors and windows on external elevations.

The Parish Council made no comment on this application

PENDING

f. 09/P/01535 – ‘Brantyngeshay’ Sample Oak Lane

Two storey rear extension following demolition of existing ground floor bathroom.

The Parish Council submitted comments on this application

PENDING

g. 09/P/01543 - – ‘Brantyngeshay’ Sample Oak Lane

Certificate of lawfulness for an existing use to establish that the existing building (Stable House) has been used as a single self-contained residential dwelling house  to which full permitted development rights apply, for over four years

The Parish Council made no comment on this application

PENDING

h. 09/T/00170 – ‘Aldebrook House’, 4 Redwood Grove

Reduce crown of Horse Chestnut (Tree A) by 2m and fell Horse Chestnut (Tree B)(A1 of Tree Preservation  Order P1/201/21).

The Parish Council made no comment on this application

PENDING

i. 09/P/01565 – 9 Dorking Road

Single storey rear extension and enlargement of roof to create additional accommodation with Juliette balcony to rear together with single storey side/front extension.

The Parish Council submitted comments on this application

PENDING

34.12 Finance

34.12.1 Bank Reconciliation

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

34.12.2 Invoices paid out of committee

34.12.3 Invoices for payment

None

34.12.4 Clerks Allowances and Expenses

34.12.5 Clerk’s Salary

34.12.5.1

Implementation of the 2008/09 Agreement raising SCP 20 from £17781p.a. to £18270 p.a. (2.7% rise) Arrears calculated as (18270 – 17781) x 14 / 37 = £185.03

AGREED

34.12.5.2

Implementation of the 2009/10 Agreement raising SCP 20 from £18270 p.a. to £18453 p.a. (1% rise)

AGREED

34.13 Date of Next Meeting

Monday 8 December 2009