Minutes September 2009

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 14th September 2009 at Chilworth Infant School.

Present

The Chairman welcomed Mr David Davis to the meeting. Mr David Davis had stood down as SCC Cllr for Shere ward at the May elections and the Parish Council had invited him to the meeting to thank him for his many years of service to the community. To mark the occasion Cllrs presented him with a framed photograph of St Martha’s Church. Mr Peter Burt, in making the presentation, emphasised the excellent cooperation and close working relationship that Mr Davis had had with the Parish Council and, over the years, and how much his words of advise had been helpful in moving forward.

33.1 Apologies for Absence

Mrs Barbara Winkworth

33.2 Minutes of Previous Meetings

The minutes of the meeting held on Monday 13 July 2009, having been circulated to Cllrs, were approved subject to the following amendments:

Item 32.5.e - Add ‘The Slaters would claim for any expenses incurred as and when they occurred.’

Item 32.5.i - Replace 101 Dorking Road with 3 Dorking Road

33.3 Declaration of Personal and Prejudicial Interest

Cllr David Bunting and Cllr John Peake declared an interest in agenda item 4.l as owners of properties adjoining the Gunpowder Mills site.

33.4 Matters Arising

a. Tree Preservation Orders for selected trees in Blacksmith Lane

The  Clerk had prompted Mathew Harding (GBC Planning Officer) to give a progress report. Mr Harding replied that he needed to speak to GBC Trees Officer, Stewart Bee. Unfortunately no further response has been received by the Clerk. The Clerk will continue to pursue this matter which was first raised with the Borough in September 2007.

ACTION Clerk

b. Speeding on the Dorking Road

No further action can be taken until volunteers for operating the scheme are trained. Due to manpower cuts, Surrey Police are unable to indicate when such training might take place. AGREED to remove item from the agenda until new information is available.

c. Cllrs David Davis’s retirement

The Clerk had written to Mr Davis to invite him to the September meting and Mr Davis had accepted the invitation.

d. 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 Cllrs reported that the problem remains. The Clerk will raise the matter with PC Nick Sharpe (NSO).

ACTION Clerk

e. 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 3 Dorking Road) remains adamant that he will not undertake further cutting.

The Clerk had reported the matter to Highways requesting that enforcement procedures are instituted.

f. 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 Clerk had written to Mr Derek Lake (SCC Guildford LTS) raising the problem yet again and inviting him to a site visit.  No reply had been received.

However Cllrs noted that the pavement in the Albury section had been cleared. Cllr David Wright explained that this was under a joint initiative by SCC and GBC to tackle environmental issues nominated by parishes. Cllr Burt confirmed that, as the former chairman, he had nominated the pavement for action. Cllr Wright stated that he would use his influence to task a work party for the job.

ACTION Clerk

g.  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. Cllrs were dismayed to read a public statement from Derek Lake (SCC Guildford LTS) that the lights might be in place for years due to the very restricted Highways budget. A commercial consultancy had been commissioned to evaluate the problem but had yet to start work.

Cllrs RESOLVED to raise the matter with the SCC Guildford Local Committee. The Clerk was INSTRUCTED to raise a written question with the local committee. The written question should raise the possibility that the parish council might be forced to hold a public meeting on the issue.

The Clerk had put up notices on the Council’s boards explaining the reason for the lights and what progress was being made. The Clerk would update the notices if any new information became available.

ACTION Clerk

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

A letter 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 had written 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 had sought advice from borough officers.

Fly-tipping is only an offence if it occurs without the landowner’s consent. Unless the landowner can be identified, consent cannot be determined.

The Clerk had written to the resident who raised the issue to see if the landowner could be identified

i. 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. A cheque for a £75 donation towards printing costs has been sent to the committee.

j. 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 14 September. Consideration was given to applying for a grant for renovating the bus shelter at Chilworth Station. The clerk had obtained from Simon James, who had previously tendered for the job, a revised tender for undertaking the work. However Cllrs had not been able to reach agreement on undertaking the task and the deadline for grant applications had expired.

Cllrs discussed other sources of grants such as the Star Energy Community Fund and the SITA small grants scheme. The Clerk was instructed to look into the matter.

ACTION Clerk

k. Parish Newsletter

The newsletter has been distributed. Cllrs congratulated Cllr Peter Burt on the quality of the newsletter and expressed their thanks for the amount of work that he had put into project.

l. Fly Tipping on the Gunpowder Mils Site

Cllrs Bunting and Peake withdrew from the meeting

The Gunpowder Mills Group had expressed 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.

The Clerk had written 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). Three residents had responded by asking why they had been contacted. The responding residents were satisfied with the explanation that all residents adjoining the site had received letters.

Cllrs Bunting and Peake rejoined the meeting

m. 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.  Cllr Allen reported that one had already partially fallen and had been dealt with by a member of the public.

Some trees completely overhang the path and cross the school boundary.

Cllr Allen had written to Mr & Mrs Simpson, the occupiers of No 51 Dorking Road, but the identity of the owner of the field behind no 51 is not known. Since the footpath is a registered public right of way, the Clerk will notify James Browne (SCC Guildford Rights of Way).

ACTION Clerk

33.5 Highways & Byways

33.5.1 Verge cutting on Halfpenny Lane / Sample Oak Lane

Growth of vegetation on the verges tends to restrict the width of the Lanes, neither of which appears to have been cut by Highways this year. The only cutting has been by individual landowners. Cllr Allen also expressed concern about the footpath alongside Sample Oak Lane which had not been cut.

The Clerk will continue to prompt Highways to undertake verge cutting. However the footpath has in the past been cut by Rights of Way. The Clerk will contact Rights of Way.

ACTION Clerk

33.6 Correspondence

None

33.7 Councillors' Business

33.7.1 Kissing Gates on permissive footpath over field owned by Mr Peter Burt

The kissing gates are owned by the Parish Council and appear in the Council’s Asset Register. Cllr Burt reported that the gates were in poor condition with the closing posts loose. The condition of the gates may well be a public safety issue and needs to be addressed. Cllr Burt offered to deal with the matter.                                    

ACTION PB

33.7.2 Change to the format of the Council Meeting

The Chairman floated a suggestion that the Matters Arising item on the agenda be deleted and replaced by a report by the Clerk.

33.7.3 Ownership of Old Manor Green

The Chairman stated that he had been told that if anybody injured themselves on the bench on Old Manor Green, the Council’s insurers might refuse to accept third party liability as the Council did not own the land. He questioned whether the Council should seek to establish ownership.

The Clerk advised that establishing land ownership could be time consuming and expensive. The land could be manorial waste or owned by Highways or could belong to the Old Manor House. What was clear was that the parish council had been occupying the land for many decades. The bench was insured in the Council’s policy and the ownership of the land it was on did not appear to be an issue with the insurers.

Cllrs decided not to pursue the matter.

33.7.6 Safety inspection of benches

The Chairman stated that the benches on Old Manor Green and the entrance to Halfpenny close should be regularly inspected for safety purposes. The Clerk stated that he personally was not qualified to do a safety inspection. The Clerk would check with neighbouring parishes to see what procedures they adopted.

ACTION Clerk

33.7.7 Clerk’s Annual Appraisal

The Chairman stated that the Clerk’s Annual Appraisal was due in November. He had asked Cllrs Allen and Peake to form a panel to conduct the appraisal. The Clerk responded by pointing out that this was a change to established employment practice for the Parish in that the review, up to now, had been conducted by the Chairman alone.

ACTION Clerk DB

33.8 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

PENDING

b. 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

REFUSED

c. 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

APPROVED

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

Two storey rear extension.

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

REFUSED

e. 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

PENDING

33.9 Chilworth Community Association

Cllrs AUTHORISED payment of annual £100 donation to the association.

ACTION Clerk

33.10 Finance

33.10.1 Bank Reconciliation

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

33.10.2 Invoices paid out of committee

33.10.3 Invoices for payment

33.10.4 Clerks Allowances and Expenses

33.11 Date of Next Meeting

Monday 9 November 2009