Minutes 10 January 2010

Minutes of the Meeting of St Martha Parish Council held at Chilworth Church of England Infant School on Monday 10 January 2010

The meeting was opened at 7.15 pm

Present:

Chairman Mr David Bunting

Cllrs Mrs Patricia Allen

Mr Peter Burt

Mrs Cathy Browning

Mr Mike Lunnon

Mr John Peake

Parish Clerk Mr Chris Karney

43.1 APOLOGIES FOR ABSENCE

None

43.2 MINUTES OF PREVIOUS MEETINGS

The minutes of the meeting held on Monday 8 November 2010 having been circulated to Cllrs, were approved.

43.3 DECLARATION OF PERSONAL AND PREJUDICIAL INTEREST

None

MEETING ADJOURNED

The Parish Council adjourned to allow a resident of Halfpenny Close to bring the Council’s attention to the problems of commercial vehicles parking on the road in Halfpenny Close in proximity to the junction with Blacksmith Lane.

Whilst this parking is legal, it causes difficulty to cars entering or leaving the Close and is regarded as a nuisance by some householders. Complaints to Highways and the Police had not resulted in curbing the practice.

The resident believed that Highways has powers under the Highways Act to pass a by-law restricting parking. The Parish Council was asked to request Highways to pass a by-law restricting parking of commercial vehicles at the entrance to the Close

A paper detailing the complaint was distributed to Cllrs.

MEETING RESUMED

43.4 MATTERS ARISING

1. Parish Website

The Clerk and Cllr Peter Burt had not yet undertaken the web site training. The delay was due to Mr Peter Western, the website developer, had not yet completed the written user instructions. Cllr Burt will contact Peter Western to arrange dates for training later in January.

The Chairman expressed his disappointment that the training had not yet taken place.

ACTION Clerk, PB

2. Parish Audit of Highway Clutter

The Chairman provided the Clerk with a return to be processed and sent on.

ACTION Clerk

3. Section 106 monies (Haywards Yard development)

The Clerk had confirmed with Mary Anne Pryor (GBC Section 106 Officer) that the monies in relation to the recreational spend (£27,492) had been received but that no project has been, as yet, allocated. Cllrs were concerned that the money could be spent anywhere in Tilingbourne Ward and not necessarily in the Parish.

Cllrs considered the proposed project to convert the Gunpowder Mills West Lodge on Blacksmith Lane, which is owned by GBC, to a visitor’s centre and storage facility. This proposal could be funded by the Section 106 money.

The Council’s representatives were asked to raise the matter at the next meeting of the Gunpowder Mills Committee (26 January 2011). The Clerk was asked to write to GBC requesting a meeting on the future of the Lodge.

The Clerk had been in touch with a number of the members of the SCC Guildford Highways Team including Mr Bahram Assadi (SCC Guildford Road Developments) to see if the monies for road development had been received (£25,000). Highways are unaware of this funding. The Clerk will continue to monitor

ACTION ML JP Clerk

4. Parish Emergency Plan

The Clerk had been unable to contact the Shere Clerk to obtain a copy of the Shere Emergency Plan. He will contact Shalford and Albury to see if they have Emergency Plans.

ACTION Clerk

43.5 CHAIRMAN’S REPORT

The Chairman’s report is attached as an appendix to these minutes.

43.6 HIGHWAYS & BYWAYS

1. On the road parking in Halfpenny Close (see adjournment)

The Clerk was asked to contact Highways to consider the feasibility of Highways implementing a By-law restricting parking of commercial vehicles at the mouth of Halfpenny Close.

ACTION Clerk

2. The Planter at Chilworth Station

The Clerk had contacted Gavin Smith (SCC Community Highways Officer) and asked for the damaged planter to be repaired or replaced. Although the planter had been placed by Highways as an agreed safety measure, the response was negative. The Clerk was asked to raise this again with Gavin Smith.

ACTION Clerk

43.7 CORRESPONDENCE

1. Parish VAS Scheme

An Email has been received from the Police Community Safety team regarding the Parish VAS Scheme (Vehicle Activated Signs). Addressed to all Guildford Parishes we are invited to join the scheme to operate VAS technology. For those interested, training is arranged for March as three two hour sessions.

Cllrs NOTED the information.

43.8 COUNCILLORS’ BUSINESS

1. Parish Diary

The website provides a facility to maintain an events diary (one general, one for Parish Council matters). The Clerk intends to populate the diary but will require some information from other sources.

ACTION Clerk All

2. Parish Council Elections

Parish Council elections are due in May 2011. The Clerk will circulate a candidate’s pack (nomination papers etc) to existing Cllrs when he receives them from GBC Electoral Services. The Chairman urged Cllrs to try and identify potential candidates.

3. Arrangements for the Parish Newsletter

Cllrs agreed to DEFER arrangements until after the May Parish Council Elections. The arrangements will become the responsibility of the new Council.

It was noted that St Thomas publish a monthly newsletter. The Clerk was asked to approach the Vicar to see if the occasional Parish Council item could be included.

ACTION Clerk

4. Chilworth Gunpowder Mill

Considerable tree cutting had taken place on the edge of the lake (South side from Green Gates to Sluice). Cllr John Peake explained that although new vistas had been opened up, the trees to be cut down had been agreed between Adam Owen (GBC Parks and Countryside) and the Gunpowder Mills Committee. However the GBC contractor had cll all the trees down including trees earmarked as saved. There was concern at this destruction of self-sustaining woodland.

43.9 PLANNING

43.9.1 Titan Sheds Development – Planning Appeal

A letter had been received from the Borough Planning Department that the developers of the Titan Sheds site on Blacksmith Lane had lodged an appeal against the refusal of their revised planning application for the site (10/P/00201 and 10/P/00202).

The Clerk reported that he had written to the Planning Inspectorate stating the Parish Council’s objections to the application in line with the Council’s letter of 15 June 2010 to the Borough’s Planning Committee.

43.9.2 Planning Committee’s Chairman’s Report

A. 10/P/01156 Application to extend the time limit for implementation of

06/P/01595 for Titan Sheds site, Blacksmith Lane

The Parish Council submitted comments on this application, reiterating it’s

comments in its original letter dated 8 August 2006.

APPROVED

B. 10/P/01613 – ‘Merrydown’, White Lane

Detached two storey five bedroom house with accommodation in the roof

following the demolition of existing building and outbuildings.

The Parish Council made no comments on this application

APPROVED

C. 10/P/01875 - 5 Postford Mill Cottages, Mill Lane

Single storey side extension.

The Parish Council made no comments on this application

APPROVED

D. 10/P/01933 – 2 Halfpenny Close

Single storey rear extension.

The Parish Council made no comments on this application

APPROVED

E. 10/T/00197 ‘The Tile House’, Blacksmith Lane

Reduce canopy of a Copper Beech, and thin a Yew tree reducing overhanging branches (Chilworth Gunpowder Mils Conservation Area).

The Parish Council made no comments on this application

APPROVED

F. 10/P/02113 ‘The Seasons’, Blacksmith Lane

Two storey side extension following demolition of existing store and car port.

The Parish Council submitted comments on this application

REFUSED

G. 10/P/02125 – ‘Titan Sheds’ site, Blacksmith Lane

The development of the site and construction of seven new residential dwellings

The Parish Council made no comments on this application

PENDING

H. 10/P/02254 – ‘Titan Sheds’ site, Blacksmith Lane

Conservation Area Consent for demolition of existing buildings, associated with 10/P/02125

The Parish Council made no comments on this application

PENDING

I. 10/P/02145 – 4 Roseacre Gardens

Rear conservatory

The Parish Council made no comment on this application

APPROVED

43.10 CLLRS EXPENSES

Cllr David Bunting had submitted an expense claim for £140.36 in respect of printing expenses. In the absence of any precedent for paying such expenses the Clerk consulted Cllr John Peake as Vice Chairman. It was decided to refer the matter to the Council for approval.

After some discussion it was DECIDED that, as the expenses were not solely in relation to his Parish Council work, Cllr should be reimbursed for 50% of the claim (£70.18).

There was some concern about the fact that the claim covered a five year period, The Clerk was asked to draft a change to the financial regulations such that any claim must be made within twelve months of incurring the expense.

ACTION Clerk

43.11 FINANCE

43.11.1 Bank Reconciliation

Cllr Lunnon checked the December reconciliation and signed it as correct. The Council approved the reconciliation.

43.11.2 Audit Committee Report

The audit committee had met on the 15 December 2010 to review the Council’s financial procedures. A report of the meeting had been had been circulated to Cllrs. Cllrs APPROVED the report.

43.11.3 Invoices paid out of committee

SO Mr C Karney (Clerk’s November salary) £459.39

SO Mr C Karney (Clerk’s December Salary) £459.39

CCA (Annual Grant) £100.00

43.11.4 Invoices for payment

Post Office (HMR&C Q3 10/11 Tax & NIC) £434.58

H Wakeford & Son (War Memorial maintenance) £145.00

43.11.5 Clerks Allowances and Expenses

Postage £3.84

Photocopying £0.85

Stationery £35.48

Use of home as office (2 mths @ £12.00 pm) £24.00

Clerk’s IT Allowance £16.65

Total expenses £80.82

Total Expenditure £1679.18

43.11.6 January Forecast

Cllrs NOTED the January Forecast.

43.12 DATE OF NEXT MEETING Thursday 14 March 2011