Minutes July 2010
MINUTES OF THE MEETING OF ST MARTHA PARISH COUNCIL
held at Chilworth Church of England Infant School
on Monday 12TH July 2010
Present
Cllr David Bunting (Chairman), Cllr Peter Burt, Cllr Mike Lunnon
Cllr John Peake GBC – Cllr Roy Hogben
Locum Clerk – Anne Bott
- APOLOGIES FOR ABSENCE
Cllr Patricia Allen. Cllr Barbara Winkworth
The Chairman advised that the Clerk was unwell and wished him a speedy recovery. The clerk had therefore not been able to pass on agenda item details for the meeting.
The Chairman welcomed the Locum Clerk – Anne Bott
- MINUTES OF PREVIOUS MEEETING HELD ON 10TH MAY 2010.
2.1.1 Minutes approved subject to the following amendments –
2.1.2 Para 38.6.2 - agreed that Mike Lunnon would also be a member of the Audit Committee.
2.1.3 Para 38.7.c – Minute should read “The owner of No 3 Dorking Road had made contact with chairman David Bunting and Patricia Allen”
2.1.4 2.1.4 Para 38.7.e – amend’ has’ to ‘had’ in the text
2.1.5 Para 38.8 – Minute should read “Cllr Burt attended the annual Wonersh Parish Assembly on behalf of the Chairman as the Chairman was unable to attend. Cllr Burt reported to the Council.”
2.1.6 Para 38.9.1 – Minute should read “Cllr Allen reported that the verges on Sample Oak Lane had been cut so no further action was required.”
2.2Until approved by the Parish Council at a formal Meeting the Minutes should be labelled as draft Minutes
- 3. DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS
No interests were declared
- MATTERS ARISING - the following matters were raised-
4.1 Parish website – the format and content for the website had been agreed with Pete Western. He would undertake training for the clerk, Chris Karney, and one other for support, to manage and update the site within the £1000 cost. Members agreed this needed to be expedited. Action: Cllr Burt to follow up and request that there is an indication on the old site that it is out of date and a new site is in preparation.
4.2 Parish audit of highway clutter – surveys had been undertaken of signs etc within the parish. Cllr Hogben explained that this was about de-cluttering and the focus should have been to identify which signs it was felt were no longer needed. Rob Fairbanks of Surrey Hills should be contacted to see if the project was ongoing
Action: Chairman to contact Rob Fairbanks to see if funding still available.
4.3 Standing orders– to be discussed at Item 10.
4.4 Verge cutting and other scheduled works –The Council seeks to establish the contract schedules for work within the Parish to enable the Parish Council to look at the adequacy of the programme against perceived needs.
Action: Chairman to contact Dennis Wheeler at GBC for grounds maintenance schedule. This will enable the Parish Council to look at the adequacy of the grounds maintenance work.
4.5 Section 106 money – the Chairman advised that he had corresponded with the S106 Officer at GBC regarding the section 106 monies arising from the Haywards Yard development. Contrary to previous advice, the monies are to be allocated to two specific projects, namely £27,492 for GBC to acquire recreational land for youth/adults in the Tillingbourne Ward / St Marthas Parish, so far as is practicable, and to upgrade play equipment. £25,000 is to be granted to SCC to contribute to providing a safe crossing point on Dorking Road. Funding is expected this month.
Action: Chairman to contact GBC ( Mary Anne Pryor) to ask for an explanation as to how the monies will be applied and what has actually been planned. It may be necessary to arrange a discussion between the Parish Council and GBC. Concern was expressed that monies may not be released if it is not practical to deliver the specific projects. Parish Council would like to see money allocated to other projects such as traffic calming measures as suggested by the school.
4.6. Casual Vacancy – concerns were expressed about the delay in the co-option process given the vacancy occurred in May. See Chairman’s Report below.
4.7. Internal Audit – it had been agreed that the Clerk would change the ‘reconciliation’ format
Action: Chairman to confirm with the Clerk that this has happened.
4.8. Bridleway Blackheath to Lockner Farm –discussed later in Agenda
4.9 Detritus on the pavement next to bus shelter – to be discussed later in Agenda.
- CHAIRMAN’S REPORT
5.1 Further discussion ensued on the Casual Vacancy and on whether or not all the procedures had been followed to enable the Parish Council to proceed with co-option. Members were uncertain whether or not Notices of the Vacancy had been published.
5.1.2 Members were advised that a Notice must have been published locally first and if there is more than one interested person then there is a process that should be followed to avoid any suggestion of discrimination.
Action: Chairman to check if Notice of Vacancy had been published. Chairman to discuss further with Democratic Services at Guildford Borough Council.
5.2 A note was made that members of the Parish Council should ensure their mail list for circulation to the other current members of the Parish Council is up to date.
5.2 Chairman reported that Speedwatch is about to start in the Parish. Nine volunteers had been trained. Another training session is on the 11th August at Shalford (7pm) for anyone interested. Two sites have been identified by the Police for speedwatch activity, namely, the island east of the war memorial and the triangle opposite the Percy.
- 6 HIGHWAYS AND BYWAYS
6.1. The Chairman had received a letter from Shere PC promoting the greater use of the local North Downs line, Gomshall station and ancillary parking facilities. It was for information only and required no action.
6.2. Chairman had received a letter concerning the campaign to save the 635 bus route. This is a public service route, but heavily relied on by children for transport to school in Cranleigh. The Parish Council had responded positively, as had individual Councillors. A decision was due to be made by the SCC Cabinet on Tuesday 13th July.
6.3 Overgrown footpaths in the parish –
- Halfpenny Lane – members felt the hedge was not a problem at present, as it had recently been cut.
- Sample Oak Lane – it is understood that it is not a public footpath and whilst passable does need maintenance. Action: Clerk to contact Highways Authority/Rights of Way Officer to establish where responsibility for maintenance now lies. The Parish seeks to have it classified as an officially recognised footpath.
- 7 CORRESPOPNDENCE
7.1 The Chairman had received a letter about the blocked drain channel on Sample Oak Lane where it adjoins the railway end of the Oak House Site on east side of the Lane.
Action: Clerk to write to SCC Highways department expressing concern given the ongoing history of flooding and blockage of channel.
7.2 A letter has been received from Surrey Police regarding the talk smart initiative with the message ‘ leave phone alone when driving’.
Action: Clerk to publicise this on the Parish Notice board(s).
7.3 The litter bin by bus shelter had been full for over 2 weeks. It is well used by walkers who are encouraged to dispose of litter in the bin and then find it overfull. It had now been emptied.
7.3.1 Cllr Burt mentioned an e mail sent to the PC Website relating to the condition of the grassed area outside the fence of Old Manor Green.
Action: Cllr Burt agreed to contact the author of the email
7.4 Concerns had been expressed in correspondence that no response had being received to enquiries directed to the Clerk of the Council. As a matter of good practice all correspondence should be acknowledged and the correspondent informed that any decision will be found in the Minutes of the Parish Council Meetings.
- COUNCILLORS BUSINESS
8.1. – Gunpowder Works Conservatory Management Plan, commissioned by GBC from Oxford Archaeology
8.1.1 The Chairman expressed concern that the Parish Council had not been fully involved in the consultation process. He had received an apology from the Director the Research Project who acknowledged that consultation was not as extensive as it could have been. He had been working to a very tight timetable
8.1.2 The Management Plan had been raised only generally at the Chilworth Gunpowder Mills Working group on which the Parish Council had two members.
8.1.3 The Chairman now has an Executive Summary from which it is clear that the proposals impact considerably on the Parish and the Parish Council.
8.1.4 The document had now been published. The Working Group will be meeting on the 26th July at the Percy Arms to discuss the Plan.
8.1.5 The Parish Council was advised that on the 9th July the Surrey Industrial History Group had presented to its annual award for Conservation to the Working Group
8.1.6 The next Gunpowder Mills Working Group meeting would be on July 26th. Council would look forward to a report of the meeting.
8.1.7 Action: the Clerk to ask GBC for copies of the Plan for all Councillors
8.2 Building materials including wood and piping have been deposited on the green on the northern corner of Halfpenny Close and Blacksmith Lane. Immediate neighbours are concerned that the area could look like a builder’s yard. A seven day Notice had been served by SCC for the materials to be removed.
- 9 PLANNING
9.1 Planning Committee Chairman’s Report.
A. 10/P/00201and 10/P/00202 - Former Titan Sheds, Blacksmith Lane, Chilworth, Guildford, GU4 8NQ
Erection of three detached two storey buildings to provide 2 x 3 bed, 3 x 3
bed and 4 x 3 bed residential units with associated parking following
demolition of existing buildings and conservation area consent for demolition
of existing buildings.
The Parish Council submitted comments and opposed this application.
PENDING
B. 10/P/00580 - “The Old Manor House” Old Manor Lane
Listed building consent for rebuilding of section of collapsed garden wall.
The Parish Council made no comment on this application
APPROVED
C. 10/P/00669 – “Tal-Y-Bont”, Blacksmith Lane
Application to extend time limit for implementation of 07/P/00699 approved 18 May 2007 for conversion of existing bungalow to a two storey dwelling.
The Parish Council made no comment on this application
APPROVED
D . 10/T/00056 – “Chilworth Old Mill”, Blacksmith Lane
To fell Yew trees (T1 & T2) (Chilworth Gunpowder Mills Conservation Area)
The Parish Council submitted comments and opposed this application.
APPROVED
E. SCC Ref. 2010/0107 – Grounds of Chilworth CofE Infant School, Dorking Road.
Construction of new single storey Children’s Centre building and ancillary works.
The Parish Council submitted comments and indicated support for the proposal.
PENDING
F. 10/P/00935 – 7 Dorking Road.
Single storey rear extension and conversion of loft space to provide accommodation incorporating roof lights.
The Parish Council made no comment on this application
PENDING
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9.2 Cllr Peake informed members that he had attended a meeting on affordable housing which included a visit to an affordable housing site at Dunsfold. He felt that the PC should look at future provision of affordable housing in the parish
9.3 It was agreed in principle to consider the provision of additional affordable housing in the Parish.
Cllr Patricia Allen joined the meeting
- 10 REVIEW OF STANDING ORDERS
It was agreed that there was a need to have a first draft of the Standing Orders for St Martha Parish Council to reflect the new model NALC Standing Orders and the Parish Council’s current practices.
Action: the Clerk to provide a draft of Standing Orders for St Martha Parish Council for members consideration at the September Meeting. The draft to be circulated 10 days before the Meeting highlighting the proposed changes to the existing Standing Orders.
11 FINANCE
11.1 In the absence of the clerk the financial information was noted
11.2 – It was agreed that a letter of thanks should be sent to Mrs Joyce Davis acknowledging her input in the production of the newsletter.
Action: Cllr Burt agreed to write a letter of thanks to Mrs Davis.
11.3 Concern was expressed that the Invoice for the hire of Chilworth Hall in May had still not been paid. The Parish Council’s financial procedures require all invoices to be approved at a Parish Council meeting. The invoice from the village hall was received after the May meeting and therefore payment could not be authorised until the July meeting.
11.4 Although the procedures for payment of invoices are long standing practice, it may be that they are out of date. AGREED to review the Council’s financial regulations in respect of invoice payment.
ACTION: the Clerk to process.
12 DATE OF NEXT MEETING – Monday 12th September 2010
The Meeting closed at 9.54 pm.