Minutes May 2010

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

The meeting was opened at 7.30 pm, following the Annual Meeting of the Parish

Present:

Chairman Mr David Bunting

Cllrs Mrs Patricia Allen

Mr Peter Burt

Mr Mike Lunnon

Mr John Peake

GBC Cllr David Wright

Parish Clerk Mr Chris Karney

38.1 ELECTION OF CHAIRMAN

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

38.2 APOLOGIES FOR ABSENCE

Mrs Barbara Winkworth, Cllr Roy Hogben GBC, Cllr Keith Taylor SCC

38.3 ELECTION OF VICE CHAIRMAN

Mr John Peake was unanimously elected as Vice Chairman.

38.4 MINUTES OF PREVIOUS MEETING

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

38.5 DECLARATION OF PERSONAL AND PREJUDICIAL INTEREST

None

38.6 APPOINTMENT OF COMMITTEES

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

38.6.1 Planning Committee

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

38.6.2 Audit Committee

Remit to review the Council’s internal audit controls on an annual basis.

Members are Cllr Peter Burt. Cllr David Bunting will chair.

38.7 MATTERS ARISING

a. Parish Website

A working party of Cllrs Allen, Bunting and Burt had met to consider the implications of redeveloping the website. A report on the meeting was distributed to Cllrs at the PC meeting.

In the absence of any volunteers, the Clerk has offered to maintain the website. The Clerk will require training in order to undertake this function. It is assumed that Mr Western has included the costs of training in his quotation, the Clerk was asked to confirm this. There was also concern expressed over how secure the new website will be. Cllrs decided that a survey of the usage of the existing site and the potential usage of a revamped site would be too difficult to undertake. Subject to the issues over training and security, Cllrs AGREED that the project should proceed.

The website committee would consist of Cllrs Allen, Bunting and Burt.

ACTION Clerk

b. Tree Preservation Orders for selected trees in Blacksmith Lane

Cllr David Wright had attended an on-site inspection of the designated trees with Stuart Bee (GBC Trees Officer). The Clerk had subsequently contacted Mr Bee to determine the outcome of the inspection. Mr Bee agreed that the trees designated were ‘worthy’ however he stated that the Borough’s policy was not to issue a TPO unless a specific and immediate threat was apparent.

When pressed by the Clerk, Mr Bee pointed out that he was only employed one day a week, half of it on-site, and with that level of resource no other policy was practical. Cllrs CONCLUDED that no further action could be taken.

c. Overgrown hedge on the East corner of the junction of Blacksmith Lane and Dorking Road

The owner of No 3 Dorking Road had made telephone contact with the chairman David Bunting. He subsequently had corresponded with Cllr Patricia Allen who believes some measure of understanding has been achieved.

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

The collapsed riser on the steps leading to the gate had been repaired. The meeting expressed its thanks to Cllr Burt.

e. Parish Newsletter

Cllrs were pleased to hear that there had been a response to the Council’s advertisement for a volunteer editor for the newsletter. Mrs Joyce Davis, who lives in Kings Road Shalford, has agreed to take on the role.

The newsletter had been published and copies would shortly be available for distribution.

ACTION All

f. Parish Audit of Highway Clutter

The Chairman, Cllr Peake and the Clerk had attended a meeting at Gomshal Parish Office. As a result of the meeting it appears that any signage deemed unnecessary needed to be identified by map reference and photographic evidence of the sign.

ACTION All

g. Review of Standing Orders

The Chairman reminded Cllrs that the new model for Standing Orders, produced by NALC ,would be reviewed at the July meeting. Cllrs were asked to come to the meting prepared to discuss the model and with any draft amendments they were proposing. ACTION All

38.8 CHAIRMAN’S REPORT

The Chairman had responded to an invitation from Nick Morris (Chair of Wonersh Parish) and attended the annual Wonersh Parish Assembly on Tuesday 22 April 2010 at 7.30pm in Blackheath village hall. He gave a report on the Assembly to Cllrs.

38.9 HIGHWAYS & BYWAYS

38.9.1Verges on Sample Oak Lane

The verges on Sample Oak Lane require cutting the Clerk was ASKED to raise the matter with Highways.

Highways have a schedule for cutting verges but the Parish Council is unaware what the schedule is. Cllr Wright suggested that the Clerk contact John Criklewood ( GBC Head of Parks) to see if a copy of the schedule could be obtained.

ACTION Clerk

38.10 CORRESPONDENCE

38.10.1 Guildford in Bloom 2010

A letter had been received from Alison Carter (GBC Parks and Countryside Development Support Officer) inviting participation in the competition. Cllrs NOTED the letter.

38.11 COUNCILLORS’ BUSINESS

38.11.1 Section 106 List

During a general discussion on capital projects, the question of section 106 monies paid in respect of the planning application for the former Hayward’s yard was raised.

As a result of the planning appeal the Planning Inspector recommended the monies be allocation to the purchase of the parish field and to the installation of a pelican crossing outside the Infant’s School. The question was asked if these monies had in fact been allocated. The Clerk responded that his understanding was that all section 106 monies went into a general pool and that projects were funded from the Community Ideas database. However he would UNDERTAKE to find out.

N.B. the Community Ideas Database was circulated to Cllrs in July 2008. The Clerk pointed out that there were no entries for St Martha. There was no response.

ACTION Clerk

38.11.2 Casual Vacancy

Colin Hayward had tendered his resignation as parish Councillor. The Chairman paid tribute to the contribution Colin had made to the community in his role as councillor. The chairman will be writing a letter of thanks.

The Clerk will inform GBC Electoral Services of the casual vacancy.

ACTION DB Clerk

38.12PLANNING

38.12 Planning Committee Chairman’s report

A. 09/P/02078 – Stable Flat “Brantyngeshay” Sample Oak Lane

Erection of two storey building following demolition of existing building

The Parish Council submitted comments and opposed this application

APPROVED

B. 10/P/00149 - Land at Lockner Holt, Dorking Road, Chilworth

Consultation under the overhead lines (exemption) (England and Wales) Regulations

2009 Electricity Act to re-conduct the existing low voltage overhead lines with Aerial

Bundled Conductor (ABC).

This application was for consultation purposes only.

The Parish Council made no comment on this application.

Guildford Borough Council raised no objections.

C. 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

D. 10/P/00231 - “Dunromin” 30 Roseacre Gardens, Chilworth

Erection of side extension with rooms in the roof following demolition of existing

garage.

The Parish Council made no comment on this application

APPROVED

E. 10/P/00398 – “Rhu Lodge”, 122 Dorking Road

Single storey rear extension

The Parish Council made no comment on this application

APPROVED

F. 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

PENDING

G. 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

PENDING

H . 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.

PENDING

38.13 FINANCE

38.13.1 Bank Reconciliation

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

38.13.2 2009/10 Annual Return

38.13.2.1 Internal Auditors Comments

Cllrs noted the comments by Mr Peter Frost the Council’s internal auditor. The Clerk will be altering the reconciliation format from the July meeting.

ACTION Clerk

38.13.2.2 Financial Statement 09/10

The Financial Statement was APPROVED

38.13.2.3 Annual Governance Statement 09/10

The Annual Governance Statement was APPROVED

38.13.3 Invoices paid out of committee

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

891 Post Office (HMR&C Q4 09/10 Tax & NIC) £434.58

892 SALC (Chairmanship Course) £144.00

893 H Wakeford & Son (War Memorial contract) £145.00

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

38.13.4 Invoices for payment

SCAPTC & NALC annual subscriptions £211.00

Peter Frost (Internal Audit fee) £105.00

Broker Network Ltd (annual Aviva insurance premium) £482.61

Surrey Hills Society (annual membership subs) £ 15.00

38.13.5 Clerks Allowances and Expenses

Postage £3.60

Photocopying £2.90

Stationery £13.48

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

Clerk’s IT Allowance £16.65

Total expenses £60.63

Total Expenditure £2326.60

38.13.6 May Forecast

Cllrs NOTED the May Forecast.

38.14 DATE OF NEXT MEETING Monday 12 July 2010