Minutes September 2010
Minutes of the Meeting of St Martha Parish Council held at Chilworth Church of England Infant School on Monday 13 September 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
Mrs Barbara Winkworth
GBC Cllr David Wright
SCC Cllr Keith Taylor
Parish Clerk Mr Chris Karney
40.1 APOLOGIES FOR ABSENCE
Cllr Roy Hogben GBC
40.2 MINUTES OF PREVIOUS MEETING
There was considerable discussion over certain points in the minutes of the meeting held on Monday 12 July 2010, as a result the Clerk would reissue the minutes, after due consideration, and approval would be remitted until the meeting of 14 October 2010.
40.3 DECLARATION OF PERSONAL AND PREJUDICIAL INTEREST
None
MEETING ADJOURNED
The meeting adjourned to hear two short presentations. The first was by PCSO Lloyd Voller of the Safer Neighbourhoods Team.
PCSO Voller reported a spate of bicycle thefts in Guildford Town with over one hundred cycles stolen. As a result and given the absence of crime in the villages, he was spending more time in central Guildford. He recommended cycle marking as a preventative measure. Unfortunately only a limited number of marking kits were available however he recommended a website www.immobilise.co.uk .
PCSO Voller dealt with a number of questions from Cllrs.
The second presentation was given jointly by Mr Adam Owen (GBC Parks and Countryside Manager and Mr Andrew Norris (Gunpowder Mills Committee) on the subject of the Conservation Management Plan for the Chilworth Gunpowder Mills site.
The Conservation Management Programme would involve the removal of hundreds of mature trees from the site. Cllrs expressed concern that this would change the rural nature of the site and would have serious consequences for wildlife.
Mr Owen explained that the trees had grown up on an ad hoc basis over the years and their roots were damaging the archaeology of the site. Recent changes in thinking about the management of archaeological sites and new government legislation meant that there was a mandatory requirement to take action. The nature reserve in the North sector of the site would remain intact.
Cllrs were still concerned that an important leisure amenity was being lost. The Chairman thanked Mr Owen and Mr Norris for finding the time to address the Parish Council.
MEETING RESUMED
40.4MATTERS ARISING
- 1. Casual Vacancy
Despite publicizing the vacancy for a parish councillor, only one volunteer had come forward, Mrs Cathy Browning. Cllrs VOTED to co-opt Mrs Browning onto the parish council. The Chairman welcomed her on to the parish council.
Mrs Browning signed a Declaration of Acceptance of Office statement as
a councillor.
Concern had been expressed by Cllrs (item 39.5.1.2) that the Notice of
Vacancy had not been published locally. The Clerk explained that though the
1972 Local Government Act required that the notice be published locally it did
not define the meaning of locally. The interpretation used in Guildford
Borough is that, for parish councillors within the Borough, the requirement
could be met by displaying a public notice in the Borough offices at
Millmead. In any case notices relating to electoral procedures were the
prerogative of the Borough Electoral Returning Officer. If Electoral Services
wanted election notices displayed on parish notice boards they would send the
notices to the Clerk who would then complete and return a form saying that
the notices had been displayed.
- 2. Parish Website
The Parish Website was up and running. The Chairman commented that he was very satisfied with the product and urged fellow councillors to try the site for themselves.
There would a meeting of the Cllrs Website Working Group on Tuesday 14 September at 6.30pm at the Percy Arms. Mr Peter Western (website developer) and the Clerk would also attend.
ACTION Clerk, Cllrs
3. Parish Audit of Highway Clutter
There had been a meeting on 26 August 2010 on decluttering hosted by Rob Fairbanks (Surrey Hills), the project was still very much alive and neighbouring parishes of Shere and Albury had posted surveys. The Chairman pointed out it was only signs which were unnecessary that had to be identified by photograph and map reference. Cllrs were ASKED to conduct their individual surveys.
ACTION All
4. Verge Cutting
The Clerk had contacted Highways over the footpath on Sample Oak Lane. The Highways Officer he spoke to was sympathetic to the Public Safety argument that the overgrown path was forcing pedestrians onto the road. He agreed that it was immaterial whether it was a Highways or Rights o f Way responsibility and stated the he would request a cut from James Browne (SCC Rights of Way) as a matter of urgency. James Browne subsequently contacted the Clerk to say that a request had been received and would be acted upon. However to date the path has not been cut.
ACTION Clerk
5. Section 106 monies (Haywards Yard development)
There was general agreement that the £25,000 allocated to the development of a crossing over the Dorking Road at the Infant School should be better spent, as a crossing was not needed. Various traffic calming measures were discussed such as a 25 mph speed restriction in the vicinity of the school, automated speed signs etc. AGREED that a local consultation exercise was necessary. There was further discussion about the provision of a pavement along the North side of Dorking Road East of the Percy Arms. The Clerk to approach Highways with a view holding a public consultation exercise.
ACTION Clerk
6. Internal Audit Report – Change to Reconciliation Format
The Clerk confirmed that the new format had been used for the August reconciliation. A copy of the reconciliation was distributed to Cllrs.
7. Blocked drain on Sample Oak Lane
The Clerk admitted that he was puzzled by this item. He was a frequent user of the Lane and was not aware of a problem much less an ongoing problem. Cllr John Peake confirmed that there was a problem and quoted ‘local’ knowledge.
ACTION Clerk
8. Surrey Police ‘Leave phone alone when driving’ leaflet
The Clerk had not been able to put up the leaflet on the notice boards as he
was not in possession of the leaflet. The chairman offered to supply the Clerk
with the leaflet.
ACTION DB
9. Grassed area outside fence at Old Manor Green
Agreed to delete this item but Cllrs were asked to monitor the general
condition of the area
10. Letter of thanks to Mrs Joyce Davis (Newsletter editor)
The chairman confirmed that the letter had been sent.
40.5 CHAIRMAN’S REPORT
The Chairman referred to the continuing problem with the temporary traffic lights on the Dorking Road just past the station. The project to remedy the collapsed bank had again slipped. Work was now not expected to start until January 2011 with completion by the end of March 2011. Cost of the project was estimated at £200,000.
40.6 HIGHWAYS & BYWAYS
40.6.1 Speedwatch
The Chairman reported that the local Speedwatch was up and running with two teams of 6 – 7 people covering two points on the Dorking Road designated Percy and Lockner.
40.7 CORRESPONDENCE
None
40.8 COUNCILLORS’ BUSINESS
40.8.1 Guildford Heritage Open Day
The chairman reported that he and other councillors had handed out copies of the newsletter at the Gunpowder Mills site on the Saturday of the heritage weekend.
40.8.2 Community Rail Partnerships
The Clerk recalled that in the 1970s he commuted to London from Chilworth station. At that time a considerable number of people also commuted. Unfortunately since that time the service had locked into a downward spiral of less and less people using the service and withdrawal of the availability of that service. The Reading to Reigate line is now marginal in terms of survival.
Community Rail Partnerships (CRPs) exist to reconnect communities to their railways. CRPs now occur across the whole of the UK and have been set up in West and East Sussex and Surrey. On average lines upon which CRPs work attract 7% more passengers every year. The Sussex CRPs have in fact experienced increases of around 10% per annum in recent years.
A CRP had been set up to support the Reigate / Reading Line. Shere was the lead parish council. The Clerk had been talking to David Hall the chairman of Shere Parish Council. The CRP had already had a meeting with Network Rail, First Great Western, the East Sussex CRP and Surrey County Council
Parishes either individually or in partnership needed to promote projects to encourage use of their rail lines
Cllrs AGREED to support the local CRP.
40.8.3 Community Ideas Database
The Parish has currently no entries in the database. In discussion of ideas for projects there was general agreement on provision of additional parking at Chilworth Station. However there were reservations about where the land would come from and concerns over who would take responsibility for the car park. The car park would also require planning permission.
- 40 PLANNING
40.9.1 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.
REFUSED
B. 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.
APPROVED
C. 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
REFUSED
D. 10/P/01406 – 28 Halfpenny Close
Orangery to rear elevation.
The Parish Council made no comments on this application.
APPROVED
E. 10/P/01424 and 01423 – Powdermill Cottage, Blacksmith Lane
Single storey extension to Quince Cottage and single storey outbuilding to provide
storage and garages for both cottages, following demolition of exiting outbuildings,
and Conservation Area Consent for demolition of existing outbuilding.
The Parish Council submitted comments and opposed this application.
PENDING
F. 10/P/01464 – The Seasons, Blacksmith Lane
Two storey side extension following demolition of exiting store and car port.
The Parish Council submitted comments on this application.
PENDING
40.10 REVIEW OF STANDING ORDERS
In view of the lateness of the hour, it was DECIDED to remit this item to an additional meeting to be held on Thursday 14 October 2010.
40.11 RISK POLICY
The Clerk had reviewed the Council’s Risk Policy and the only change recommended was on page 8 (Section 3 para 1.1) which designates a Cllr who signs off the bank reconciliation and maintains a copy of the cash book. Colin Hayward, who had resigned from the Council, should be replaced by Cllr Michael Lunnon.
Cllrs APPROVED the change to the risk policy
40.12 FINANCE
40.12.1 Bank Reconciliation
Cllr Lunnon checked the August reconciliation and signed it as correct. The Council approved the reconciliation.
40.12.2 2009/10 Annual Return
Following the Internal Audit, Peter Frost the Council’s internal auditor had commented that, following the issue of new Financial Governance Guidelines in 2011, there would have to be changes to the format of the bank reconciliation.
The external Auditor BDO had picked up on the comment and made comment on weaknesses in the financial systems of the council. The Clerk felt that the comment were ‘over the top’ and out of context. On discussion with Peter Frost, it was felt that the comment were a stock reply rather than a tailored response. The Clerk had complained to BDO and obtained an apology.
Cllrs APPROVED the external audit report
40.12.3 Proposed amendment of the Council’s Financial Regulations
In order to facilitate the speedier payment of invoices it was proposed to alter paragraph 5.3 of the Council’s Financial Regulations. Rather than wait for the next meeting of the Council to authorise payment, Cllrs would delegate authority to the Clerk to authorise payments of up to £250 where the Clerk assessed the payment as routine.
Cllrs AUTHORISED the change to paragraph 5.3
40.12.4 Invoices paid out of committee
SO Mr C Karney (Clerk’s May salary) £459.39
SO Mr C Karney (Clerk’s June Salary) £459.39
Post Office (HMR&C Q1 10/11 Tax & NIC) £434.58
H Wakeford & Son (War Memorial contract) £145.00
SLCC annual subscription £105.00
Chilworth Village Hall (Hire 13 May 2010) £20.00
SALC (Governance & Accountability Manual) £29.38 Mrs Joyce Davis (Newsletter expenses) £2.96
Surrey Wildlife Trust (annual membership subs) £38.00
Cherrill Print (Newsletter) £99.00
Clerk’s Expenses (July) £60.89
SO Mr C Karney (Clerk’s July salary) £459.39
SO Mr C Karney (Clerk’s August Salary) £459.39
40.12.5 Invoices for payment
BDO (External Audit) £158.63
40.12.6 Clerks Allowances and Expenses
Postage £0.00
Photocopying £2.40
Stationery £0.00
Use of home as office (2 mths @ £12.00 pm) £24.00
Clerk’s IT Allowance £16.65
Total expenses £43.05
Total Expenditure £2974.05
40.12.7 September Forecast
Cllrs NOTED the September Forecast.
40.13 DATE OF NEXT MEETING Thursday 14 October 2010