Minutes July 2011
Minutes of the Annual Meeting of St Martha Parish Council held at Chilworth Church of England Infant School on Monday 11 July 2011
The meeting was opened at 7.15 pm
Present:
Chairman Mr David Bunting
Cllrs Mrs Cathy Browning
Mr Mike Lunnon
Mr John Peake
Mr Keith Taylor (SCC)
Mr Clive Seabrook
Rev Stephanie Sokolowski
Parish Clerk Mr Chris Karney
47.1 APOLOGIES FOR ABSENCE
Mr David Wright (GBC)
MEETING ADJOURNED
The meeting adjourned to allow Kathy Wells to explain the objectives of the Chilworth Massive Group.
Kathy explained that the group was raising money to support village celebration of the Queen’s Diamond Jubilee in 2012. As a permanent reminder of the event it was proposed that two portal markers were erected at either end of the village. The portal markers would be limestone replica Gunpowder Millstones set in concrete. There would be an iron plaque detailing the history of the Mills. The Group were appealing to both Shalford and St Martha PC for funding.
In noting that no formal request had yet been received, the Chairman thanked Kathy for her presentation.
The meeting was also addressed by Mr James Stitwell-Stage on the subject of Broadband Access for Roseacre Gardens.
At an earlier presentation had explained that due to the distance of Roseacre from the exchange, a broadband service was not possible. Alternative provisions of broadband were far too expensive.
James was able to report that technical developments mean that provision of a broadband service may be possible in the future.
Cllrs WECOMED the development.
MEETING RESUMED
.47.2 MINUTES OF PREVIOUS MEETINGS
The minutes of the meeting held on Thursday 09 May 2011 having been circulated to Cllrs, were approved subject to the following amendments:
Item 46.13E replace Roseacre Gardens with 4 Roseacre Gardens, Replace PENDING with APPROVED
Item 46.13F Replace PENDING with APPROVED
Item 46,13G replace small building with small dwelling
Item 46.13G replace small building with small dwelling.
47.3 DECLARATION OF PERSONAL AND PREJUDICIAL INTEREST
None
46.4 CO-OPTION OF COUNCILLORS TO FILL VACANCIES IN THE PARISH COUNCIL
There were two candidates, Mr Clive Seabrook and the Rev Stephanie Sokolowski. The two candidate were invited to introduce themselves and then left the room.
After a short discussion the two candidates were elected.
On rejoining the meeting the two new Councillors were welcomed by the Chairman.
The clerk asked the two new councillors to sign Acceptance of Office Forms which he countersigned. The Clerk also warned the two councillors they would have to sign Statements of Financial Interest to be retuned to GBC Electoral Services.
46.5 PARISH COMMITTEES
The Chairman noted that with two new and inexperienced Councillors, that it might be useful to explain the work of any Parish Committees.
PLANNING COMMITTEE
Cllr John Peake as Chairman of the Planning committee gave a short description of the work of the committee.
AUDIT COMMITTEE the Clerk gave a short description of the work of the committee.
46.6 PARISH WEBSITE
Mr Peter Western (Council’s Website Developer) joined the meeting
Cllr Cathy Browning would take over the day to day updating of the website as Database Administrator.
The Clerk would supply material for updating as Website Manager.
The Chairman asked Mr Western if ownership of the Parish Website domain could be transferred from Mr Western to the Parish Council. Mr Western agreed.
The Chairman asked the Clerk for his copy of the Website user guide.
ACTION Clerk, CB
The Chairman thanked Mr Western for attending the meeting. Mr Western left.
47.7. SERCTION!06 REVENUE
The Clerk had contacted Ms Mary Anne Pryor (GBC Section 106 Officer) to see if the use of the West Lodge as a visitor centre for the Gunpowder Mills was a suitable project within the remit for the section 106 money from the Titan Sheds development on Blacksmith Lane.
Ms Mary Anne Pryor expressed the clear view that it was not, since the remit stated that the money should be used for recreational purposes which was taken to be open air.
Ms Mary Anne Pryor did feel that the West Lodge was a suitable case for Section 106 funding but pointed out that projects were selected from the Community Ideas Database. She strongly urged the parish to put some projects on the database.
Suitable Projects might be:
War Memorial refurbishment
Village Millstone Portal Markers
Refurbishment of bus shelter at Station.
ACTION All
47.8 PARISH DOCCUMENTS
1. Parish Emergency Plan
The Clerk had circulated a draft Parish Emergency Plan. It would be considered for approval at the September Meeting.
ACTION All
2. Parish Diary
The Clerk circulated a draft Parish Diary at the meeting. The Clerk stated that he hoped Cllrs would suggest could be added to the diary
ACTION All
47.9. GUNPOWDER Mills
Cllrs expressed concern that the Parish had still not been sent copies of the Gunpowder Mills Conservation Report though being told numerous missed deadlines and work on the Plan having started.
Sunday 11 September 2011 Guildford Heritage Day. Parish Council opted out.
Cllr Mike Lunnon reported as representative on the Gunpowder Mills Group that work on the phase 2 of the plan would start 2 August 2011.
November meeting of the Gunpowder Group would be 9 November 2011
Plans were in motion to plant Alder Buckthorne on the site, thought to have been the original ground cover.
47.10 CHAIRMAN’S REPORT
The Chairman drew Cllrs attention to a survey of Surrey Broadband speeds. He suggested that it might be of interest to James Stitwell-Stage.
The Chairman noted the recent announcement by Star Energy that it has concluded that the extraction of Gas or storage of gas on the Albury Gas field was not economically viable.
The Chairman asked Cllrs to consider alternative venues to the school for parish meetings.
A member of the public had complained that the Lockner Farm notice board did not
Show the date of the next meeting. The Clerk would put up a notice.
47.12 HIGHWAYS & BYWAYS
1. Pavement on Dorking Road East from Lockner Farm
Hedge is overgrown. Owner needs to be approached informally
2. Pavement on Dorking Road by ‘Milestones’
Hedge overgrown. Clerk felt it was within Shalford Parish will approach Shalford Clerk ACTION Clerk
3. Old Manor Green
Cllrs agreed to maintain a watching brief on this.
4. Parish Report on Highway Clutter
The Clerk would dispatch report to Mr Fairbanks at his Mickleham address
5. Speedwatch
The Chairman reported that despite earlier reports Speedwatch was still operating in the area.
47.13 WAR MEMORIAL
The War Memorial and surround is showing its age and needs refurbishment. This should qualify for a Concurrent Functions Grant but estimates will be needed from Scanclad and Cathedral Works Organisation.
A tree had fallen into the War Memorial Garden. Mr Barry Wakeford would be requested to remove.
ACTION DB
47.14 CORRESPONDENCE
1. Cllrs expressed support for Suffolk Costal SALC
Campaign to extend planning guidance on large costal developments.
2. Blackheath Woodland Clearance
The National Trust intended to cut down trees on its land in vicinity of the war memorial. The intention is to restore the ara to an open heath land habitat. All consultations will take place.
47.16 PLANNING
46.13.1 Planning Committee’s Chairman’s Report
A. 11/T/00012 – Grass verge adjacent to A248, Dorking Road
To fell one Ash and Sycamore tree.
The Parish Council submitted comments and opposed the felling of the Ash tree.
However, both trees were felled before a decision was taken on the application.
APPROVED
B. 11/P/00226 Rowley Cottage, White Lane, Guildford
Proposed replacement dwelling (part retrospective application)
The Parish Council submitted comments on this application
PENDING
C. 11/P/00456 and 11/P/00457 Powdermill Cottage, Blacksmith Lane, Chilworth.
Full Planning Application and Conservation Area Consent for the demolition of existing outbuildings and single storey extension to provide kitchen/dining room, storage and garages.
The Parish Council submitted comments and opposed this application if Quince Cottage was indeed a separate small building.
PENDING
D. 11/P/00460 9 Dorking Road, Chilworth.
Single storey side and rear extension
The Parish Council submitted comments and opposed this application if it was indeed a small building.
REFUSED
E. 11/P/00637 4 Roseacre Gardens, Chilworth.
Proposed conservatory and raised patio area to the rear of the property.
The Parish Council made no comments on this application
APPROVED
F. 11/P/00710 – Moorlands House, Blackheath
Part two storey part single storey side extension, with terrace above single storey rear extension and replacement double garage following demolition of existing garages on site ( as amended by plans received on 7/6/2011 which detailed a revised roof design for replacement double garage).
The Parish Council submitted comments on this application,
REFUSED
G.11/P/00859 Chilworth Manor, Halfpenny Lane, Chilworth
Installation of free standing photovoltaic cells (40M x 8m).
The Parish Council made no comment of this application.
APPROVED
H. 11/P/00939 – Albury Sand Quarry, Shere road, Albury
Erection of detached single storey workshop building to be used by GASP Motor Project for a temporary period of three years.
The Parish Council submitted comments, indicating support for this application.
PENDING
47.17 FINANCE
47.17.1 Bank Reconciliation
Cllr Lunnon checked the June bank reconciliation and signed it as correct. The Council approved the reconciliation.
47.17.2 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
932 Broker Network Ltd (Arriva Insurance) £475.54
933 P Frost (Internal Audit) £105.00
934 BDO LLP (External Audit) £162.00
936 SCAPTC (LCR Review subs) £15.50
937 Post Office (HMRC Q11112 Tax & NIC) £434.58
47.17.3 Invoices for payment
H Wakeford & Son (War Memorial Garden) £148.08
47.17.4 Clerks Allowances and Expenses
Postage £5.20
Photocopying £9.73
Stationery £34.92
Use of home as office (2 mths @ £12.00 pm) £24.00
Clerk’s IT Allowance £16.65
Total expenses £90.50
Total Expenditure £2349.98
47.17.5 July Forecast
47.17.6 2010/2011 Annual Return
The Clerk reported that the time for displaying the completed return forms had expired. Cllrs APPROVED the Annual Return
47.18 DATE OF NEXT MEETING Monday 12 September 2011