Minutes March 2011
Minutes of the Meeting of St Martha Parish Council held at Chilworth Church of England Infant School on Monday 21 March 2011
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
Mr David Wright (GBC)
Parish Clerk Mr Chris Karney
45.1 APOLOGIES FOR ABSENCE
None
It was noted that Councillor Mrs B Winkworth had not attended meetings of the Parish Council or submitted apologies for absence for the last six months and had therefore forfeited her position on the Council (section 85 of LGA 1972)
45.2 MINUTES OF PREVIOUS MEETINGS
45.2.1 The minutes of the meeting held on Thursday 6 January 2011 having been circulated to Cllrs, were approved subject to the following amendments:
Remove Mr John Peake from list of attendees
Introduce a new heading at 44.1 Apologies for Absence and list Mr John Peake
Renumber items 44.1 and 44.2 as 44.2 and 44.3.
45.2.2 The minutes of the meeting held on Monday 10 January 2011 having been circulated to Cllrs, were approved subject to the following amendments:
Item 43.4.3 Amend the sentence ‘Cllrs were concerned that the money could be spent anywhere in the Tilingbourne Ward and not necessarily in the Parish’ to read ‘Cllrs were concerned that the money should be spent in the Parish’.
Item 43.8.4 Replace Gunpowder Mils Committee with Gunpowder Mills Group. Delete the sentence ‘However the GBC contractor had cut all the trees including trees earmarked as saved.’ The following sentence replace ‘There was concern at this destruction of self sustaining woodland’ with ‘Cllrs expressed concern at the destruction of self sustaining woodland’.
Item 43.10 Replace ‘five year period’ with ‘four year period’
Item 43.1.1 Replace ‘signed it as correct’ with ‘found it needed amendment’ Delete ‘The Council approved the reconciliation’.
Item 43.12 replace ‘Thursday’ with ‘Monday’
45.3 DECLARATION OF PERSONAL AND PREJUDICIAL INTEREST
None
MEETING ADJOURNED
The Parish Council adjourned to allow a resident of Halfpenny Close to again bring the Council’s attention to the problems of commercial vehicles parking on the road in Halfpenny Close. (see 45.4.5)
MEETING RESUMED
45.4 MATTERS ARISING
- 1. Parish Website
The Clerk and Cllr Peter Burt had undertaken the web site training. Cllr Burt gave a report on his assessment of the software. The Clerk expressed reservations about his ability to operate the software. He would take another look at it but it would not be until the end of May due to pressure of work relating to the annual return and audit. The Chairman reminded the Clerk of his appointment as Website Manager and asked that he provide recommendations to the Council to activate the website which had been redundant for over a year.
ACTION Clerk
- 2. Parish Audit of Highway Clutter
The Clerk had mailed the Parish comments to Rob Fairbanks (SCC Surrey
Hills) but had received no acknowledgement. The Clerk was instructed to
check receipt with Mr Fairbanks.
ACTION Clerk
3. Section 106 monies (Haywards Yard development)
The Clerk reported that he had been in contact with GBC Assets Management Section regarding a possible short term lease on the West Lodge with a view to using it as a visitors centre. GBC are considering the possibility and have confirmed that the lodge is currently unoccupied. Cllr John Peake had informed him that, as far as the Gunpowder Mill Group were aware; the property was in good order having been refurbished relatively recently. The Clerk had confirmed with GBC Planning that use as a visitors centre constituted a change of use that would require planning permission.
The Clerk was instructed to contact Ms Mary Anne Pryor (GBC Section 106 Officer) to see if this was a suitable project within the remit for the money (£27,492).
The Clerk had been in contact with Mr Bahram Assadi (SCC Road Developments) regarding the £25,000 allocated to road improvements. Mr Assadi confirmed that he had been told by County Hall to find a project to spend the money on. Mr Assadi stressed that, in terms of road improvement, £25,000 was a relatively minor sum and had decided to spend it on lowering the kerb at various points between Blacksmith Lane and the Percy Arms to facilitate crossing the road. He declined to meet the Parish Council or its representatives to discuss the matter.
ACTION Clerk
4. Parish Emergency Plan
The Clerk had been in contact with the Shalford and Albury Clerks to obtain copies of their Emergency Plans. Shalford had not yet drawn up an emergency plan and the Albury Plan was work in progress. Shalford had identified a severe snowfall as the most likely event to trigger an emergency plan.
The Clerk was asked to try again to contact Mrs Lesley Childs (Parish Clerk for Shere) as it was known that a Shere Emergency Plan existed. The Clerk was asked to circulate the plan to Cllrs when he had obtained it. The Clerk was asked to produce recommendations for actions to produce a St Martha Emergency Plan.
ACTION Clerk
5. On the road parking in Halfpenny Close
The Clerk had raised the problem of non-HGV commercial vehicles parking on the road in Halfpenny Close with SCC Highways. He had requested a by-law restricting such parking especially near the junction with Blacksmith Lane. Highways had passed the request on to GBC as GBC was the parking enforcement authority.
The GBC Parking Officer told the Clerk as well as a resident of Halfpenny Close, who had made a similar request, that it would be added to a list of 120 parking restriction requests. The list would be evaluated and prioritised at some time in the future.
Cllr David Wright (GBC) urged the Parish Council not to get fobbed off in this way. The Chairman stated that repeated efforts should be made to enhance its priority status.
6. Parish Diary
The Clerk reported that there were two Diary features on the website one for purely parish council events and another for more general events. The Chairman remarked that it was not necessary to have the diary on the website in the first instance. The Clerk to expedite.
It was agreed that the Clerk should produce a schedule of actions and events required to be undertaken throughout the year for the benefit of Councillors.
ACTION Clerk
7. Planter at Chilworth Station
The Clerk had logged a request addressed to Gavin Smith (SCC Community Highways Officer) to repair or replace the damaged Planter outside Chilworth Station.
MEETING ADJOURNED
The meeting adjourned to allow a local resident to express his concerns over the cutting down of trees on the Gunpowder Site. Residents were concerned over the changing nature of the site from a natural wood environment to something more resembling a park. There was also concern from residents whose gardens backed onto the site over loss of privacy.
MEETING RESUMED
45.5 CHAIRMAN’S REPORT
The Chairman reported that Glen Armstrong the vice-chair of the local Speedwatch would be unable to lead on this project for some time. This might result a slowing of activities.
The Chairman pointed out that there was a Surrey Community Action Meeting on the Big Society on 30 March 2011.
The Chairman attended the annual civic reception by the Mayor Elect for Chairmen and Parish Clerks.
45.6 HIGHWAYS & BYWAYS
45.6.1 Vera’s Path
The path by the Church of England Infant School had been badly affected by mud in wet weather. James Browne (SCC Rights of Way) had asked Nicky Scott, SCC Volunteers Organiser, to look into the problem. She had negotiated with Merrist Wood College and a team of students would undertake preventative work on the path.
45.6.2 Bank repairs on the Dorking Road East of Chilworth Station
This long running road situation had been further delayed by unanticipated problems. However completion is now expected by 24 April 2011. A one night closure of the road is expected to allow resurfacing of the road surface.
45.7 CORRESPONDENCE
The chairman had received an invitation to participate in the Surrey Rural Village Competition. Cllr Browning will evaluate and make a recommendation.
ACTION CB
45.8 COUNCILLORS’ BUSINESS
1. Gunpowder Mills Conservation Management Report
. Cllrs expressed concern that the Parish had still not been sent copies of the
Conservation Report though being told months ago that its publication was
imminent.
The Clerk was instructed to write to Adam Owen (GBC Parks and Countrywide Manager) for copies of the report. And to copy the request to his manager Phil Newcombe.
ACTION Clerk
2. Approval of Clerk’s holiday leave 27 June 2011
Cllrs approved the leave
3. Parish Council Elections May 2011
The Clerk distributed sealed nomination papers to the potential candidates.
4. Clerk’s sick leave conditions
Cllrs agreed with the Chairman’s interpretation of the rules for sick absence.
45.9 PLANNING
45.9.1 Planning Committee’s Chairman’s Report
A. 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 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.
DISMISSED
B. 10/P/02125 - Titan Sheds site, Blacksmith Lane
Redevelopment of the site and construction of seven new residential dwellings.
The Parish Council made no comments on this application
PENDING
C. 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
D. 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.
PENDING
E. 11/T/00018 – Chilworth Old Mill, Blacksmith Lane
To fell one Ash tree (Chilworth Gunpowder Mills Conservation Area).
The Parish Council submitted comments on this application
APPROVED
F. 11/P/00226 Rowley Cottage, White Lane, Guildford
Proposed replacement dwelling (part retrospective application)
The Parish Council submitted comments on this application
PENDING
45.10 FINANCE
45.10.1 Bank Reconciliation
Cllr Lunnon checked the February bank reconciliation and signed it as correct. The Council approved the reconciliation.
45.10.2 Invoices paid out of committee
SO Mr C Karney (Clerk’s January salary) £459.39
SO Mr C Karney (Clerk’s February salary) £459.39
45.10.3 Invoices for payment
D. Bunting (expenses) £70.18
SALC (Clerk’s training event) £55.81 C. Karney (Clerks expenses Jan & Mar) £127.29
45.10.4 Clerks Allowances and Expenses
Postage £5.07
Photocopying £0.75
Stationery £0.00
Use of home as office (2 mths @ £12.00 pm) £24.00
Clerk’s IT Allowance £16.65
Total expenses £46.47
Total Expenditure £1137.71
45.10.5 March Forecast
Cllrs NOTED the March Forecast.
45.10.6 Request for Grant from Chilworth Village Hall Committee
The Village Hall committee had requested a grant towards the cost of
resurfacing the floor of the Village Hall.
Cllrs APPROVED a grant of £300. (Section 137 LGA 1972)
45.10.7 Request for grant from the Chilworth Rangers Football Club
The Football Club requested a grant towards the cost of external lights for one
of the football pitches at the sports field. This would enable evening practises
during the winter.
Cllrs APPROVED a grant of £200 (section 19 LGA (Miscellaneous Provisions) 1976).
45.10.8 Request for grant from the Chilworth Youth Club
The Youth Club requested a grant towards the cost of external lights in the vicinity of the Pavilion at the sports field. This would enable outside activities during the winter.
Cllrs APPROVED a grant of £200 (section 19 LGA (Miscellaneous Provisions) 1976).
45.11 DATE OF NEXT MEETING Monday 9 May 2011