Minutes November 2011
DRAFT
Minutes of the Meeting of the St Martha Parish Council held at Chilworth Church of England Infant School on Monday 14th November 2011
The meeting opened at 7.15pm
Present
Chairman Cllr David Bunting
Councillors Mrs Cathy Browning
Mr Michael Lunnon
Mr John Peake ( Vice-Chairman)
Mr Clive Seabrook
Rev. Stephanie Sokolowski
Mr Keith Taylor (SCC and GBC)
Mr Richard Billington (GBC)
Mr David Wright ( GBC)
Mr Mike Ede
Minute taker Mr Howard Burgess
The Chairman welcomed Mr Burgess who had kindly agreed to take the minutes in the absence of the clerk
49.1 APOLOGIES FOR ABSENCE
Mr Chris Karney (Clerk)
49.2 MINUTES OF PREVIOUS MEETING
The minutes of the annual meeting held on 12th September, having been circulated, were approved subject to the following amendment:
Minute No 48.10:Planning
48.10.: Planning Committee Chairman’s Report
ApplicationF:11/P/01447. Rowley Cottage, White Lane, Guildford
Add the following wording after the application description:
“The Parish Council made no comment on this application”
PENDING
The minutes were then signed by the Chairman
49.3 DECLARATIONS OF PERSONAL AND PREJUDICAL INTEREST
None
49.4 COOPTION OF COUNCILLOR TO FILL COUNCIL VACANCY
The Chairman reported that the Statutory Notice, advertising the vacancy, had been posted locally and , after the requisite fourteen days. No request for an election had been received by the GBC’s Proper Officer.
As a result, the Parish Council was now authorised to fill the vacancy by co-option, such person to serve as a councillor until the date of the next Parish Council election.
RESOLVED: On a proposal by Cllr Peake, seconded by Cllr Seabrook, it was unanimously agreed that Mr Ede be co-opted to serve as a Councillor on St Martha Parish Council.
49.5 PARISH COMMITTEE APPOINTMENTS
- 1. Staffing Committee
It was agreed that the Staffing Committee should consist of the Chairman, the Vice Chairman, Cllr Lunnon and Rev Sokolowski, with a quorum fixed at three members.
- 2. War Memorial Working Group
The Council agreed to set up a working group to look at the restoration of the War Memorial.
The working party to consist of Cllr Browning, Cllr Seabrook and Mrs Patricia Allen ( if she was willing to serve)
The Council complemented Mr Barry Wakeford on the way he had tidied up the war memorial site and removed a tree in time for the Remembrance Sunday service.
- 3. Finance Committee
The Council agreed the Finance Committee would be made up of the full Council
49.6 CLERK – STAFFING ISSUES
- 1. Clerk’s Resignation
The Chairman reported he had received a letter from Mr Karney, dated 20th September, giving two months’ notice to terminate his employment, ie on the 19thNovember 2011. The Council confirmed formal acceptance of Mr Karney’s resignation from the post of Parish Clerk and Responsible Financial officer
Members had agreed to present Mr Karney with a gift and card, in recognition of his seven years’ service to the Council.
Handover arrangements of Parish Council documents and data were agreed. The clerk had agreed to hand them over to Cllr Lunnon after 19th November. The Council agreed to purchase a 4Gb memory stick to download Parish records, currently stored on Mr Karney’s computer.
- 2. Clerk Vacancy – Procedure
The Council agreed to use SCAPTC to manage the recruitment process, in appointing a new clerk, at a quoted fee of £150
The vacancy advertisement was to be placed on the Parish Council Notice Boards, the SCAPTC website, the GBC vacancy board, and the St Martha Parish Council website.
49.7 GRANTS
1 .Concurrent Functions Grant
It was reported GBC had confirmed the following grant awards for 2012-3
Village Millstone Portals project £2813 ( a percentage of the total bid)
War Memorial Renovation £1700 ( a percentage of the total bid)
These grants had to be matched with equivalent monies by the Parish Council and had to be drawn down in the year to which they related.
Members then discussed the current position with regard to the Millstone project. The Parish Council felt that close liaison was necessary so that the Council was aware of the progress of the project There was the question of the ownership and maintenance of the millstones in the long term.
The Parish Council reiterated its support for the “Village Massive Portals” Project subject to clarification of details.
It was agreed to invite Chilworth Massive back to the next meeting to clarify what was involved. In the meantime, Cllrs Lunnon and Seabrook were asked to go and speak to the group. The group would be advised that, in principle, the Parish Council support the project.
49.8 COMMUNICATIONS
- 1. Website Updates
It was reported that Ms Winnie Bann had updated the website and improved its format. The aim was for the website to be more inclusive of community interests
- 2. St Thomas’ Newsletter
It was apparent that an understand should be reached with the PCC regarding the inclusion of news items and reports from the Parish for the future.
49.9 HIGHWAYS
- 1. Parking in the Dorking Road
Members discussed the continuing problem of parents parking in Dorking Road following the current closure of the car park at the Percy Arms. PCSO Fiona Fyfe would speak to the Casualty Reduction Officer for the area. In the meantime, the school would make parents aware of the problem and put an item in the school new letter.
- 2. Hole in Blacksmith Lane
Chairman understood SCC Highways were to repair it by the end of the week.
- 3. Brambles on the Pavement East of Lockner Farm
A local resident raised the problem and the Council would contact SCC Highways requesting them to get the owner of the land to cut the brambles back.
4. Telephone lines damaged by trees near Postford House
A strip of woodland, on the North side of the A248 owned by GBC, has caused problems to telephone lines on several occasions. GBC Councillor Billington said he would ask Adam Owen the Trees and Countryside Manager, to look into these problems.
49.10 GUNPOWDER MILLS
- 1. Report from the Consultative meeting 9th November
It had been a very good and informative evening, Advanced publicity could have improved attendance.. It was agreed that a Public Address system would be helpful.
.
2.Conservation Management Report Availability
The report had been published by GBC. The Council had requested a copy. The report was contained in three volumes, had cost £30,000 to produce and was on huge local interest.
49.11 REPORTS
- 1. Parish Emergency Plan
Cllr Browning was investigating what could be in the Plan , including the method to be used for contacting the emergency services, and vulnerable residents.
A letter had been received from LDC Limited, a local company, who were offering emergency snow clearing and tree removal services. SCC Cllr Taylor informed the Council that SCC had updated its own winter arrangements and there was now a lot of information on its website
49.12 CORRESPONDENCE.
SCC Cllr Taylor referred to a major county wide review of bas services. Information about the review was in public libraries and on the SCC website. The review was running from November through to end of January2012. Residents were encouraged to respond. Cllr Peake said that there were local concerns about proposed reductions in services. The Council agreed to include the review in its January agenda
49.13 PLANNING REPORT FOR 14th NOVEMER 2011
11/P/01374- Sample Oak Farm, Sample Oak Lane
Change of use of outbuildings from agricultural to B1 Office Use, with alterations to doors and windows.
The Parish Council made no comments on this application
APPROVED
11/P/01447 – Rowley Cottage, White Lane, Guildford
Variation of condition 4 of planning application 11/P/00226, approved 13.July 11, to extend the time limit of this application to within 3 months from the date of this decision (13 October11) in line with conditions 2,3,and 7.
APPROVED
11/P/01556 – Moorlands House, Blackheath
Part 2 storey part single storey side extension with terrace above single storey rear exension and replacement double garage following demolition of existing garages.
The parish made no comments on this application
APPROVED
11/P/01586 and 01587 – Titan Sheds site, Blacksmith Lane
Redevelopment of site and construction of 2 detached 2 storey dwellings ( Part revision to planning permission 10/P/02125 plots 3,4,5,&6)
The Parish Council made no comments on these applications
PENDING
11/P/01591 – 34 Halfpenny Close
Conversion of existing side access driveway into a single storey extension and rear dormer extension to facilitate loft conversion into viable attic space.
Parish Council submitted comments and raised serious concerns relating to this application
WITHDRAWN
11/T/00232 – Powdermill Cottage, Blacksmith Lane
Pollard yew at side of house by 50% ( Chilworth Gunpowder Mills Conservation Area)
The Council made no comments on this application
PENDING
11/P/01878, 01879, 01880, 01881 - Rowley Cottage, White Lane, Guildford.
11/P/01878 – Variation of condition 4 of planning permission11/P/01447 approved on 19th September 2011
11/P/01879 – variation of conditions 2,3, and 7 of planning permission 11/P/00266 approved 13 July 2011
11.P.01880 – Prior notification for demolition of original Roley Cottage
11/P/01881 – Retrospective application for a replacement dwelling
The Parish Council made no comments on these applications
The Parish Council had received copies of the following three reports which were circulated to Councillors for information
Guildford Bus Station study, Issues and Options report October 2011. by mva Consultancy
Abbotswood, Conservation Area Appraisal and Management Plan.
Consultation draft June 2011 by GBC
Pirbright Conservation Area Appraisal and Management Plan. Consultation draft 2012 GBC
49.14 FINANCE
49.14.1 August – October Bank Reconciliations
It was noted that the last four months bank reconcilations had not been signed off. Concern was expressed about this situation and the time was approaching when the audit would have to be carried out. It was agreed that Cllrs Lunnon and Peake would ensure the Council’s financial documents were obtained from the clerk after 19th November.
49.14.2 Invoices paid out of committee
949 Mr C. Karney ( Clerk’s September Salary) £ 459.39
Mr C. Karney ( Clerk’s August Salary) £ 459.39
943 Surrey Wildlife Trust £ 38.00
944 Cllr D. Bunting ( Printing Expenses) £ 44.43
945 P. Western ( Web hosting and Domain Charges) £ 164.89
946 Post Office (HMRC Q2 2011/12 Tax and NI) £ 434.58
947 H. Wakeford & Son ( War memorial garden) £ 148.08
948 SALC ( Cllr D. Bunting training course) £ 102.08
949 Mr C. Karney £ 20.00
49.14.3 Invoices for Payment
None was presented at the meeting
49.14.4 Clerks Expenses £
Postage 2.64
Photocopying 1.50
Stationery 19.94
Use of home as Office ( 2 months @£12.00 pm) 24.00
Clerk’s IT Allowance 16.65
Total Expenses 64.73
Total Expenditure £1,935.00
49.14.5 Forecast
- 1. September and November Budget Forecasts
These had not been prepared
- 2. Finance Meeting
It was agreed that a special meeting of the Parish Council to consider the budget and precept would be held on Monday 28th November at 2pm in St Thomas’ Church room, New Road, Chilworth
3.Audit Committee meeting
The date of the next meeting of the Audit committee was to be agreed.
49.15 DATE OF NEXT MEETING
Monday 9th January 2012
The meeting closed at 10.00pm