Meeting Minutes, May 2003

Annual Meeting (Assembly) of St Martha Parish Council

The meeting was opened at 7.15pm on Monday, 12th May 2003 at Chilworth Infant School.

Present

1. Apologies

Apologies were received in respect of the Chairman Cllr P Burt, Cllrs K Childs and D Wright both of Guildford Borough Council.

2. Election of Chairman

It was proposed by Cllr Allen and seconded by Cllr Lunnon that Cllr P Burt be appointed Chairman. The proposition was carried unanimously.

3. Election of Vice Chairman

It was proposed by Cllr Allen and seconded by Cllr Lunnon that Cllr J Peake be appointed Vice Chairman. The proposition was carried unanimously.

4. Declaration of Acceptance of Office

All Members present signed their Declaration of Acceptance of Office.

5. Declaration of Interests

All Members present signed their Declaration of Interests.

6. Minutes of the Previous Meeting

The minutes of the meeting held on the 10th March 2003, having been previously circulated, were agreed and signed by the Chairman.

7. Matters Arising

7a. St Martha Parish Church

At the 18th September 2002 meeting Members agreed that a letter be written to St Martha PCC to ascertain whether the Parish Council could assist them in any way. The letter Members noted had been written but no response had been received.

The Clerk reported that he had now obtained the address of the Church wardens and that he had written to them asking the same question. A reply, the Clerk reported, was awaited.

7b. Blacksmith Lane - Water Leak

At the 18th September 2002 meeting the water leak had been reported to the Council. Subsequently the Clerk had written to both the Highways Department and Thames Water to have the leak repaired. Both organisations had visited the site but despite their attempts at repair the leak had not been resolved.

The Clerk had written further letters to both organisations on 7th April 2003 to which Thames Water had responded saying the leak would be repaired as soon as possible.

7c. Footpath - Roseacre Gardens to Postford House

At the 10th March 2003 meeting it had been reported that the footpath was overgrown and the Clerk was asked to report the matter to the Highways Department.

Members noted the matter had been resolved and agreed the item should be removed from the agenda.

7d. Safe Routes to School

At the 10th March 2003 meeting Cllr Davis undertook to discuss the matter with Surrey County Council Officers. Subsequently a letter had been received from Cllr Davis and it was agreed that the letter should be circulated for the information of all Members.

It was also agreed that the information contained in the letter should be passed to Mr Yardley, and that Cllr Peake should arrange a meeting with Cllrs Lunnon, Allen and himself together with Mr Yardley. The meeting to be held on 21st May 2002 at 2.45pm.

7e. Post Boxes

At the 10th March 2003 meeting it was reported that the two post boxes situated near the railway line and in Sample Oak Lane required repair. The Clerk was asked to take the matter up with the Post Office.

The Clerk reported that a letter had been received from the Post Office advising that the necessary repairs and repainting would be completed in the current year.

It was agreed the Clerk should take action to have the Post Boxes listed.

8. Police Spot

In the absence of PC Bridge no matters were raised under this heading.

9. Correspondence

9a. Campaign for St Martha Church

Members noted the invitation to attend the launch of the Appeal at the Guildhall on 15th May 2003, and that Cllr Allen was to attend.

9b. Death of Mr Piper - Husband of the School Head Teacher

Members noted with sadness the death of Mr Piper and it was agreed the Chairman would write to Mrs Piper expressing the Council's condolences.

9c. Ethical Standards Training

Members noted that Guildford Borough Council were arranging Ethical Standards Training for Members on 15th May 2003.

It was noted that due to other commitments no Members could attend.

9d. Recycling Road Show

Members noted the availability of the Guildford Borough Council Recycling Road Show.

9e. Sample Oak Lane - Temporary Closure

Members noted the notification that Sample Oak Lane would be closed from 10.01pm 24th June to 7.50am 25th June 2003 and from 10.01pm 25th June to 7.50am 26th June 2003 for essential engineering works on the level crossing.

9f. Safer Guildford - A Partnership Approach

Members noted the "Hate Crime Launch" to be held on 12th June 2003 and agreed that due other commitments no Cllr could attend.

10. Highways

10a. Halfpenny Lane - Signage

Members noted the letter from the Highways Department and the reply by Cllr Allen. It was agreed that Cllrs Allen and Peake should meet with Mike Richardson of the Surrey Hills Office after the beginning of June 2003.

10b. Blackheath Traffic Survey

Members noted the traffic survey being conducted in Blackheath. It was agreed the questionnaire should go to those residents of St Martha Parish Council area who live in Blackheath.

It was also agreed that Cllr Allen should be appointed the contact Cllr for Blackheath residents who are in the Parish of St Martha.

10c. Blacksmith Lane/Dorking Road (A248) Weight Limit Sign

It was reported that the weight limit sign at the junction of Blacksmith Lane and Dorking Road had been pushed over.

The Clerk was asked to bring the matter to the attention of the Highways Department.

10d. Sample Oak Lane - Tree Felling

It was reported that some tree felling had taken place in Sample Oak Lane, opposite the entrance to Chilworth Hill, and that the arisings had been left on the verge.

The Clerk was asked to bring the matter to the attention of the Highways Department and ask that the arisings be removed.

11. Adjournment for Public Debate

No maters were raised during the adjournment for public debate.

Cllr Wright, Guildford Borough Council, joined the meeting.

12. Planning

12a. 03/P/0841: 21 Roseacre Gardens - A further similar application for extensions

Pending.

12b. 02/P/1085: Rowley Cottage, White Lane - New Dwelling Following Demolition of Existing Cottage

Awaiting Section 106 agreement.

12c. 03/P/0394: Little Halfpenny, Blacksmith Lane - Extension

Pending.

12d. 03/P/0767: Crofts, Blackheath - Extension to already Large House on Large Plot

Pending.

13. Rights of Way

It was reported that the National Trust Sign on bridleway 232 by the side of Sample Oak opposite the Post Box in Sample Oak Lane required a new post.

The Clerk was asked to bring the matter to the attention of the National Trust.

14. War Memorial

No matters were raised under this agenda item except for a plea for everyone to pick up any litter they see in the area of the War Memorial.

15. Gunpowder Mills Estate

Mr Kim Owen reported that a committee meeting had been held in April 2003 and the minutes had been circulated.

He also reported that the Open meeting would be held on either the 6th or 13th November 2003.

16. Land Below St Martha's

Members noted the Chairman needed help with the removal of Ragwort from the field before August. It was agreed that the possibility of using young offenders on Community Service Orders should be investigated with the Surrey Probation Service, based in Woking.

The Council noted that ownership had been with Peter Burt for nearly six years and that there had always been a clear intention to ensure transfer to public ownership.

Thanks were recorded to Peter Burt for making the initial purchase and maintaining it over this period.

It was agreed a suitable covenant was needed to ensure the land remains available for public use at all times in the future.

It was also agreed a meeting should be arranged with Peter Burt on his return from holiday in June, to enable this matter to be progressed in the near future.

17. Surrey County Association of Parish & Town Councils

Members noted the training seminar being held in East Horsley Village Hall on 6th June 2003.

18. Finance

18a. Items paid out of committee

18b. Invoices for payment

19. Surrey Heritage Conference

Members noted the Surrey Heritage Conference to be held in Woking on 5th June 2003. It was agreed the Council would not be represented.

20. Councillor Vacancies

Members noted that there were vacancies for 2 Councillors and that no one could be co-opted onto the Council until after the 16th May 2003.

It was agreed that after the 16th May 2003 Helen McIntyre and Alan Slater should be co-opted onto the Council.

21. Date of Next Meeting

It was agreed the next meeting would be held on 14th July 2003 at 7.15pm.