Meeting Minutes, July 2003

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 14th July 2003 at Chilworth Infant School.

Present

1. Apologies

Apologies for non attendance were received in respect of Cllr Davis (Surrey County Council), Cllr K Childs (Guildford Borough Council) and Cllr P Allen.

2. Signing of Declaration of Acceptance of Office

The two newly co-opted Cllrs, Cllrs H McIntyre and A Slater each signed a Declaration of Acceptance of Office.

3. Signing of Declaration of Interests

The two newly co-opted Cllrs, Cllrs McIntyre and Slater, signed their Declaration of Interests.

4. Rural Housing Trust - Presentation by Mr Andrew Smith

Cllrs were pleased to receive a presentation from Mr Andrew Smith of the Rural Housing Trust.

Mr Smith advised the Members that Howard's Yard, Dorking Road was to be re-developed for housing and that it would consist of 9 Town Houses and 6 affordable homes, comprising 2 x 2 bed flats and 4 x 1 bed flats, some of which would be for rent.

He assured the Council that the affordable homes would be reserved for people from the St Martha Parish but those in adjoining Parishes could be placed on a reserve list.

It was agreed that the best way to ensure proper information was received in respect of the needs for housing in the Parish was to complete a house-by-house survey in which parishioners would be asked to express their needs. The results would be analysed by the Trust and a short list of recommended applicants drawn up. Before the questionnaire is circulated the Parish Council would be invited to comment on it. Subsequently a public meeting may be held.

The Trust would then draw up a list of proposed applicants. The Trust will check with the Parish Council to confirm the connection of the applicant with the Parish.

Mr Smith also explained that in the future if occupants of the affordable housing moved on, the new allocation would be made on the same principles as the first.

5. Safe Routes to School - Presentation by Mr Dennis Yardley

Members were pleased to receive a presentation on Safe Routes to School by Mr Dennis Yardley. He explained that the Safe Routes to School scheme had been in existence since 2000 and was designed to enable children to walk to school rather than to travel in cars and buses.

Since the year 2000 numerous meetings had been held with a variety of organisations with little progress being made. Mr Yardley pleased for an effort to be made to ensure that all planning applications for new developments included sufficient off-street parking.

It was also explained that parking on pavements not only badly affected people with pushchairs but made life most difficult for those who are blind or partially sighted.

PC Bridge explained that the law made it an offence to park on the pavement but that each offence had to be assessed on its merits. Generally where a car was parked fully on the pavement or was causing an obstruction then the vehicle owner would be prosecuted. However, he explained that successful prosecution could be difficult for all concerned, including the police when a vehicle was only partially parked on the pavement and he preferred a procedure of education.

PC Bridge agreed to embark upon a programme of education by giving leaflets to offenders and he would report to the next Parish Council meeting with an update. He also agreed to design a suitable leaflet, which would be passed to the Parish Council prior to any distribution taking place.

6. Minutes of the Previous Meeting

The Minutes of the meeting held on 12 May 2003, having been previously circulated were accepted as a true record and signed by the Chairman.

7. Matters Arising

7a. St Martha Parish Church

Members noted that attempts had been made to contact St Martha Parish Church to see what assistance the Parish Council could give. The Chairman reported that the Parish Church, as indicated by their appeal were only in need of funds. It was agreed the item could be removed from the agenda.

7b. Blacksmith Lane - Water Leak

Cllr Peake reported that considerable work had been undertaken on the water leak and that it was still ongoing.

7c. Post Boxes

Members noted that the Clerk had reported the condition of the Post Boxes in Sample Oak Lane to the Post Office and that action was in hand to undertake redecoration and repair as necessary. It was also noted that the Clerk had applied to have the boxes listed.

7d. Halfpenny Lane - Signage

At the 12 May 03 meeting (Minute 10 refers) Members agreed that Cllrs Allen and Peake should meet with Mike Richardson of the Surrey Hills Office to take the matter further. Cllr Peake said that it had not yet been possible to arrange the meeting but he hoped to do so in the near future.

7e. Blacksmith Lane/Dorking Road (A248) Weight Limit Sign

Members noted that the Clerk had reported the pushed over weight limit sign to the Highways Department who had acknowledged receipt of the letter. It was agreed the item could be removed from the agenda.

7f. Sample Oak Lane - Tree Felling

Members noted that the arising from the tree felling in Sample Oak Lane had been removed. It was agreed the item could be removed from the agenda.

8. Police Spot

PC Mark Bridge reported that crime in the area was still very low. He reported that his contact telephone number was 07967 987809.

9. Correspondence

The Clerk advised Members that Surrey County Association of Parish & Town Councils (SCAP&TC) had arranged a "New Councillors/Refresh Your Knowledge" seminar to be held on Tuesday 23rd September 2003 at a cost of £23.50 per head including VAT at a venue to be confirmed.

Cllr Burt indicated his intention of attending.

10. Highways

10a. Lamp Standard Tangley Level Crossing

It was reported that the front cover of the lamp post was missing and that bare wires were exposed. Cllr Peake agreed to report the matter to the Highways Department as a matter of urgency.

10b. Blacksmith Lane/A248 - Signs Covered by Foliage

It was reported that overgrown foliage from gardens was causing the signs to be covered. It was agreed that the Clerk should not take any action.

10c. A248 Hole in Road near Postford House

It was reported that a large hole that was particularly dangerous to cyclists had appeared in the road.

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

11. Adjournment for Public Debate

No matters were raised.

12. Planning

12a. 03/00394: Little Halfpenny, Blacksmith Lane - Extensions

Pending.

12b. 03/01018: 106-114 Dorking Road - Replacement of Two mobile Homes with Two Bungalows

Refused.

12c. 03/00938: 10 Roseacre Gardens - Retention of Outside WC

Approved.

12d. 03/00841: 21 Roseacre Gardens - Extension

Refused.

13. Rights of Way

It was agreed that where Cllrs found problems of overgrowth etc on Rights of Way they should e-mail the Clerk to enable remedial action to be taken quickly.

14. War Memorial

No matters were raised under this agenda item.

15. Gunpowder Mills Estate

The Clerk reported that he had submitted a request to have the Titan Sheds listed by the Ministry of Culture, Media and Sports.

Cllr Peake agreed to liaise with Adam Owen on the fauna and flora survey that is being conducted.

Mr K Owen reported that the mayor of Guildford had advised that he was unable to attend the Open Meeting on 6th November 2003 as he was required to host an international delegation. Mr Owen also reported that one speaker had been arranged for the open Meeting to talk on trees and another on gunpowder.

16. Land Below St Martha's

Cllr Peake reported that due to holidays it had not been possible to arrange the meeting proposed at the last meeting but it would be held in the near future.

The Chairman advised the meeting that another work party would be required in the near future to remove ragwort, thistle and brambles. It was agreed the work party would be held on Saturday 2nd August 2003 at 7.30pm and possibly again on the following Sunday.

17. The Local Authorities Members Allowances (England Regulations 2003)

Members agreed that no comments should be submitted on the consultation paper and that each Cllr should complete their own questionnaire and return same direct to Guildford Borough Council.

18. The Model Code of Conduct - Video

The Clerk reported that a video had been distributed to all Councils on the Code of Conduct and that Guildford Borough Council has recommended that all Councillors should review the video.

It was agreed that the video should be circulated in the next circulation envelope.

19. Draft Supplementary Planning Guidance (SPG): Residential Extensions

It was agreed the Council would not submit any comments except that the draft was supported.

20. Finance

20a. Items paid out of committee

20b. Invoices for payment

21. Surrey County Association of Parish & Town Councils

Members noted that the 55th AGM of SCAP&TC had been held on 12th July 2003 and that it had been followed by the 217th General Meeting.

22. Winged Fellowship - Application for Donation - Section 139 LGA 72

Members noted an application for a grant from the Winged Fellowship and agreed a grant of £25.00.

The Clerk was asked to produce, for the next meeting, details of other grants made under Section 137 LGA 72.

23. Surrey Draft Compact

Members agreed that comments on the Draft Surrey Compact should be deferred to the next meeting.

24. Date of Next Meeting

The next meeting was agreed to be held on 13th September 2003.