Meeting Minutes, November 2003

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 17th November 2003 at Chilworth Infant School.

Present

1. Welcome

The Chairman Cllr Burt welcomed Mrs Elizabeth Mitchell, Director Environmental and Planning Services, Guildford Borough Council.

Following her welcome Mrs Mitchell made a presentation on the outline of Departmental organisation at Guildford Borough Council in its present structure. She then proceeded to explain the more streamlined structure that would be coming into operation in the future with the Adopted Local Development Plan being introduced in Spring 2007 and the Regional Spatial Strategy being introduced during the period April - December 2005.

2. Apologies

Apologies were received in respect of Cllr Slater and PC Bridge.

3. Minutes of the Previous Meeting

The minutes of the meeting held on the 15th September 2003, having been previously circulated, were agreed and signed by the Chairman.

4. Matters Arising

4a. Blacksmith Lane - Water Leak

At the 13th September 2003 meeting (Minute 3a refers) it was reported that the leak in the lane had been repaired but that the hole remained in the road. At the same meeting the Clerk was asked to bring the matter to the attention of the Thames Water Board, action that was duly taken.

It was again reported that the leak had, during the recent rainy period, flooded again causing severe flooding of Waterworks Cottage and other local properties.

The Clerk was asked to write to Thames Water pointing out the problem and asking what the Board proposed to do about the matter and suggesting that a site meeting be held.

4b. Post Boxes - Sample Oak Lane

At the 15th September 2003 meeting (Minute 3b refers) the Clerk was asked to write to the Ministry of Culture, Media and Sport to ask that the post boxes be listed.

Members noted that the Ministry required photographs of the boxes.

Cllr Allen agreed to take the necessary photographs and to pass them to the Clerk for onward transmission to the Ministry.

4c. Halfpenny Lane - Signage

At the 15th September 2003 meeting (Minute 3c refers) Members agreed to form a sub-committee comprising the Chairman and Cllrs Allen and Peake to make contact with the local residents regarding the signage and its possible replacement.

Cllr Peake reported that it had not been possible to progress the issue as the Surrey Hills Office had not yet provided costings.

Cllr Allen agreed to take the issue up with the Surrey Hills Office.

4d. A248 Hole in the Road Near Postford House

At the 15th September 2003 meeting (Minute 3e refers) it was reported that a hole had appeared in the road outside Postford House. The Clerk was asked to report the matter to the Highways Department which was duly done, the Department agreeing to take action urgently. However it was reported that no action appeared to have been taken by the Department. The Clerk was asked to take the matter up with the Department again.

4e. Surrey Strategy on Mineral Extraction 2004 - 2016 - Consultation Document

At the 15th September 2003 meeting Cllr McIntyre agreed to draft and despatch the Parish Council's comments.

Cllr McIntyre confirmed that the comments had been submitted and that a copy had been placed with the Clerk.

4f. Footpath Leading from Sample Oak Lane

At the September 20033 meeting Members noted that the footpath was impassable and asked that the Clerk report the matter to the Highways Department.

It was reported that the footpath had now been cleared but that there was still a problem with overhanging branches. The Clerk was asked to write to the Department again on the subject.

4g. Draft Planning Guidance - Telecommunications - Consultation Document

Members noted that at the 15th September 2003 meeting it had been agreed that comments on the Draft Planning Guidance should be submitted to the Chairman. He advised that no comments had been received. The Chairman agreed to follow the matter up.

5. Police Spot

Members noted with regret the apology for non-attendance received from PC Bridge.

Members also noted the report on a traffic speed survey that had been circulated to Members.

It was agreed a copy should be sent to Cllrs Davis, Childs and Wright with a further three copies going to Cllr Allen.

Cllr Allen advised the Council that a group comprising herself, Cllr Davis (Surrey County Council), Cllr Childs (Guildford Borough Council) and others, would be walking the route to school at 8.25am on 1st December 2003.

6. Correspondence

6a. Letter from Mrs Darzi

The letter from Mrs Darzi, relating to the trimming of verges and banks, has been circulated to all Members. It was agreed that a letter should be written to Mrs Darzi expressing concern at what had happened and indicating that the Parish Council has similar concerns in other areas of the Parish. Similarly the letter should make the point that the War Memorial is maintained by the Parish Council.

Also, a letter should be written to Mr Love (Surrey County Council), drawing his attention to the overhanging trees along Dorking Road between Roseacre Gardens and Postford House, as well as the poor condition of the footway.

It was agreed that the Clerk should write to Mr Love expressing the Council's concern over these matters.

6b. Members Allowances - Parish Remuneration Panel

Members noted the receipt of the Guildford Borough Council letter and determined that no further action, other than that required by statute, should be taken.

6c. Local Bus Service Reduction - Area Passenger Transport Consultative Groups

Members noted the receipt of the Surrey County Council letter dated 5th November 2003 which invited the Parish Council to nominate a person to serve on the Group.

The matter of a nominee was deferred for investigation by the Chairman.

6d. Monthly Clinics Across the South East Region to Provide Guidance on DEFRA ERDP Grant Schemes

Members noted the series of clinics being held during 2004 in Guildford, Reading, Oxford and Wye for anyone wishing to submit a grant application for any of the following project schemes:

• Processing and Marketing Grant
• Rural Enterprise Scheme
• Vocational Training Scheme

It was agreed anyone interested in attending should liaise with the Clerk.

6e. Blackheath Village Society

Cllr Allen reported that she had attended the Blackheath Village AGM and distributed a copy of the "Blackheath Village Traffic Survey" which is to be discussed at a meeting being held on 16th December 2003 commencing at 8.00pm. It was agreed that the Chairman and Cllr Allen should attend the meeting.

7. Highways

7a. Halfpenny Lane - Damaged 7.5 tonne sign

Cllr Peake reported that the sign had been damaged and he had reported it to the Highways Department who had replaced the sign on the same day.

7b. Footpath 30. Damage to "No Horse" sign, wooden "Footpath" sign and associated fencing

It was reported that the above had been damaged at the north end of Footpath 30 at its junction with Halfpenny Lane.

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

7c. Halfpenny Lane Trees

Cllr Peake reported that the one remaining tree at the entrance to Halfpenny Lane was leaning over at a dangerous angle and that the tree removed last year had not been replaced.

The Clerk was asked to take the mater up with the appropriate authority.

7d. "A" Boards - outside The Percy Arms

It was reported that "A" boards were again obstructing the pavement outside The Percy Arms.

The Chairman agreed to take the matter up with the Manager.

7e. Chilworth Railway Station - Parking

It was reported that car parking around the triangle outside the station was causing an obstruction.

The Chairman agreed to contact PC Bridge to seek his advice on resolving the problem.

7f. Damaged Bus Shelter - Junction Sample Oak Lane and Dorking Road (A248)

Damage to the bus shelter was reported. Cllr Lunnon agreed to obtain an estimate for repairs from Messrs C A Philips.

8. Adjournment for Public Debate

8a. Appointment of Tree Warden

The Chairman reported that whilst every effort had been made to secure the services of a Tree Warden, no suitable and available candidate had been forthcoming.

8b. Parish Platforms

The Clerk reported that he had now managed to obtain the contact mobile telephone number of the Area Station Manager and that several messages had been left for him but that none had yet been responded to.

8c. Councillor Vacancy

The Chairman advised the Council that he had found a possible person to be co-opted onto the Council and that he was following the matter up and that he would report to the next meeting.

9. Planning

9a. Enforcement Action - Tree Removal - South Oaks

It was reported that a tree at South Oaks, which had been the subject of a TPO (Tree Preservation Order), had been removed some time ago with a promise that a suitable replacement would be provided, but that to date no positive replacement action had been taken.

It was agreed that the Clerk should enquire of the Planning Department what further action is required by the Council to ensure a replacement is provided.

9b. 03/P.00394: Little Halfpenny, Blacksmith Lane - Rear Extension on Two Floors

Refused but now going to appeal.

9c. 03/P/01821: 22 Halfpenny Close - Replacement Rear Conservatory

Approved.

9d. 02/P/01954: Titan Sheds - Blacksmith Lane - Outline Application for Erection of Six Dwellings and Two Garage Blocks with Associated Parking, following Demolition of Existing Buildings

Withdrawn.

9e. 03/P/02241: 39 Halfpenny Close - Side and Rear Extension Plus Rooms in Second Storey, following Demolition of Garage

Pending.

10. Rights of Way

10a. It was reported that the "No Cycling" sign at the entrance to Vera's Path on the Dorking Road (A248) was missing

The Clerk was asked to write to the Highways Department.

It was also reported that SEEBOARD had left litter in the area.

The Clerk was asked to take the matter up with SEEBOARD.

11. War Memorial

Cllr Allen reported that over 50 people had attended the Act of Remembrance. She also reported that an old piece of stone was coming out near the recently replaced stone. Cllr Allen agreed to approach CWO (Cathedral Works Organisation) for an estimate and advice regarding timing of any repair.

Cllr Allen reported that she had planted some more bulbs.

Cllr Allen appealed to all Cllrs to pick up litter, especially in the area of the War Memorial and the railway station. It was agreed a suitable notice should be included in the next newsletter.

Parish Newsletter

Cllr Allen reported that she hoped to be in a position to present a draft of the next Parish Newsletter to Cllrs at the next meeting.

12. Gunpowder Mills Estate

It was reported that the rails on the small concrete foot bridge over the stream near the centre of the estate, which is a permissive Right of Way, were broken, thus making the bridge very dangerous. The Clerk was asked to report the matter.

Mr Owen reported that the Annual Open Meeting has been most successful with over 85 persons present and all those on the Working Group were to be congratulated. Mr Owen was asked to write to the two speakers to thank them and to ask if they wished to be reimbursed for any expenses.

The Chairman reported to the Council on a meeting he had had with Mr Alan Norris. It was agreed that no action should be taken.

13. Land Below St Martha's

The Chairman left the meeting and took no part in the debate having declared a prejudicial interest.

Cllr Peake assumed the Chairmanship of the meeting.

Cllr Peake reported on the outcome of his meeting on 13th October 2003 and congratulated Cllr Burt on the large amount of work he had undertaken since 2001.

It was agreed that Cllr Peake would draft a suitable reply to the letter dated 6th April 2001, which had set out the proposal and costings, dealing with immediate matters now and in the long term. The reply, it was agreed, should be signed by the Clerk.

14. Surrey County Association of Parish & Town Councils

No matters were raised under this heading.

15. Finance

15a. Items paid out of committee

15b. Invoices for payment

15c. Precept 2004/2005

It was agreed that in view of the non-receipt of information from Guildford Borough Council in regard to the Precept for 2004/2005 that discussion on the Precept for that year should be postponed until the necessary information is received.

16. Affordable Housing

Members noted the draft "Affordable Housing Survey" produced by the Rural Housing Trust and agreed that they should be given authority to go ahead. It was also agreed the Trust should be asked to ensure that the survey is ready for distribution with the Parish Newsletter at the end of January beginning of February 2004.

17. Date of Next Meeting

The next meeting is scheduled for 12th January 2004.