Meeting Minutes, January 2004

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 12th January 2004 at Chilworth Infant School.

Present

1. Opening announcement - Margaret Janette Richmond

The Chairman made the following statement at the beginning of the meeting.

"I have sadly to announce the death last Wednesday of Margaret Richmond. She diligently served as St Martha Parish Council Clerk for just over 14 years from November 1978 to March 1993. Her funeral will be at Guildford Crematorium at 1.30pm on this Friday 16th. Her work and records for the Council were of the highest standard, which she achieved with a minimum of facilities but with a great deal of care. Those of us who knew her and worked with her will remember her fondly and with respect".

2. Apologies

Apologies were received in respect of Cllr Keith Childs, Lt Col Clarke and PC Mark Bridge.

3. Minutes of the Previous Meeting

The minutes of the previous meeting held on 17th November 2003 had been previously circulated and were agreed after a number of corrections. It was agreed that a corrected copy would be produced, signed by the Chairman and then circulated to all Councillors.

4. Matters Arising

4a. Blacksmith Lane - Water Leak

It was reported that the leak had stopped since the last meeting, even following the recent heavy rain. The Parish Council were still concerned that the underlying cause, thought to be tree roots, had not been dealt with and that further problems may occur in the future. Thanks were expressed to Mrs E Owen for her efforts in writing letters to the appropriate authorities detailing this long-standing problem.

4b. Post boxes - Sample Oak Lane

Cllr Allen reported that the photographs, required with regard to the requested listing of the two boxes, had been taken and passed to the Clerk for forwarding to the Ministry of Culture, Media and Sport. Agreed that if listing is achieved for these boxes, consideration should be given to the need to list some other boxes in the Parish.

4c. Halfpenny Lane - Signage and Verges

Cllr Allen had now received costings for replacement verge posts in timber, at £70 per post. This was agreed to be an unacceptably high cost and Cllr Allen agreed to pursue lower cost options with Surrey Hills.

4d. Hole in A248 road near Postford House

It was reported that the hole had been repaired. Agreed that the item be removed from the Agenda.

4e. Footpath by Sample Oak Lane

Cllr Allen agreed that the path was now easily passable, the overhanging branches had been cut back but the cuttings had been left.

4f. Draft Planning Guidance - Telecommunications - Consultation Document

The Chairman reported that he had submitted comments on behalf of the Parish Council, at the proper time, on this document reporting comments received from Parish Councillors. The comments had been circulated. Agreed that this item be removed from the Agenda.

4g. Local Bus Service reduction - Area Passenger Transport Consultative Groups

It was noted that some proposed reductions in local bus services had come into effect. Mr David Sibbald agreed, when possible, to represent the Parish Council on the appropriate Consultative Group. He has sent in a response form volunteering to join the Group but has not yet received a reply. Cllr Wright reported that there are major problems throughout Surrey regarding bus subsidies and Surrey County Council are now considering alternatives to the sole use of large vehicles.

4h. Blackheath Village Society

Cllrs Allen & Burt had attended a meeting on 16th December 2003 to discuss the Blackheath Village Traffic Survey. Some issues arising at this meeting are reported in the latest Parish Newsletter.

4i. Footpath 30, Signs and Associated Fencing

The "No Horses" and "Footpath" signs had been re-instated but the old damaged sign needs to be removed. This could be done by a volunteer and disposed appropriately.

4j. Trees at Entrance to Halfpenny Close

The leaning tree and the one previously removed have not yet been replaced by Guildford Borough Council.

4k. Parking at Chilworth Station

It had been considered that parking around the grass triangle outside the Station, on a daily basis, was causing an obstruction. The Chairman had contacted PC Bridge who said that no offence was currently being committed, i.e. no illegal obstruction. The Council accepted his opinion but still considered that the parking situation was unsatisfactory.

4l. Damaged Bus Shelter near Station

Cllr Lunnon reported that he had obtained an estimate for the repair work at £240 plus VAT and that a grant, possibly of 50%, could be obtained from Guildford Borough Council. It was agreed to indicate that we will want to go ahead on this basis but to apply for a grant before proceeding with the work.

4m. Station Platform Enhancements

The Chairman and Clerk had a site meeting with a representative from Thames Trains regarding the best use of the £1,000 grant awarded to the Parish Council. The representative had suggested painting the two waiting shelters and their seating as they were looking shabby and normal maintenance was not due for several years. He had also provided a quotation at £1,980 for this work. It was agreed that this would be a good use for the grant, but that the amount of the grant was well below the quoted cost. It was further agreed that the Clerk should clarify with Thames Trains the conditions of the quotation; could we for instance pay £1,000 towards the cost, or arrange to use a local decorator at a cost within the £1,000 grant?

After Note

Thames Trains will pay all costs extra to the grant. Railway Safety Regulations require that only approved contractors will do the work. It is arranged that £50 of the grant will be retained by the Parish Council for maintenance of the platform flower beds and that £950 from the grant will be paid to Thames Trains on completion of the re-decoration work.

4n. Damaged No Cycling Sign (Vera's Path) and Debris Adjacent to Percy Arms Car Park

Although the Highways Department had agreed to rectify the damaged sign and SEEBOARD had agreed to remove the debris outside their transformer enclosure, no action had yet been taken. Agreed to monitor the situation.

4o. Gunpowder Mills Estate - Missing Handrails on Concrete Bridge

No response had been received to our letter, which had been referred from the Highways Department to Guildford Borough Council. Agreed to keep the matter under review.

4p. Enforcement Action - Tree removal - South Oaks

A letter dated 4th December 2003 had been received from Guildford Borough Council Planning Department. This stated that the oak tree, removed in 2000, had been replaced by a hornbeam tree in April 2001 and that this tree had been inspected and had been satisfactorily replanted and was growing healthily. Agreed that the item be removed from the Agenda.

5. Police Spot

PC Bridge was unable to attend but had provided a report. The dropped kerb outside Manor House had been obstructed by a car parked on the pavement with a "For Sale" notice on it. PC Bridge had spoken to the owner explaining that the car must be parked properly on the road so as not to cause an obstruction on the road or a footpath, or should be parked in the owner's driveway. The owner had moved the car. PC Bridge also reported that he will continue to monitor cars parked badly, obstructing pavements, in Dorking Road and take appropriate action.

6. Correspondence

6a. Audit

A letter had been received from an Audit firm awaiting the Parish Council year end accounts. This is to be dealt with by the Clerk.

6b. Talk on History of Postboxes

A letter from Shere, Gomshall and Peaslake History Society gave notice of a talk on 8th July 2004 on the History of Postboxes.

6c. Guildford Lions Club - Message in a Bottle

A letter has been received from Guildford Lions Club giving information about the "Message in a Bottle" scheme whereby senior citizens can leave information in a special bottle in their refrigerator for use by the emergency services.

6d. Surrey Youth Development Service

A letter has been received from the Surrey Youth Development Service. It was decided to make enquiries regarding possible involvement of the Parish Council with the youth in our Parish. The letter is to be circulated for information. Cllr Peake will speak to a local Youth Development Officer.

6e. Safe Routes to School

Cllr Allen reported on letters written following a site meeting on 1st December 2003 regarding safe routes to school, cleansing of footways and associated matters. The meeting, arranged by Dennis Yardley, was attended by Councillors from our Parish Council, Guildford Borough Council and Surrey County Council together with an engineer from the Highways Department. The following action was agreed:

• Councillors Peake and Allen to speak to local schools about the benefits of children walking to school.
• Councillor Burt to speak to Shalford Parish Council to co-ordinate ideas regarding the A248 New Road and Dorking Road through Chilworth village to improve safety and accessibility overall.

6f. Chilworth History Society - Inaugural Meeting

Notice had been received of the inaugural meeting of the Chilworth History Society on 21st January 2004 with a talk on Bottings Mill by Mick Ede.

7. Highways

7a. Collapsed Barrier - Opposite Lockner Farm

The barrier, erected around a hole in the road opposite Lockner Farm, was collapsing and could present a hazard. Cllr McIntyre agreed to contact the contractors.

7b. Hole in the Road - Junction Blacksmith Road and Halfpenny Close

A small hole had appeared in the footway adjacent to a drain at the junction of Blacksmith Lane and Halfpenny Close. There was mud on the pavement due to washdown, opposite the entrance to Pineview Close. The Clerk is to write to the Highways Department regarding these two items.

8. Rights of Way

There was nothing to report.

9. Adjournment for Public Debate

Dennis Yardley reported that he had retrieved some posts with orange painted tops and a fence rail from the millrace in the Gunpowder Estate. He had reported this by telephone to Guildford Borough Council but had received no response and was still holding the items.

10. Planning

10a. 3/P/02241: 39 Halfpenny Close - Side and Rear Extension Plus Rooms in Second Storey, Following Demolition of Garage

Approved.

10b. 03/P/02479: 51 Dorking Road - Erection of Rear Conservatory

Pending.

10c. 03/P/02558: Byeways, Blackheath - Rear Extension, Replacement Garage and New Access

Pending.

10d. New Planning Delegation Scheme

The Parish Council is concerned about a new Scheme of Planning Delegation being introduced from 3rd February 2004. This means that all planning and listed building applications will, with certain exceptions, be delegated to the Director of Environmental and Planning Services or to the Head of Development to determine, and will not be determined by the Planning Committee. However Cllr David Wright, a Planning Committee member, agreed that the Parish Council could request him to ensure that specific applications are determined by the Planning Committee using one of the aforementioned exceptions.

11. War Memorial

Cllr Allen reported that she had written to CWO (Cathedral Works Organisation) regarding minor stone damage, asking them to investigate and advise.

12. Gunpowder Mills Estate

A letter had been received from Mr Adam Owen, Guildford Borough Council's Trees and Woodlands Officer, acknowledging the information received from Cllr Peake regarding previous flora and fauna surveys. He also agreed to send a draft of his new management plan to the Parish Council for comment.

The 8th Chilworth Gunpowder Mills Public Consultation Meeting had been held on 6th November 2003 by the Parish Council Gunpowder Mills Working Group. This was a successful meeting and well attended. It included a report by Mrs Alison Davidson, Guildford Borough Council's Project and Conservation Officer. This was followed by three presentations: Mr Wayne Cocroft on the English Heritage Survey Report, Mr Gordon Hartman on the trees of the Tillingbourne and Professor Alan Crocker on Making Gunpowder.

13. Land Below St Martha's

Cllr Burt, as owner of the field in question, had now received a letter from the Parish Council in response to his previous letter to all Councillors that had set out his proposals for the transfer of the land to public ownership. The Councillors had given a positive response to his proposals. Cllr Burt indicated that he would respond in the near future and bring the matter to the next meeting of the Parish Council.

14. Parish Newsletter

The fourth annual newsletter had again been prepared by Cllr Allen with assistance from Cllr McIntyre. It will be distributed by all Councillors in January. It was agreed to include contact details with a note about Surrey Llamas in recognition of a donation from them to cover the cost of printing the Newsletter.

It was also agreed to distribute copies of a Housing Needs Survey in St Martha produced by the Rural Housing Trust to all households in the Parish.

15. Surrey County Association of Parish & Town Councils

Members noted that the next General Meeting is to be held on Saturday 28th February 2004 at 2.30pm in Lancaster Hall, Send. The guest speaker will be Chief Superintendent Gerry Kirby. All Councillors were invited to attend.

16. Councillor Vacancy

Cllr Burt reported that Mr Colin Hayward had confirmed to him that he is now able and keen to join the Parish Council. Cllr Burt pointed out that he worked in and is well known and respected in the Parish. He felt that Mr Hayward might well represent the interests of local businesses in the Parish. It was agreed to co-opt him onto the Parish Council. It was also agreed to review the various special responsibilities held by Councillors and to discuss these at the next meeting.

17. Proposed Changes to Surrey School's Admission Policy - Consultation Paper

Members noted that a copy of the Consultation Paper and attached questionnaire had been distributed to all Cllrs.

It was agreed that Councillors would submit their own responses, although there was general support for the Surrey County Council proposed changes.

18. Finance

18a. Items paid out of committee

18b. Invoices for payment

18c. Precept 2004/2005

Members considered the draft Precept for the Local Government Financial Year 2004/2005 and agreed a Precept of £3,576.

19. Date of Meetings

Meeting dates for the year 2004/2005 were agreed as follows:

8th March 2004
10th May 2004
12th July 2004
13th September 2004
15th November 2004
17th January 2005
14th March 2005

The meeting closed at 9.50pm.