Meeting Minutes, March 2004

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 8th March 2004 at Chilworth Infant School.

Present

1. Apologies

No apologies were received.

2. Minutes of the Previous Meeting

The Minutes of the Meeting held on 12th January 2004, having been previously circulated, were agreed and signed by the Chairman.

3. Matters Arising

3a. Halfpenny Lane - Signage and Verges

At the 12th January 2004 meeting (Minute 4c refers) Cllr Allen reported she had received costings for replacement verge timber posts, at £70 per post. It was agreed to be an unacceptably high cost and Cllr Allen agreed to pursue lower cost options with the Surrey Hills Office.

Cllr Allen reported that the Surrey Hills Area Office also thought the cost too high and is investigating an alternative supply. She also reported that about 25 SCC Highways Department posts/signs would be replaced at no cost. It was agreed that a letter should not be written to residents until the Highways Department posts had been replaced and the true cost of replacement is known.

3b. Damaged Bus Shelter near Station

At the 12th January 2004 meeting (Minute 4l refers) 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 (GBC). It was agreed to indicate that we would want to go ahead on this basis but to apply for a grant before proceeding with the work.

Members noted that GBC Planning and Environmental Services Department have advised that the total cost of repair, excluding VAT, but including the 50% grant payable by GBC is £240.00, thus the cost to the Parish Council will be £120.00. The invoice is awaited.

It was agreed that no further action should be taken until the invoice is received.

3c. Station Platform Enhancements

At the 12th January 04 meeting (Minute 4m refers) the Chairman reported that he and the Clerk had 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?

Thames Trains have subsequently agreed that they will pay all costs extra to the grant. Railway Safety Regulations, Members noted, require that only approved contractors can do the work. It was agreed that £50 of the grant will be retained by the Parish Council for maintenance of the platform flowerbeds and that £950 from the grant will be paid to Thames Trains on completion of the re-decoration work. Members noted that the invoice from Thames Trains had not yet been received, but that they had requested, verbally, that the invoice be paid before 31st March 2004.

The Chairman, on behalf of the Council, expressed his thanks to Cllr Davis for making a grant for the improvements.

3d. Damaged No Cycling Sign (Vera's Path) and Debris Adjacent to Percy Arms Car Park

At the 12th January 2004 meeting (Minute 4n refers) it was reported that 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.

It was again reported that no action had been taken and it was agreed that the Clerk should write to the two authorities again.

3e. Gunpowder Mills Estate - Missing Handrails on Concrete Bridge

At the 12th January 2004 meeting (Minute 4o refers) it was reported that no response had been received to our letter, which had been referred from the Highways Department to Guildford Borough Council.

Members reported that the handrails were still missing and it was agreed that the Clerk should again write to GBC.

3f. Hole in Road - Junction Blacksmith Lane/Halfpenny Close

At the 12th January 2004 meeting (Minute 7b refers) it was reported that a small hole had appeared in the footway adjacent to a drain at the junction of Blacksmith Lane and Halfpenny Close.

Also, there was mud on the pavement due to wash down, opposite the entrance to Pineview Close.

The Clerk was asked to write to the Highways Department regarding these two items. Members noted that the letters had been written but that no action had been taken. The Clerk was asked to write again and to explain that the hole was now so big that it was a safety hazard.

4. Police Spot

In the absence of PC Mark Bridge, from whom no apology had been received, no report was provided.

Cllr Allen reported that the Tillingbourne News gives an up-to-date report on police news and offered to provide other Cllrs with a copy. She also reported that a joint meeting was being convened between Chilworth Infant School and Tillingbourne School on Safe Routes to School. Cllrs Allen and Peake were asked to check follow-up action with Dennis Yardley.

5. Highways

5a. Duck Sign

It was reported that the "Duck" warning sign, near the pond from the Albury direction, was missing.

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

5b. A248 - Mud on Pavement (north side) between Pineview Close and Roseacre Gardens

It was reported that there was mud on the pavement on the A248 between Pineview Close and Roseacre Gardens. The Clerk was asked to write to the Highways Department to have the pavement cleared of the offending mud.

6. Rights of Way

6a. Signpost on Footpath 249

It was reported that the signpost on footpath 249 at the bottom of Colyers Hanger was missing. The clerk was asked to write to Surrey County Council on the matter.

6b. Misuse by Cyclists

It was reported that cyclists were frequently using footpath 249 for cycling. It was considered that this might be alleviated if a "No Cycling" sign was erected at the junction of footpaths 249 and 248. The Clerk was asked to write to SCC on the matter.

7. Correspondence

7a. Housing Needs Survey

The Chairman expressed his appreciation to all the Councillors for delivering the Housing Needs Survey to all residences in the Parish.

7b. Unlawful Parking

The Chairman read extracts from a letter received from Mrs Sue Stevens regarding cars being parked on grass verges in the Parish, a number of which had "For Sale" signs displayed.

It was agreed that all Councillors should monitor the problem and keep a note of dates, times etc when offending vehicles are observed and to bring the information to the next Parish Council meeting.

8. Councillors' Business

8a. Proposed Parish Council Web Site

Cllr McIntyre reported that, following discussions with the Chairman, she had responded to an approach from Mr Pete Western on a proposal to establish a Parish Council web site and that she had circulated some notes to other Councillors for their opinion. She said that Pete Western would manage the site at no costs to the Council.

75% of those who responded appeared to be in favour of the idea and a domain name such as ".co.uk" would cost £7.00 for two years. It was proposed that the name of the site could be www.stmarthaparishcouncil. The Minutes of Council meetings could be put on the site with an e-mail address. The site could be loaded quickly, would be efficient and easy to update.

It was agreed that Cllr McIntyre should investigate further and report back to the Council at its next meeting.

The issue to be placed on the next Council agenda.

9. Adjournment for Public Debate

9a. Land Below St Martha's

A member of the public brought to the Council's attention that a Notice Board had appeared which contained three notices.

The Chairman advised that if the matter were to be discussed he would need to declare an interest and leave the meeting. It was agreed that it was not necessary for him to do so.

The Chairman undertook to investigate the matter.

10. Planning

10a. 03/P/0394 & 03/P01596: Little Halfpenny, Blacksmith Lane - Rear Extension

Parish Council sent a letter of objection. Appeal dismissed.

10b. 03/P/02085: 12 Halfpenny Close - Rear Extension

Parish Council raised an objection. Approved.

10c. 03/P/02479: 51 Dorking Road - Rear Conservatory

No objection. Approved.

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

Parish Council made comments. Approved.

10e. 04/P/0134: Sample Oak, Sample Oak Lane - Replacement 5 Bedroom House, Triple Garage and New Access

Parish Council objected. Pending.

10f. 04/P/0174: Ampfield House, Blackheath - Erection of Detached Garage with Playroom Above Following Demolition of Existing Garage and Outbuilding

No objection. Pending.

10g. 04/P/0379: 10 Roseacre Gardens - Two Storey Side Extension Following Demolition of Existing Garage

No objection. Pending.

11. War Memorial

Cllr Allen reported that some stonework was coming away from the front left side of the Memorial for which she had received an estimate for repair from CWO (Cathedral Works Organisation). It was agreed that more advice should be obtained from "The Friends of War Memorials" and the appropriate Conservation Officer.

It was also agreed that the issue should be placed on the agenda for the next Council meeting with costings for both the necessary repairs and the cost of a replacement memorial.

12. Surrey County Association of Parish & Town Councils

Transport Seminar

Members noted that Parish Councils who are members of SCAP&TC are invited to attend a Transport Seminar on Tuesday 30th March 2004 at Waverley Borough Council Offices, commencing at 7.00pm.

The agenda for the seminar includes:

• West Surrey Transport Partnership Projects
• The Countryside Agency's Parish Transport Grant
• Withdrawal of Bus Services from Rural Areas
• Surrey Rural Communities Forum and Rural Strategy

Members determined that the Chairman should represent the Parish Council at the seminar.

Members also agreed that the Clerk should write to Shalford and Albury Parish Councils to produce joint proposals and input to the seminar.

13. Gunpowder Mills Estate

Cllr Lunnon reported that the Working Party meeting had been held on 26th January 2004 at which it had been agreed that the Working Party should no longer be a sub group of the Parish Council.

It was agreed that the Terms of Reference of the Working Party should be investigated. It was also agreed that Cllr Lunnon should discuss the matter with the GBC link with the Gunpowder Mills Working Party.

The Clerk was tasked with talking to Allison Davidson or John Davey, both of GBC, to obtain a copy of the minutes of the last Working Party meeting.

The Clerk was also asked to write to the Working Party to ask them to present a report to the Parish Annual Assembly.

The next Annual Public Meeting would be held on 4th November 2004 at which there would be three presentations:

• Let's Make Some Paper, by Alan Crocker
• History of Chilworth, by ex-PC Warne
• Wildlife on the Site

Members noted the receipt of the Parish Council's application for the historic buildings at Titan Sheds to be listed by the Department of Culture, Media and Sports (DCMS) and that DCMS estimate that the result of the application will take 8 to 12 weeks to be confirmed.

14. Land Below St Martha's

Members noted that a letter had been written to Cllr Burt who said he hoped to reply within the next few weeks.

15. Finance

15a. Items paid out of committee

15b. Invoices for payment

16. Register of Interests

Members noted the receipt of a letter from GBC (a copy of which had been distributed for the information of Members), which requires Members to declare membership of charities.

The Clerk was asked to write to GBC to seek clarification.

It was agreed this item should be placed on the agenda for the next meeting.

17. Registering & Declaring Membership of Political Party Council Associations

Members noted the receipt of a letter from GBC (a copy of which had been distributed for the information of Members) which requires Members to register membership of bodies "whose principal purposes include the influence of public opinion or policy".

18. GBC Mayor's Award for Community Service

Members noted that GBC are again inviting the Council to submit nominations for the award of the "Mayor's Award for Community Service". Nominations are required to be submitted by 19th March 2004. A copy of the GBC recommendation form had been circulated for the information of Members.

Members agreed that last year's nomination should be submitted again.

19. Proposed Alterations to Regional Planning Guidance, South East, Regional Minerals Strategy

Members noted the receipt of the above Consultation document upon which Councils are invited to submit comments by 24th May 2004. A copy of the document having been circulated for the information of Members, and which may also be accessed at www.southeast-ra.gov.uk.

Members agreed to defer the item for the next Council meeting.

20. Local Investigation and Determination of Misconduct Cases - Consultation by the Office of the Deputy Prime Minister on regulations under S66 of the LGA 2000 - Consultation by the Standards Board of England on Guidance to Monitoring Officers on Local Investigation

Members noted receipt of the above documents which had been distributed to each Member. Members determined not to submit any comments on the draft documents.

21. Date of Next Meeting

The next meeting is scheduled for 10th May 2004.