Meeting Minutes, May 2004

Annual Meeting (Assembly) of St Martha Parish Council

The meeting was opened at 7.00pm on Monday, 10th May 2004 at Chilworth Infant School.

Present

1. Apologies for Absence

Cllr Keith Childs (Guildford Borough Council) and Police Constable Mark Bridge (Neighbourhood Specialist Officer).

2. Minutes of the previous meeting

Minutes of the previous meeting held on 12th May 2003 were approved.

3. Matters arising from the minutes

No matters arising were raised.

4. Chairman's report

The matters that we have dealt with in the past year have been as varied as usual. We have corresponded at local, County and National levels on matters affecting the Parish. We have written and distributed our annual Parish Newsletter to raise awareness in our community and encourage responses on anything that concerns people who live here.

Local matters have included a Housing Needs Survey with the Rural Housing Trust, representations to prevent closure of local Post Offices, and keeping in touch with various issues affecting the Chilworth Gunpowder Mills site. We have made sure that issues needing immediate attention have been reported to the responsible bodies and progressed to completion; including potholes in the roads, overhanging branches, verge cutting and water leaks, road signs, maintenance of our War Memorial, and so on. These are recurring problems but are important to good housekeeping, safety, and pride in our community.

We have attended to other longer-term issues that are also important to St Martha Parish. We have responded promptly to many planning applications. Elizabeth Mitchell who is Director of Environmental and Planning Services at Guildford Borough Council kindly attended one of our Parish Council meetings to usefully explain the Borough's planning policies and activities. We have commented on the Guildford Borough Residential Design Guide. We have facilitated the expenditure of a grant that was made available to us by Councillor David Davis from Surrey County Council to improve the platforms at Chilworth railway Station. We have involved Councillors and officials of Guildford Borough and Surrey County in the establishment and maintenance of safe routes to school, working with the Police we have also minimised obstructions to safe routes and other pedestrians from cars parked on the pavements. Speeding traffic has also received attention with our neighbouring Councils and villages.

Our Parish Council has taken care to provide responses to national, County and Borough consultations on things that will affect our Parish in the long and short term. One that is important is the provision of Community Transport. Many people in our Parish have ready access to a car for all the journeys that they need to make. At the same time there are some that do not have that advantage. They are often overlooked. This is a problem that has been highlighted by our representations at the Area Passenger Transportation Consultation Group and Community Transport Seminars. We have made sure our local concerns have been reported in wider strategies such as the Surrey County Council Rural Consultation Draft, the Integrated Waste Management Strategy for Surrey, the Draft Parking Strategy for Guildford Borough and other consultations.

As well as continuing to attend to these and similar matters we are actively pursuing setting up our own Website. This follows response to our latest Parish Council Newsletter in which the idea was proposed. Feasibility is proved. Content is being developed. We will make a decision soon on publishing the site.

Peter Burt, Chairman, St Martha Parish Council

5. Talk on the Chilworth Gunpowder Mills

Mr Andrew Norris of the Chilworth Gunpowder Mills Group gave a short presentation on the history of the Mills and the current work, by volunteers, to clear damaging vegetation and to provide a record of the site for posterity.

6. Questions and statements from the public

No matters raised.

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 10th May 2004 at Chilworth Infant School.

Present

1. Apologies

Apologies were received in respect of Cllr K Childs (Guildford Borough Council) and PC Bridge.

2. Election of Chairman

It was proposed by Cllr Peake and seconded by Cllr Allen that Cllr Burt be re-elected Chairman of the Parish Council. The proposition was carried unanimously. The Chairman signed the Declaration of Office as Chairman of the Council.

3. Election of Vice Chairman

It was proposed by Cllr Allen and seconded by Cllr Slater that Cllr Peake be appointed Vice Chairman. The proposition was agreed unanimously. The Vice Chairman signed the Declaration of Acceptance as Vice Chairman.

4. Co-option of New Councillor

It was proposed by the Chairman, Cllr Burt, and seconded by the Vice Chairman, Cllr Peake, that Mr Colin Sidney Hayward be co-opted as a Councillor. The proposition was agreed unanimously.

5. Declaration of Acceptance of Office - Cllr Hayward

Cllr Hayward signed the Declaration of Acceptance of Office as a Councillor.

6. Declaration of Interest

Cllr Hayward signed the Declaration of Personal Interests.

7. Minutes of the Previous Meeting

The Minutes of the Meeting held on the 8th March 2004, having been previously circulated, were agreed and signed by the Chairman.

8. Matters Arising

8a. 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 Surrey County Council (SCC) Highways Department posts 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.

Cllr Allen reported that she had received an e-mail from the Surrey Hills Office advising that the posts are being produced and that the completion date would be advised as soon as possible.

8b. Damaged Bus Shelter near Station

At the 12th January 2004 meeting (Minute 4 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 to GBC 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 & Environmental Services Department have advised that the total cost of repair, excluding VAT, but including the 50% grant payable by GBC is £240, thus the cost to the Parish Council will be £120.

At the 8th March 2004 meeting (Minute 3b refers) it was agreed that no further action should be taken until the invoice is received.

The Clerk reported that the invoice had now been received and that it would be presented for payment later in the meeting.

It was agreed that the item could be removed from the agenda.

8c. Station Platform Enhancements

At the 12th January 2004 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.

At the 8th March 2004 meeting (Minute 3c refers) 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.

The Clerk advised members that the invoice had been received and that it would be presented for payment later in the meeting.

It was agreed that a letter of appreciation should be written to Thames Trains.

It was also agreed that a letter should be written to Guildford Borough Council regarding the possible listing of the signal box.

Cllrs agreed to consider possible alternative uses for the signal box to maintain its fabric and general condition.

8d. 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.

At the 8th March 2004 meeting it was again reported that no action had been taken and it was agreed that the Clerk should write to the two authorities again.

Members noted that the debris has now been removed.

It was agreed that the item should be removed from the agenda.

8e. 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.

At the 8th March 2004 meeting (Minute 3e refers) Members reported that the handrails were still missing and it was agreed that the Clerk should again write to GBC.

Members noted that the letter had been written and receipt acknowledged but that still no progress has been made.

8f. Hole in the Road - Junction Blacksmith Lane/Halfpenny Close

At the 12th January 2004 meeting (Minute 7d 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. The Clerk was asked to write to the Highways Department.

At the 8th March 2004 meeting (Minute 3f refers) Members noted that the letter 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.

Members noted that the letter had been written and its receipt acknowledged.

Members reported that the hole has been repaired. It was agreed that the item could be removed from the agenda.

8g. Duck Sign

At the 8th March 2004 meeting (Minute 5a refers) 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.

Members noted that the Clerk had written to the Highways v who had acknowledged receipt of the letter but that the sign had not yet been replaced.

8h. A248 North - Mud on Pavement between Lockner Farm and Pine View Close

At the 8th March 2004 meeting (Minute 5b refers) it was reported that there was mud on the pavement on the A248 (N). The Clerk was asked to write to the Highways Department to have the pavement cleared of the offending mud.

Members noted that the letter has been duly written and that the mud has been removed from the pavement but that the debris had been left behind and that it was blocking the drainage. Cllr McIntyre reported that she had reported the matter to the Highways Department.

8i. Sign Post on Footpath 551

At the 8th March 2004 meeting (Minute 6a refers) it was reported that the signpost on footpath 551 at the bottom of Colyers Hanger was missing. The Clerk was asked to write to Surrey County Council on the matter.

Members noted that the letter has been written, its receipt acknowledged and that the necessary signs have been placed in position.

It was agreed to remove the item from the agenda.

8j. Misuse by Cyclists

At the 8th March 2004 meeting (Minute 6b refers) it was reported that cyclists were frequently using footpath 551 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 Surrey County Council on the matter.

Members noted that the letter has been written, its receipt acknowledged and that the signs are now in place.

It was agreed that this item could be removed from the agenda.

8k. Unlawful Car Parking

At the 8th March 2004 meeting (Minute 7b refers) the Chairman read extracts from a letter received from Mrs 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 Cllrs should monitor the problem and keep a note of dates, times etc when offending vehicles are observed and to bring the information to the following Parish Council meeting.

Members reported that in the meantime the problem appeared to have been resolved.

It was agreed to remove the item from the agenda.

9. Police Spot

Members noted with regret the absence of PC Bridge and received the written report he had forwarded to the Clerk.

Cllr Allen agreed to investigate the possible attendance of the Community Service Officer.

10. Highways

10a. A248 New Road, Tangley Level Crossing - Temporary Road Closure

Members noted the proposed closure of the above road for a distance of 20 metres either side of Tangley level crossing from 10.00pm Saturday 12th June 2004 to 10.00am Sunday 13th June 2004, to enable essential engineering work to be carried out on the level crossing.

Alternative routes, Members noted, are to be established as follows:

• Westbound Traffic
  Dorking Road, Chilworth Road, Albury Street, Sherbourne, Shere Road, Epsom Road, Boxgrove Road, Ladymead, Woodbridge Road, Onslow Street, Millbrook, Shalford Road, The Street, Kings Road, New Road.


• Eastbound Traffic
  New Road, Kings Road, The Street, Shalford Road, Millbrook, Friary Bridge, Bridge Street, Onslow Street, Woodbridge Road, Ladymead, Boxgrove Road, Epsom Road, Shere Road, Sherbourne, Albury Street, Chilworth Road, Dorking Road.

10b. Sample Oak Lane Chilworth - Temporary Road Closure

Members noted the proposed closure of the above road in the area of Sample Oak level crossing from 8.00pm Tuesday 15th June 2004 to 6.30am Wednesday 16th June 2004.

Alternative routes, Members noted, are to be established as follows:

• Southbound Traffic
  Dorking Road, New Road, Wonersh Common Road, Blackheath Lane and Sample Oak Lane.


• Northbound Traffic
  Reverse of the above.

10c. Halfpenny Lane - Fallen Tree

It was reported that a fallen tree which had been sawn off and which is located 100 metres below "Longmead", east of footpath 30, was sticking out into the road and creating a hazard to motorists.

The Clerk was asked to write to the Highways Department on the matter.

10d. Blacksmith Lane - Hole in the Road

It was reported that a large and dangerous hole had appeared in Blacksmith Lane 50 yards from its junction with the A248.

The Clerk was asked to report the matter to the Highways Department.

10e. Blacksmith Lane - Outside Castor Court

It was reported that the "bay" on the road outside Castor Court, Blacksmith Lane, had been painted with the slogan "Private Residents Only". It was considered that as it is a public road the sign was illegal and the Clerk was asked to take the matter up with the Highways Department.

10f. Dorking Road (N) Opposite Postford House - Damaged Wall

It was reported that the wall was badly damaged and photographs were produced.

The Clerk was asked to write to the Highways Department on the matter and to send them the photographs.

10g. Sample Oak Lane

Cllr Allen reminded the Council that it had been agreed that the verges in Sample Oak Lane would be cut to the same timetable as those in Halfpenny Lane but that they had again been cut out of sequence. Cllr Allen thought it was probably due to the cutting in Blackheath being continued into Sample Oak Lane.

Cllr Allen agreed to investigate the matter and to report back to the Council.

10h. Safe Routes to School

Cllr Allen reported that there had been a joint meeting between the Governors of Chilworth Infant School and Tillingbourne School and a proposal had been submitted to Surrey County Council asking that the A248 be reclassified as a "B" road. The proposal, she reported had been rejected.

Cllr Allen produced a written report which was placed in a circulation pack for the information of Members.

11. Rights of Way

It was reported that footpath 252 was badly overgrown on the south end where it approaches Blackheath.

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

12. Correspondence

Community Transport Seminar

The Chairman reported that the "WASP" bus, which had been provided for Shere, had not been used.

13. Councillors' Business

No matters were raised under this agenda item.

14. Adjournment for Public Debate

No matters were raised under this agenda item.

15. Planning

15a. 04/P/0134: Sample Oak, Sample Oak Lane - Replacement 5 bedroom house, triple garage and new access

The Parish Council objected to the application which has been withdrawn.

15b. 04/P/0636: Sample Oak, Sample Oak Lane - Amendment to the above application

The Parish Council commented upon this application. Pending.

15c. 04/P/01740: Ampfield House, Blackheath - Erection of detached garage with playroom above, following demolition of existing garage and outbuildings

The Parish Council raised no objection. Approved.

15d. 04/P/0379: 10 Roseacre Gardens - Two storey side extension following demolition of existing garage

The Parish Council raised no objection. Approved.

15e. 04/P/0624: Outline application for erection of bungalow and garage on land at 3 Redwood Grove

The Parish Council commented upon this application. Pending.

15f. 04/P0739: 18 Halfpenny Close - Erection of rear conservatory

The Parish Council raised no objection. Pending.

15g. 04/P/0804: Byeways, Blackheath - Rear extension, replacement garage and new access

This is an amendment to application 03/P/2558. The Parish Council raised no objection to the amended application. Pending.

15h. Planning Applications - General Comment Times

Cllr Peake observed that when Planning Application Notices were posted by the applicants or Guildford Borough Council (GBC), comments were invited within 21 days, whereas the request to Parish Councils asked for comments within 14 days.

The Clerk was asked to write to GBC pointing out the anomaly and advising GBC that in future the Parish Council will respond within 21 days not 14 days.

16. War Memorial

Members noted that the contract for the maintenance of the War Memorial garden is due for renewal and that Messrs Wakeford, the present contractors, are willing to continue with their present contract without any increase in cost.

Members agreed to the contract remaining with Messrs Wakeford for the next 12 months.

Members also noted that CWO (Cathedral Works Organisation) had provided an estimate of £616.00 to carry out repairs to the War Memorial, which Members agreed to accept. Cllr allen was asked to investigate the cost of a replacement memorial and to report back to the Parish Council on the issue.

17. Surrey County Association of Parish & Town Councils

17a. Training Day

Members noted that SCAP&TC, in conjunction with the Sussex Association, are holding a Training Day in Topical Land and Legal Issues including Employment Law for Parish Councillors and Clerks on Tuesday 8th June 2004 at Cranleigh Arts Centre from 9.30am to 4.30pm and that the cost for the full day's training including lunch, is £50.00 per head.

Members determined that none of their number would attend.

17b. AGM and General Meeting

Members note that the SCAP&TC AGM and General Meeting is to be held on Saturday 10th July 2004 at 2.30pm at Reigate and Banstead District Council. Members regretted that none of their number were available to attend.

18. Gunpowder Mills Estate

Members having earlier received a presentation on the topic, no further issues were raised under this agenda item.

The Chairman, Cllr Burt, having declared a personal interest left the meeting.

19. Land Below St Martha's

Cllr Peake assumed the Chairmanship of the meeting and advised Members of the letter recently received from Cllr Burt in response to the Council's letter of 7th January 2004 and explained that the seller of the land can make a covenant that will ensure that the land is retained in perpetuity for members of the Parish.

It was agreed that Cllr Burt's proposals should be agreed and that Cllr Peake should draft a suitable reply.

It was also agreed that every effort should be made to ensure the transfer of the land by the end of November 2004.

It was agreed that a sub working group comprising Cllrs Peake, Allen and McIntyre, with Cllr Hayward in reserve, should be formed to move the project ahead as quickly as possible.

The Chairman, Cllr Burt, returned to the meeting.

20. Parish Newsletter

No matters were raised under this agenda heading.

21. Finance

21a. Items paid out of committee

21b. Invoices for payment

21c. Accounts

The Clerk advised the Council that there had been a delay in submitting accounts to HLB Auditors but that they were now ready for signature by the Chairman prior to despatch.

22. Parish Council Web Site

Cllr McIntyre reported that the majority of those who had discussed the project were in favour of a Parish Council web site.

It was agreed that details of the local Care Committee should be obtained and included on the site.

Members agreed that the project should proceed.

The Chairman expressed his thanks to Cllr McIntyre and Pete Western for all their hard work and interest in processing the project thus far.

It was agreed that the sum of £250.00 should be expended on initial set up costs and those for the first two years.

It was agreed that the initial content should contain the Parish Council minutes for the last 12 months, with space being available for members of the public to make comments and that the agenda for the next meeting also be included.

It was agreed that Cllr McIntyre should be the site administrator.

The Chairman agreed to provide a Parish map for inclusion on the site.

23. Register of Interests

The Clerk advised the Members that he was awaiting a reply from Guildford Borough Council. It was agreed that the item should be placed on the next agenda.

24. Proposed alterations to Regional Planning Guidance, South East Regional Minerals Strategy

At the 8th March 2004 meeting (Minute 19 refers) 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 has been circulated for the information of Members, and which may also be accessed at www.southeast-ra.gov.uk.

At the same meeting Members agreed to defer the item for the next Council Meeting.

Members agreed to submit the comments prepared by Cllr McIntyre.

25. Surrey Interactive Workshop on Waste

Members to note that Surrey County Council Sustainable Development Department are offering to run a short two hour workshop on "Waste in Surrey" which can be run at a venue and at a time to suit the Parish Council.

Members agreed to defer a decision on whether to accept the offer to the next meeting.

26. Surrey Community Action

Members noted that the Surrey Community Action AGM is to be held on 11th June 2004 at the University of Surrey from 9.30am to 4.00pm and that the attendance fee is £30.00.

Members regretted that they were unable to be represented.

27. Climate Change Strategy

Members noted that Guildford Borough Council have issued a Draft Climate Change Strategy Consultation Paper, a copy of which had been distributed to all Members with the agenda for the meeting, upon which comments are invited by 17th June 2004.

Members determined to defer making any comment until the next meeting.

28. Date of Next Meeting

The next meeting is scheduled to be held on 12th July 2004 in Chilworth Infant School, commencing at 7.15pm.