Meeting Minutes, July 2004

Parish Council Meeting

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

Present

Prior to the formal business of the meeting the Chairman announced that the Clerk has offered his resignation from the post and indicated that he was willing to serve until a replacement had been found.

The Chairman invited the Clerk to comment who explained the reasons he wished to resign, a situation, which he regretted.

It was proposed by Cllr Allen and agreed unanimously that a vote of thanks should be recorded to the Clerk.

1. Apologies

Apologies were received in respect of Cllr Davis (Surrey County Council) and Cllr K Childs (Guildford Borough Council).

2. Minutes of the Previous Meeting

The Minutes of the Meeting held on the 10th May 2004, having been previously circulated, were agreed, with the amendment of Blacksmith to read Blackheath in minute 10g, and signed by the Chairman.

3. Matters Arising

3a. Halfpenny Lane - Signage and Verges

Cllr Allen reported that the replacement posts were now at the manufacturers and that further progress was not expected before the end of August 2004.

3b. Chilworth Signal Box - Listing

Cllr Hayward reported that the signal box was in use as a storage facility.

It was agreed that the Clerk should write to Guildford Borough Council again on the matter of having the signal box locally listed.

3c. Gunpowder Mills Estate - Missing Hand Rails on Concrete Bridge

At the 8th March 2004 meeting (Minute 3e refers) Members noted that the Clerk had written to Guildford Borough Council (GBC) asking that the hand rails be replaced but that no progress had been made.

It was agreed that the Clerk should write to GBC again on the matter.

3d. Halfpenny Lane - Fallen Tree

At the 12th May 2004 meeting (Minute 9c refers) it was reported that a fallen tree which had been sawn off which was located 100 metres below "Longmead", East of footpath 30 was sticking out into the road and creating a hazard to motorists.

Members noted that although the Clerk had written to the Highways Department no action had been taken.

It was agreed that the Clerk should write again on the matter.

3e. Blacksmith Lane - Hole in the Road

Members noted that the previously reported hole in the road had been properly repaired.

3f. Blacksmith Lane - Outside Castor Court

At the 12th May 2004 meeting (Minute 4e refers) 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. Members noted that the letter has been written and that it had been acknowledged.

It was agreed to remove the item from the agenda.

3g. Dorking Road (N), Opposite Postford House - Damaged Wall

At the 12 May 2004 meeting (Minute 4f refers) 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. Members noted that the letter had been written and its receipt acknowledged.

3h. Sample Oak Lane - Grass Cutting

At the 12th May 2004 meeting (Minute 4g refers) 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 Blacksmith Lane being continued into Sample Oak Lane.

Cllr Allen agreed to investigate the matter.

Cllr Allen reported that verges had been cut again in June 2004 and that she was still taking the matter up with the Highways Department and that she would report back to the Council.

3i. Footpath 252

Cllr McIntyre reported that the badly overgrown footpath had now been cut back. It was agreed that the item should be removed from the agenda.

3j. Safe Routes to School Group

Cllr Peake reported that the Group proposed to apply to have the A248 downgraded to a "B" road thus making it possible for traffic calming measures to be instituted. It was agreed that the Parish Council should support the proposal.

4. Police Spot

The Chairman welcomed both PC Mark Bridge and PCSO Vinny Garrard who was attending a Parish Council meeting for the first time.

PCSO Garrard outlined her role in the community.

PC Bridge reported that crime in the Parish had been very low with only two minor incidents of damage.

He explaimed the purpose of "Neighbourhood Reassurance Panels" which had been trialled in Ash with good results.

He explained that members of the public were invited to attend to air their views and at the end of the evening a vote would be taken on the priority for action in that particular area.

He hoped to arrange the first Panel in September 2004 and that he would incorporate the whole of the A248 in the meeting.

5. Highways

5a. Tangley Level Crossing - Road Surface

Cllr Hayward reported that the road surface on the crossing was most uneven.

It was agreed that the Clerk should write to Network Rail on the subject.

5b. Pineview Close - Drain Clearance

Cllr McIntyre reported that the drain had been successfully cleared.

5c. Village Safety Scheme

Cllr Peake brought to the attention of the Council the article in "Surrey Matters" published by Surrey County Council (SCC) on "Implementing Village Safety Scheme" in Pirbright and Puttenham.

It was agreed that the Clerk should write to SCC, with a copy to Cllr Davis, asking that such a scheme be implemented in Chilworth.

5d. Speed Indicator Signs

It was agreed that following suggestions from residents that SCC Highway Department be asked to erect "Speed Indicator Signs" in the vicinity of the school approaches along the A248.

5e. Halfpenny Lane - Fencing

Cllr Peake reported that he had spoken to GBC's Enforcement Officer regarding the fencing and had been advised that planning authority was not required unless the fence was over a metre in height. In addition if the fencing was within 45cm of the highway SCC Highways Department could remove the fencing. The Enforcement Officer will investigate these points and report back to Cllr Peake. In addition Cllr Allen agreed to take the matter up with the Surrey Hills AONB Office.

6. Rights of Way

Footpath 259

It was reported that where the footpath crossed the bottom of the field on Lockner Farm the telegraph pole that had been placed in the centre of the footpath which, due to the overgrown hedgerows, was becoming impassable.

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

7. Correspondence

No matters were raised under this agenda item.

8. Councillors' Business

8a. Percy Arms

Cllr Hayward reported that the Manager had been pleased to offer his car park for the use of parents attending the recent Infant School Fete. He also reported that the Manager was very open to being approached on any matter affecting the Percy Arms that was causing concern.

8b. Chilworth Station - Parking

Cllr Hayward reported that at a recent meeting with an officer from Highways Department the officer had expressed his concern about the parking and hoped to be able to do something about it.

9. Adjournment for Public Debate

No matters were raised under this agenda item.

10. Planning

10a. 04/P/00624: Outline Application for erection of new bungalow

Approved.

10b. 04/P/0636: Sample Oak, Sample Oak Lane - Replacement five bedroom house, triple garage and new access

Approved.

10c. 04/P/0739: 18 Halfpenny Close - Erection of rear conservatory

Approved.

10d. 04/P/0804: Byeways, Blackheath - Rear extension, replacement garage and new access

Approved.

10e. 04/P/1019: Ampfield House, Lockner Holt - External staircase to garage

Approved.

10f. 04/P/1181: Percy Arms, Dorking Road - Rear extension

Pending.

10g. 04/P/1314 and 1315: Middle House, Lockner Holt - Erection of a conservatory to replace lean to; raising of roof/parapet walls over extension and new gateway. Listed building consent needed

Pending.

10h. 04/P/11434: Sample Oak Farm, Sample Oak Lane- Change of Use, redundant stable building to A2 Office Use

Pending.

10i. Planning Applications - Comment Time

At the 12th May 2004 meeting Members asked the Clerk to write to Guildford Borough Council (GBC) regarding the difference in "comment time" required on planning applications from Parish Councils and members of the public.

Members noted the reply received from GBC, which had been distributed with the agenda for the meeting.

11. War Memorial

At the 12th May 2004 meeting (Minute 15 refers) Members 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.

Cllr Allen reported that the repairs had been completed but that part of the repair was unsatisfactory. It was agreed that Cllr Allen should take the matter up with CWO and that in the meantime the invoice should not be paid.

At present, Cllr Allen reported, no progress had been made in obtaining quotes for a replacement War Memorial. Cllr Hayward volunteered to approach a local artisan for a quotation.

12. Surrey County Association of Parish & Town Councils

No matters were raised under this agenda heading.

13. Gunpowder Mills Estate

Members noted that the Department of Culture, Medial and Sports had declined to list the Titan Sheds as Historical Buildings.

It was agreed that urgent application should be made to the Chief Executive GBC (Guildford Borough Council) to have the buildings locally listed especially Charcoal House (Building 4/68).

Cllr Lunnon reported that the Annual Public Meeting would be held on 4th November 2004 at 7.30pm and that the Mayor and Deputy Mayor of Guildford would attend.

It was agreed that Mrs Burt and Mrs Owen should be asked to look after the Mayor and Deputy Mayor.

The Chairman, Cllr Burt, reported that he had received a copy of the proposed new constitution for the Gunpowder Mills Working Party which was causing him some concern, Cllr Burt reported a conversation with Allison Davidson (Conservation Officer GBC) in which it was agreed that the constitution would not be promulgated until there had been full consultation with the Parish Council.

The Chairman was concerned that the Natural, Historical and Archeological aspects of the Gunpowder Mills site should be evenly balanced.

The Chairman agreed to circulate a copy of the proposed constitution and the original minute that formed the Working Group to all other Cllrs.

14. Land Below St Martha's

The Chairman, Cllr Burt, advised that he would respond to the Parish Council's letter of the 29th June 2004 soon.

It was agreed that once the transfer of the land had been completed that a Management Committee should be established and that Cllr Burt should be invited to be its Chairman.

15. Parish Newsletter

No matters were raised under this agenda heading.

16. Parish Council Web Site

Cllr McIntyre reported that the web site would go live fairly soon. It was agreed the following should be included:

• Gunpowder Mills, with photographs.
• St Martha's Church by means of a link.
• Local schools also by the means of a link.

It was also agreed that Cllrs Burt, Peake and McIntyre should be the Cllrs who will deal with correspondence arising from messages to the site.

17. Albury Land Fill Site

Members noted that an invitation had been received for all Cllrs to attend an Open Day at the site on Saturday 7th August 2004 commencing at 9.00am.

All Cllrs agreed to attend.

18. Surrey Interactive Workshop

It was agreed that the Council would not participate.

19. Climate Change Strategy

Members determined that they did not wish to submit any comments on the consultation paper.

20. White Lane, Guildford - Temporary Closure

Members noted that White Lane from a point 25m west of the junction with the car park for a distance of about 250m in a southeast direction is to be closed.

The period of closure will come into effect on 1st August 2004 at 9.00am and will run for a period of three months. However, the closure is expected to last for one weekend in the period.

Diversions will be applied as follows:

• Northwest Bound Traffic
  White Lane, Guildford Lane, The Street, Sherbourne, Shere Road, Epsom Road. Tangier Road, One Tree Hill, White Lane.


• Southeast Bound Traffic
  The reverse of the above.

21. Finance

21a. Items paid out of committee

21b. Invoices for payment

22. Date of Next Meeting

The next meeting is scheduled to be held on 13th September 2004 in Chilworth Infant School, commencing at 7.15pm.