Meeting Minutes, September 2004

Parish Council Meeting

The meeting was opened at 7.15pm on Monday, 13th September 2004 at Chilworth Infant School.

Present

Opening Address

Prior to the formal business of the meeting the Chairman addressed the Council.

1. He reported with regret the deaths of Len Grugeon to whose widow he had sent a letter of condolence.
   
   
2. Lady Heald to whose family he had sent a letter of condolence.
   
   
3. He reported that he had received four applications for the post of Parish Clerk and that he wished the Cllrs to meet informally immediately after the formal meeting to decide the way ahead in the selection of the replacement 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 12th July 2004, having been previously circulated, were agreed and signed by the Chairman.

3. Declaration of Personal and Prejudicial Interest

The Chairman, Cllr Burt declared a Personal Interest in agenda item 15, Land Below St Martha, and notified his intention to leave the meeting when the matter was discussed.

No other Councillor declared any Personal or Prejudicial interest in any agenda item.

4. Matters Arising

4a. Chilworth Signal Box - Listing

Members noted that a response, other than an acknowledgement, from GBC is still awaited.

4b. Halfpenny Lane - Signage and Verges

Cllr Allen reported that she had received an E mail from Surrey Hills AONB Office advising that the posts were available for use once the final decision had been made as to where they should be sited and clearance had been received from the Highways Department.

Cllr Hayward agreed to store the posts if necessary.

4c. Gunpowder Mills Estate - Missing Hand Rails on Concrete Bridge

Members noted that the Clerk has again written to GBC and that the letter has been acknowledged. It was agreed that no further action should be taken at present.

4d. Halfpenny Lane - Fallen Tree

At the 12th July 2004 meeting (Minute 3d refers) the Clerk was asked to raise the matter with the Highways Department again.

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

Cllr Allen reported that her husband and daughter had removed the tree branch with the consent of the owner.

4e. Sample Oak Lane - Grass Cutting

At the 12th May 2004 meeting (Minute 4g refers) Cllr Allen reported that the verges had again been cut out of sequence.

At the 12th July 2004 meeting (Minute 3h refers) Cllr Allen reported that she was still taking the matter up with the Highways Department.

Cllr Allen reported that she had had successful discussions with the Officers concerned and that hopefully the matter was now resolved.

4f. Tangley Level Crossing - Damaged Road Surface

At the 12th July 2004 meeting (Minute 5a refers) Cllr Hayward reported that the road surface was very uneven and the Clerk was asked to write to Network Rail on the matter.

Members noted that the letter has been written and a reply thanking the Parish Council for bringing the matter to their attention had been received in acknowledgement.

It was agreed that no further action should be taken at present.

4g. Village Safety Scheme

At the 12th July 2004 meeting (Minute 5c refers) Cllr Peake brought to the attention of the Council an article on the subject which had appeared in a SCC brochure.

It was agreed that the Clerk should write to SCC and ask that such a scheme be introduced in Chilworth.

Members noted the reply received from SCC.

Cllr Peake reported that the Safe Routes to School Working Group was due to meet on 15th September 2004 and that they hoped to produce a scheme.

Also a meeting was due to be held in December 2004 involving both schools, Parish Cllrs, GBC representatives, representatives from SCC Highways Department and parents.

It was agreed that every support should be given to the Group. It was also agreed that the Group should respond to the letter from SCC.

5. Police Spot

In the absence of any representatives from the police no report was given.

The Clerk reported that he had not received any apologies from the police for their non-attendance.

6. Correspondence

6a. Surrey Heritage Conference - 22nd September 2004

Members regretted that no Cllr was available to attend.

6b. Affordable Housing

Members noted a letter from the Rural Housing Trust, which regretted the delay in publishing the results of the survey, but which hoped to produce results soon.

6c. GBC Consultation Statement of Licensing Policy

Members noted the receipt of the Statement and determined that they did not wish to submit any comments.

7. Highways

7a. Damaged Sign Post - Roseacre Gardens

It was reported that the T-junction sign near Roseacre Gardens had been damaged. Cllr Lunnon agreed to bring the matter to the attention of the Highways Department.

7b. Postford House - Cars Parked on Pavement

Cllr Hayward reported that an MG car was being parked on the pavement near Postford House. It was agreed that the owner should be spoken to on the matter.

7c. Entrance to Halfpenny Close - Trees and Shrubs

Cllr Peake reported that on the South side area, three ornamental trees need replacing, and that there had previously been 4 laburnum trees on the same side but only stump remained.

On the North side grass area, beside the post box, shrub growth needs removing and the area re-seeded.

8. Councillors' Business

8a. Parish Web Site

Cllr McIntyre reported that the site had gone live on 26th August 2004. Congratulations were expressed to Pete Western on the quality of the site.

All Cllrs were urged to submit interesting items for the site through Cllr McIntyre.

The Gunpowder Annual meeting details are to be included on the site. Cllr Lunnon agreed to provide the required information.

It was agreed that the Chilworth History Society should be invited to contribute to the site.

It was also noted that Pete Western had produced "Rules and Procedures" for the site and that all Cllrs should comply with them.

9. Adjournment for Public Debate

9a. Gunpowder Mills - Vegetation Survey

It was reported that the red posts used for the survey were still in position and Mr Perrin had said that they would be removed by Dec 03. Cllr Peake agreed to speak to Mr Perrin on the matter.

9b. Safe Routes to School - Letter

It was reported that the letter received from the SCC Leader had not been signed and had been wrongly addressed.

9c. 3 Dorking Road - Shrubbery

It was reported that shrubbery from 3 Dorking Road was overhanging the footpath by as much as 3ft 3ins in places that was causing pedestrians to walk in the road.

The Chairman agreed to draft a suitable letter to the owner, which Cllr Slater agreed to deliver.

10. Planning

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

No objection. Approved.

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

No objection. Approved.

10c. 04/P/1434: Sample Oak Farm. Sample Oak Lane - Change of use, redundant stable building to A2 office use

No objection. Approved.

10d. 04/P/1538: Two Ways and Wychways Cottage, White Lane - Conversion of semi detached pair of houses to form one dwelling

No objection. Pending.

10e. 04/P/1541: Gardeners Cottage, White Lane - Two storey side extension with integral double garage

No objection. Pending.

10f. 04/P/1682: 21 Roseacre Gardens - Two storey side extension and rear extension

No objection. Pending.

10g. 04/P/1788: 1 Halfpenny Close - New garden building to provide gym following demolition of existing shed

No objection. Pending.

10h. 04/P/1945: Greenbank Cottage, Blacksmith Lane - Detached double garage following demolition of existing garage

No objection. Pending.

11. Rights of Way

No matters were raised under this agenda item.

12. War Memorial

Cllr Allen reported that the repairs to the War Memorial had been completed and that she would follow up the cost of a replacement Memorial.

She also reported that rain water was draining towards the Memorial and needed to be investigated before it caused damage.

Cllr Lunnon agreed to investigate and to find a way to rectify the problem if possible.

It was agreed that arrangements for the Remembrance Service would be placed on the web site.

13. Surrey County Association of Parish & Town Councils

No matters were raised under this agenda item.

14. Gunpowder Mills Estate

Mr Owen apologised for not attending the last meeting.

Concern was expressed that the request to have the Titan Sheds listed as historical buildings had been rejected.

It was agreed that the Clerk should write to GBC with a view to having them listed locally.

Mr Own reported that the next Committee meeting would be held on 13th October 2004 and that the Annual meeting would be held on 4th November 2004 commencing at 7.30pm.

He also reported that the fence on the West side of the river had been replaced with posts to prevent cyclists entering.

It was agreed that a letter should be sent to GBC regarding the fence on the Eastern boundary near Lockner Farm.

15. Land Below St Martha's

The Chairman, Cllr Burt declared a personal interest and took no part in the debate. He did however, advise the Council that he would produce a reply to the earlier letter for the next Council meeting.

16. Parish Newsletter

Cllr Allen appealed for assistance in the production of the next edition of the Parish Newsletter and for contributions from all Cllrs.

It was agreed that the Chairman and Cllr Allen should consult separately regarding the next production.

17. Finance

17a. Items paid out of committee

17b. Invoices for payment

17c. Grant Aid 2004/2005

Members noted that Grant Aid applications were due to be submitted and agreed that the application in respect of the Land Below St Martha should be re-submitted.

18. Register of Interest

Members noted that the GBC Monitoring Officer had informed the Council that all Cllrs are responsible for ensuring that their Declarations of Interest are kept up to date and that where any amendment is required Cllrs should complete a new Declaration Form.

Cllr McIntyre requested a new Declaration that was provided by the Clerk.

19. Aviation Campaigners' Seminar

Members noted that CPRE in conjunction with a number of other organisations were holding a seminar on 25th September 2004 but regretted that it was not possible for any Cllr to attend

20. Community Planning Workshop

Members noted that Surrey Community Action were holding a Planning Workshop on 25th September 2004 and regretted that no Cllr was available to attend.

21. Date of Next Meeting

The next meeting is scheduled to be held on 15th November 2004 in Chilworth Infant School, commencing at 7.15pm.