Meeting Minutes, March 2005

The meeting was opened at 7.15pm on Monday, 14th March 2005 at Chilworth Infant School.

Present

4.1 Apologies for Absence

Cllr Peter Burt (Chairman), Cllr David Davis (SCC) and Cllr Keith Childs (GBC).

4.2 Minutes of the Previous Meeting

In the absence of the Chairman, Peter Burt, Cllr John Peake chaired the meeting.

The minutes of previous meetings held on Monday 17th January 2005 and Tuesday 8th February 2005, having been circulated to Cllrs, were approved.

4.3 Declaration of Personal and Prejudicial Interest

Cllr Hayward had declared an interest in the planning application for Hayward's Yard and therefore joined the meeting after the Planning items and Public Debate.

Cllr McIntyre declared an interest in item 4.8.5 and notified her intention to leave the meeting when the matter was discussed.

No other Councillor declared any personal or prejudicial interest in any agenda items.

4.4 Planning

4.4.1 Planning subcommittee chairman's report

4.4.1.1 04/P/02325: Gable End, Blacksmith Lane. Two-storey side extension and front porch following demolition of existing garage

Parish Council submitted comments. WITHDRAWN

4.4.1.2 04/P/02734: Brackenwood, Blackheath. First floor rear infill extension

No comments from the Parish Council. APPROVED

4.4.1.3 05/P/0238: Redwoods, 1 Redwood Grove. Single storey side extension and new front porch

Parish Council submitted comments. PENDING

4.4.1.4 05/P/0241: 2a Roseacre Gardens. Rear conservatory

No comments from the Parish Council. APPROVED

4.4.1.5 05/P/0256: FES Hayward & Sons Depot, Dorking Road. Proposed housing development on whole site

Parish Council submitted comments. PENDING

4.4.1.6 05/P/0268: 62 Dorking Road. First floor extension to provide bedroom

No comments from the Parish Council. PENDING

4.4.1.7 05/P/0273: Greenbank Cottage, Blacksmith Lane. Two side extensions and detached double garage

Parish Council submitted comments. PENDING

4.4.1.8 05/P/0323: Gable End, Blacksmith Lane. Two-storey side extension and front porch following demolition of existing garage

Parish Council submitted comments. PENDING

4.4.1.9 05/P/0148: Two Ways & Wychway Cottage, White Lane. Two detached two storey dwellings with detached double garages following demolition of existing dwellings and adjoining garages

No comments from the Parish Council. APPROVED

4.4.2 Wall at Gable End, Blacksmith Lane

The Clerk had been in contact with the GBC Planning Compliance Officer who confirmed that he had met the owner of the property and had told him that the wall would either have to be reduced to a height of one metre or that the owner would have to apply for retrospective planning permission. The compliance officer was about to serve formal notice on the owner. The Clerk stressed the Parish Council's view that the wall represented a traffic hazard and may have been built on land subject to the jurisdiction of the SCC Highways Authority. The compliance officer undertook to send a photograph of the wall to Highways. Unfortunately no reply was received, so formal notice was served.

4.4.3 Post Box in Sample Oak Lane

Resolved to apply for local listing for the Post Box.

4.5 Adjournment for Public Debate

Because of the public interest in the planning application for Hayward's yard, Cllr Peake read out the letter, regarding the application, sent from the Parish Council to the GBC Planning Department. There appeared to be unanimous support for the Council's comments. A copy of the letter was given to Mr Weijman.

Mr Weijman directed a number of questions and observations to the council on the subject of the Freedom of Information Act.

4.6 Matters Arising

Cllr Hayward joined the meeting.

4.6.1 Local listing for Chilworth Station Signal Box

Cllr Hayward had confirmed with Network Rail that the tenant of the station was responsible for the Signal Box. The clerk to check progress on local listing with Alison Davidson (GBC Conservation Manager).

4.6.2 Council's Bank Account signatory panel

Cllr Hayward reported that he had been in touch with the bank which was sending him the appropriate forms to alter the signature panel.

4.7 Police Spot

Nothing to report.

4.8 Highways

4.8.1 Parish Councils' Consultative Meeting

The meeting had taken place on the 28th February 2005. A note of the meeting is attached to these minutes as Appendix 1. An annual conference of Parish Councillors has been arranged for 26th May 2005 at 8.00pm in Albury Village Hall. An Agenda will be circulated nearer to that date. The clerk had written, on the Chairman's behalf, to Michael Ives, Chairman of Shalford Parish Council, inviting him to the meeting. Resolved to invite Borough/District Cllrs.

4.8.2 Fallen Tree in Sample Oak Lane

At Cllr Hayward's request, the Clerk had contacted John Cheeseman (SCC Highways) to expedite the removal of the tree.

4.8.3 Long Vehicle Sign at Tangley Crossing

At Cllr Allen's request, the Clerk had contacted Network Rail and reported the sign as a hazard to pedestrians.

4.8.4 Siting of Posts in Halfpenny Lane

No further progress.

4.8.5 Chilworth Road Safety Group - Footway to Roseacre Gardens

At this point Cllr McIntyre left the meeting having declared an interest.

Mr Yardley of the CRSG had written to the Council with a proposal to extend the footway on the south side of Dorking road up to Roseacre Gardens. The main reason would be to allow children to walk to school without crossing the road.

Although there was considerable support for the footway, reservations were also expressed. Concern focussed on two areas:

Firstly those properties fronting the road would have to lose part of their gardens, including mature hedges, to provide land for the footway.

Secondly, given that funding is limited, how many people would benefit, compared with providing a footway on other routes, for example Blacksmith Lane?

In view of these concerns, the Council decided the Chairman would seek the views of the Roseacre Gardens residents association. The Council at its next meeting in May will consider their response.

Cllr McIntyre rejoined the meeting.

4.8.6 The south side pedestrian gate on Tangley crossing was reported as defective

The clerk to report it to Network Rail.

4.9 Rights of Way

At Cllr Allen's request, the Clerk had contacted IMC Geophysics International Limited in respect of one of their seismic survey cables that created a hazard on the bridleway behind Sample Oak on Sample Oak Lane. The company's response was rapid, corrective action was taken in a matter of hours.

4.10 Correspondence

4.10.1

GBC sponsored ENCAMS Vehicle recovery posters.

4.11 Councillors' Business

4.11.1 Streamlining the Agenda

The recommendations of the Council meeting of the 8th February 2005 were considered. These were:

1. Only agenda items could be discussed at meetings (existing practice).
   
   
2. The standing agenda would consist of core items as follows:
   
   
1. Correspondence
2. Finance
3. Planning
4. Traffic (Consortium of Parish Councils)
5. Rural Housing
6. Land Below St Martha
   
   
3. Agenda items to be tabled by Cllrs and notified to the clerk two weeks before the date of the meeting (some discretion allowed).
   
   
4. Correspondence will be circulated to Cllrs but only brought up at the meeting if tabled by Cllrs or the clerk.
   
   
5. Routine administration to be delegated to the clerk where possible.

The meeting approved proposals 1, 3, 4 and 5 but resolved that 2, the core item list should be as follows:

1. Correspondence
2. Finance
3. Planning
4. Highways & Byways
5. Councillors' Business

4.11.2 Resignation of Parish Council Chairman

The Councillors unanimously expressed complete confidence in Mr Peter Burt as Chairman of the Parish Council and expressed the hope that he will continue to serve the Parish in that role.

4.12 War Memorial

4.12.1

The Clerk had received verbal reports from both Harvey & Jefferson Mosaics and Bill Stacey, who had inspected the war memorial. Both reports indicated that the Memorial was leading about 30mm off vertical but that the base was stable. Bill Stacey was preparing an estimate to make the paving good.

Resolved to take no further action.

4.13 Gunpowder Mills Estate

4.13.1

Mr Owen reported that a working party had been in action on the site on 27th November 2004 and that a further working party was planned for 19th March 2005. A meeting of the group had taken place on 2nd February 2005. Mr Owen to let the Clerk have a copy of the notes of the meeting.

4.13.2

The clerk to check progress on progress with the Titan Sheds being given conservation area status, with Alison Davidson (GBC Conservation Manager).

4.14 Land Below St Martha

The land in question is a field about 9 acres in size situated on the South side of St Martha's Hill within an A.O.N.B. The field was offered to the Parish Council for the benefit of the public. To ensure a rapid transfer of ownership, Mr Peter Burt initially purchased it in 1997.

The Parish Council notes that a grant from Guildford Borough Council is still available to ensure that the land is transferred to public ownership as originally agreed.

Mr Burt wrote to the Parish Council, on 6th April 2001, setting out his outline proposal for the transference of ownership. The Parish Council accepted his proposal in a letter of 6th January 2004 and in a letter of reply, 5th May 2004, he agreed to stand by his proposal and proceed accordingly. In the letter Mr Burt asked for confirmation of certain details regarding the management and maintenance of the field, its access and use. The Parish Council provided details in a letter to Mr Burt of 29th June 2004.

The Parish Council now urge the completion of the transfer of ownership of this land as already agreed by the parties involved. The Parish Council is prepared to accept any reasonable and appropriate covenants to ensure that the land remains in public ownership in perpetuity.

4.15 Parish Newsletter

The Rev Saunders, Vicar of St Martha had received a copy of the newsletter and expressed her appreciation.

4.16 Parish Web Site

No items.

4.17 Finance

The Council resolved:

“That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw.”

4.17.1 Annual Return 2003/2004

HLB Audit had written back asking for explanations of the variances between years 2002/2003 and 2003/2004. The clerk had drafted a reply which was approved.

4.17.2 Invoices paid out of committee

4.17.3 Invoices for payment

4.17.4 Clerk's Salary and Expenses

4.18 Chilworth Church of England Infant School - Fundraising

Cllr Allen declared an interest as Chairman of the School Governors and left the meeting.

The school is trying to raise funds to provide an IT Room in the school. After a brief discussion the council resolved to place it on the agenda for the next meeting.

Cllr Allen rejoined the meeting.

4.19 Date of Next Meeting

The next meeting is scheduled to be held on Monday 9th May 2005 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

11th July 2005
12th September 2005
14th November 2005
9th January 2006
13th March 2006

Appendix 1

Local Parish Councils Consultative Meeting

The meeting was opened at 8.00pm on Monday, 28th February 2005 at Chilworth Church of England Infant School.

Present

The meeting resulted from an initial proposal by Cllr Helen McIntrye that local parish councils work together to reach acceptable solutions to common problems.

Objective

The meeting adopted the following objective proposed by Cllr Patricia Allen:

“This meeting should find out what are the main concerns of each Parish, which action each one is considering taking and whether there is anything we as a group should be trying to achieve, or working towards”.

Presentation

Cllr Peter Burt, on behalf of the meeting, thanked Cllr Nick Morris for his interesting and informative presentation on Traffic Calming measures in Blackheath. There were a number of comments that valuable lessons could be learnt.

Resolved

1. To hold an annual Parish Conference of Parish Councillors to discuss common problems.
   
   
2. That St Martha would chair the first Parish Conference on the 26th May 2005 at 8.00pm. (Venue to be determined, Cllr Patricia Allen to arrange).
   
   
3. That a traffic working party be set up to include two representatives from each Parish. The representatives could be councillors or other individuals or representatives of organizations with an interest in traffic problems. These might include the Chilworth Road Safety Group, the Blackheath Traffic Calming Working Group and the Albury Traffic Committee.
   
   
4. That efforts should be made to seek participation by Shalford Parish Council.