Meeting Minutes, May 2005

Annual Meeting (Assembly) of St Martha Parish Council

The meeting was opened at 7.00pm on Monday, 9th May 2005 at Chilworth Infant School.

Present

05-1. Apologies for Absence

Cllr David Wright (Guildford Borough Council).

05-2. Minutes of the previous meeting

Minutes of the previous meeting held on 10th May 2004 were approved.

05-3. Matters arising from the minutes

No matters arising were raised.

05-4. Chairman's report

Our Parish Council has energetically maintained its attention to its duties and responsibilities throughout this year. The very routine nature of those things emphasises their importance to maintenance of standards in our compact and beautiful Parish. We have consistently paid attention to our footpaths for convenient access by walkers. The roads in our Parish have received our attention respecting sensitive maintenance of the verges with improvements in appearance wherever possible. We have worked closely with the Surrey County Council Highways authorities and the Surrey Hills organisation to achieve this. We regard attention to planning applications as very important and not just routine. It is recognised by the planners that our Councillors knowledge of our area is a valuable contribution to their decisions that are in the best interests of our community. In the same context we respond to National and area consultations to make sure that the interests and concerns of the people in our Parish are at least heard. Our annual Parish Newsletter is well established, is maintaining its quality and is delivered to every household in the parish by our team of Councillors. It is evidently well received. We are grateful to our Councillor editor and the contributors.

We also believe that just doing our duty is not quite enough. Some initiative and vision is also required. I think that the two most important initiatives in this past year are good examples of what we are able to do. The first of these two has been the secure establishment of our Web Site. We can be proud of the care taken in its specification and we are fortunate in the competence of the designer; these have together produced an attractive, informative style that is very easy to use. The second and latest example is the Parish Conference with our three neighbouring parishes. This is designed to consider and address matters of common interest and make a powerful representation to relevant authorities with practical proposals for things that could and should be done. St Martha Parish will chair the first formal meeting of the Conference later this month.

Another matter that has been achieved with great care is the appointment of our new Clerk. We were very pleased to have received five applications for this position. I understand that this level of interest is unusual in most parishes. The quality of the applicants was very high. This made the choice difficult, but we were pleased to have this problem because we think that it is an indicator of the higher profile and status that we have achieved in recent years. Our care over this appointment included not only our internal discussions but also the advice of SCAPTC. I am grateful for advice on technical matters relating to the appointment to the Clerk of Shere Parish Council, who is also a training mentor.  I am very pleased to report that this care is already showing significant benefits in the management of our Parish affairs. We have been able to take a fresh look at our standards in statutory procedures, establish methods of control that will take us forward with clarity in communication and consistency through whatever plans we make in the future.  We have been well supported in all our affairs with advice and information by our County and Borough Councillors. I am grateful for that too.

I am confident that the care of our Parish will be in good hands in the future. I believe that we are a quality organisation already. Nevertheless we might now consider proceeding to formal recognition as a “Quality Council” under the Local Government scheme. I am very proud to have served with my fellow Councillors in St Martha Parish Council.

Peter Burt, Chairman, St Martha Parish Council

05-5. Questions and statements from the public

No matters raised.

Parish Council Meeting

The meeting was opened at 7.30pm on Monday, 9th May 2005 following the Annual Parish Meeting at Chilworth Infant School.

Present

5.1 Apologies for Absence

None.

5.2 Election of Chairman

Cllr Peter Burt was unanimously elected as Chairman of the Parish Council. The Chairman signed the Declaration of Office as Chairman of the Council.

5.3 Election of Vice Chairman

Cllr John Peake was unanimously elected as Vice Chairman of the Parish Council. The Vice Chairman signed the Declaration of Office as Vice Chairman of the Council.

5.4 Committees

5.4.1 Planning

The Planning Committee was constituted by the appointment of all councillors as members.

5.4.2 Parish Field

The Parish Field Committee was constituted by the appointment off Cllrs Lunnon, McIntyre, and Allen as members.

N.B. The Chairman and Vice Chairman are ex officio members of all committees.

5.5 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 14th March 2005 having been circulated to Cllrs, were approved.

5.6 Declaration of Personal and Prejudicial Interest

Cllrs Allen and Peake declared an interest in item 5.12.3 - IT Room for Chilworth C of E Infant School.

The Clerk informed the meeting that he had advised both Cllrs that although as Governors of the School they had a personal interest, since there was an absence of any personal pecuniary stake, in his opinion, their interest was not prejudicial. They could therefore take part in the debate and vote. Nevertheless Cllr Allen had indicated that she would withdraw during that item.

Cllr McIntyre declared an interest in item 5.8.3 - Footpath to Roseacre Gardens. Cllr Burt declared an interest in item 5.10 - Land Below St Martha.

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

5.7 Matters Arising

5.7.1 Local listing for Post Box in Sample Oak Lane (previous 4.4.3)

The Clerk had written to Alison Davidson, Guildford Borough Council's Conservation Manager. She had replied that this was the first such request for a Post Box and that they would have to consider their policy after liaison with the Post Office.

5.7.2 Local listing for Chilworth Rail Signal Box (previous 4.6.1)

Alison Davidson had confirmed that the signal box was now listed in the local register.

5.7.3 Changes to Council's bank signatory panel (previous 4.6.2)

A new mandate form had been received from the bank. Cllrs (with the exception of Cllr Slater) completed the appropriate entries.

5.7.4 Tangley Crossing South side pedestrian gate (previous 4.8.6)

The Clerk had inspected the gate but was still uncertain as to what the problem is and so was unable to report it to Network Rail. Cllr Lunnon would meet the Clerk onsite to demonstrate.

5.7.5 War Memorial - Making good the paving surround

The Clerk was asked to 'remind' Bill Stacy to prepare an estimate for the work.

5.7.6 Gunpowder Mills Group minutes (previous 4.13.1)

The Clerk reported that he had still not received any minutes for the Gunpowder Mills Working Group. Mr Owen stated that it could be that the Group's Secretary had not got the Clerk's address. He would investigate.

5.7.7 Titan Sheds Conservation Area status (previous 4.13.2)

The Clerk had been contacted by Andrew Norris (Gunpowder Mills Working Group), in respect of the Parish Council's previous application for Historic Listing for the Titan Sheds. The Working Group in conjunction with Guildford Borough are intending to reapply for listing to the Department of Culture Media and Sport (DCMS).

The Clerk has supplied the Group with copies of past correspondence on the subject. In view of the pending application, Guildford Borough has suspended plans to apply for Conservation Area Status for the sheds, reserving that measure as a backstop.

5.8 Highways & Byways

5.8.1 Parish Councils' Consultative Meeting

An Agenda for the meeting on the 26th May 2005 had been circulated. The venue will be Albury Village Hall. The Clerk had written to Shalford PC Cllrs Jackie Young and June Downham to invite them to the meeting, as they live in the village.

5.8.2 Siting of Posts on Halfpenny Lane

Cllr Allen reported that she had had a meeting with John Peake and then met with John Cheeseman (Surrey County Council Guildford Local Transportation Services) and Piero Austoni (SCC Rights of Way) to firm up on actions.

Cllr Allen expressed surprise on finding out that the plastic posts near Old Great Halfpenny and Hillcrest are indeed Highway's posts and not put up by local residents. Highways are removing some of the posts, which are thought to be unnecessary, but adding a post just above Longmead and a further three just below Great Halfpenny Farm. The soil will be built up round these posts in the hope that the posts could eventually be removed if the bank re-establishes.

No date is currently available for when work will commence. A letter explaining what is being done and why has been sent to the properties affected and copied to the Guildford Borough Cllr for Holy Trinity.

Some concern was expressed that the posts outside the Titan Sheds might obstruct Heavy Goods Vechiles entering the site. Cllr Allen agreed to draw John Cheeseman's attention to this.

5.8.3 Footpath to Roseacre - Chilworth Road Safety Group

The Chairman of the Roseacre Residents Group had still to be contacted in order to seek the Residents opinions. The Council resolved that any such development should be evaluated in terms of the A248 as a whole. The matter was referred to the Parish Conference.

5.9 Correspondence

1. Village Hall Booking 3rd November 2005 by Gunpowder Mills Working Group.
   
   
2. Guildford Borough Council (GBC) Consultation on Local Development Framework and major planning applications (questionnaire). Cllr Peake to evaluate.
   
   
3. SCC Guildford Local Committee Grant of £750. The Parish Council had been awarded this money to spend on environmental improvements. Cllrs invited to think of projects.
   
   
4. GBC core strategy of the Local Development Framework (questionnaire). The deadline for the questionnaire had been 6th May 2005. The Clerk had completed it.
   
   
5. SALC/SLCC/SCAPTC Training Weekend. This course was for new clerks and councillors. Friday 10th June - Sunday 12th June 2005 at Midhurst. The Council authorised the Clerk to attend.
   
   
6. Police Community Partnership Group - Guildford East. The Clerk was instructed to reply that unfortunately no one was available to attend but to express interest in further meetings.
   
   
7. SCC Local Transportation Services (LTS) Reporting Potential Hazards - procedure. LTS have asked that Potential Traffic Hazards should be reported via the LTS Web Site online reporting form or Emailed to a generic Email address. If personal Email addresses are used, action may be delayed if an officer is on holiday or on sick leave.
   
   
8. GBC Homes for Guildford Affordable Housing seminar. No one available to attend
   
   
9. GBC Planning Training - High Hedges. The Clerk will attend the evening seminar.
   
   
10. GBC Weekly Planning Applications List - change to E-Mail. Hard copy of this list would no longer be circulated.
    
    
11. SCC LTS Closure of Trodds Lane. Reply to letter from Council to LTS.

5.10 Land Below St Martha

‘Parish Field Committee - Chairman's Report’, will replace this item in future minutes.

The first meeting of the committee will be on Monday 18th July 2005.

5.11 Planning

5.11.1 Planning Committee Chairman's report

5.11.1.1 05/P/0238 - Redwoods, 1 Redwood Grove

Single storey side extension and new front porch.

Parish Council submitted comments. APPROVED

5.11.1.2 05/P/0256 - FES Hayward & Sons Depot, Dorking Road

Proposed housing development on whole site.

Parish Council submitted comments. REFUSED

5.11.1.3 05/P/0268 - 62 Dorking Road

First floor extension to provide bedroom.

No comments from Parish Council. REFUSED

5.11.1.4 05/P/0273 - Greenbank Cottage, Blacksmith Lane

Two side extensions and detached double garage.

Parish Council submitted comments. WITHDRAWN

5.11.1.5 05/P/0813 - Greenbank Cottage, Blacksmith Lane

Two side extensions and detached double garage, following demolition of single garage and lean-to.

Parish Council submitted comments. PENDING

5.11.1.6 04/P/0323 - Gable End, Blacksmith Lane

Two-storey side extension and front porch following demolition of detached garage.

Parish Council submitted comments. PENDING

5.11.1.7 05/P/0602 - Newmor, Blacksmith Lane

Addition of first floor to existing bungalow and detached two bay garage. Plans amended to alter garage.

Parish Council submitted comments. PENDING

5.11.1.8 05/P/0756 - Southways White Lane

Alterations and extension to existing house; demolition of two garage blocks.

No comments from Parish Council. PENDING

5.12 Councillors' Business

5.12.1 Freedom of Information Act - Draft Publication Scheme

The Draft Publication Scheme, having been previously circulated to Cllrs, was adopted by the Council.

The Clerk will arrange publication on the Council's Web Site and submission for approval by the Information Commissioner.

5.12.2 Risk Assessment

The internal auditor had commented that the Council had not undertaken a formal risk assessment although it is a statutory responsibility. The Clerk will conduct the risk analysis and report to the Council in July.

5.12.3 Chilworth C of E Infant School - IT Room

Cllr Allen left the room at this point.

The School was raising funds for this IT Room project and electronic whiteboards in the classrooms. The Council considered whether to make a donation under Section 137 of the Local Government Act 1972.

Resolved not to make a contribution since funds were limited this year. However this would not exclude a donation in future years.

Cllr Allen rejoined the meeting.

5.13 Finance

5.13.1 Annual Return 2003/2004

The Auditors, HLB AV Audit, have accepted the Annual Return. The Annual Return and Notice of Conclusion of Audit had been displayed on the Parish notice boards.

Resolved to approve the Annual Return and to note the auditor's comments.

5.13.2 Matters Arising from the Auditors' Comments

5.13.2.1 Fidelity Guarantee Insurance

The current cover is £2000. The maximum held in the bank at any one time and therefore the limit of the Council's risk exposure is £5000.

Resolved, in view of the high insurance premium already being paid and the low nature of the risk not to increase the cover.

5.13.2.2 Standing Orders and Financial Regulations

The Draft Standing Orders, having been previously circulated to Cllrs, were adopted by the Council.

The Draft Financial Regulations, having been previously circulated to Cllrs, were adopted by the Council.

Both documents were based on the standard NALC Model. A copy of both was given to each Cllr.

5.13.2.3 Employment Status of Clerk

A 'clarification' of the regulations by Inland Revenue indicate that the Clerk is an employee of the Council and not self-employed. The Council should therefore be collecting NIC and Income Tax. The Clerk to write to Inland Revenue to regularize the position.

5.13.3 Annual Return 2004/2005

5.13.3.1 Approval of Statement of Accounts

The Council approved the Statement of Accounts on the Annual Return.

5.13.3.2 Approval of Statement of Assurance

The Council approved the Statement of Assurance on the Annual Return

5.13.3.2 Internal Auditor's Comments

The Council noted the comments by Peter Frost the Internal Auditor.

The Summary of Electors' Rights would be displayed on the Council's notice boards from 2nd May 2005 to 15th May 2005. The financial records would be available for inspection from 16th May 2005 to 13th June 2005. The Annual Return must be sent to the external auditor HLB AV Audit by 17th June 2005.

5.13.4 Invoices paid out of committee

5.13.5 Invoices for payment

5.13.6 Clerk's Salary and Expenses

5.14 Date of Next Meeting

The next meeting is scheduled to be held on Monday 11th July 2005 at Chilworth Infant School, commencing at 7.15pm.

N.B. There will be a Working Group Meeting of Cllrs on Monday 13th June 2005.

Dates of subsequent meetings:

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