Meeting Minutes, July 2005

The meeting was opened at 7.15pm on Monday, 11th July 2005 at Chilworth Infant School.

Present

6.1 Apologies for Absence

Cllr Patricia Allen.

6.2 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 9th May 2005 having been circulated to Cllrs, were approved.

6.3 Declaration of Personal and Prejudicial Interest

Cllr McIntyre declared a personal interest in item 6.4e as an owner of a property fronting the road.

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

6.4 Matters Arising

6.4a Changes to the Council's bank signatory mandate (previous 5.7.3)

Action completed.

6.4b Tangley Crossing pedestrian gate (previous 5.7.4)

The Clerk had written to Network Rail reporting the faulty gate.

6.4c War Memorial - estimate for repairs, reminder for Bill Stacey (previous 5.7.5)

The Clerk had written to Bill Stacey but had had no reply. RESOLVED to put the matter into abeyance.

6.4d Copy of Minutes of the Gunpowder Mills Group for Clerk (previous 5.7.6)

Mr Owen reported that the secretary of the Group had been asked to supply the Clerk with a copy of the minutes, but only recently.

6.4e Proposed Footway to Roseacre (previous 5.8.3)

The Council discussed whether the proposed scheme represented value for money in terms of the cost, other priorities and the number of people who would benefit. In view of the unresolved reservations: RESOLVED not to pursue action at the current time.

6.4f Surrey County Association of Parish & Town Councils (SCAPTC) Training Weekend (previous 5.9.5)

The Clerk had attended the training weekend and reported that it had been an interesting and valuable experience.

6.4g Police Community Partnership Group (Guildford East) (previous 5.9.6)

The Clerk had written to the PCPG chairman regretting that no one had been available to attend but expressing interest in future meetings.

6.4h GBC Planning - Seminar on High Hedges (previous 5.9.9)

The Clerk had attended. Notes from the meeting had been circulated.

6.4i Freedom of Information Act - Draft Publication Scheme (previous 5.12.1)

The Information Commissioner had accepted the Council's Draft Publication Scheme which had been published on its web site.

6.4j Employment Status of Clerk - Income Tax & NIC (previous 5.13.2.3)

The Clerk had written to HM Revenue and Customs asking for a ruling.

6.4k Annual Return 2004/2005 (previous 5.13.3)

The external auditor had approved the accounts. The auditor's comments had been circulated to Cllrs, which along with the accounts had been displayed on the parish notice board.

6.5 Highways & Byways

6.5.1 Footpath on Sample Oak lane

Due to an oversight, the footpath on the Chilworth end of Sample Oak lane had not been officially designated as a footpath and had not been maintained for some time. The Clerk, at the instigation of Cllr Allen, raised this with Surrey County Council Rights of Way and the path was subsequently cut.

6.5.2 Slip Road to Sample Oak lane by Chilworth Station

Cllr Hayward had raised the problem of cars simultaneously accessing the slip road from opposite directions. Especially when cars are parked on the slip road, there is not enough space to pass causing cars to reverse onto the main road. The Clerk had raised this with SCC Guildford Local Transportation Services who felt that when the road markings were painted, the problem should be reduced. They asked the Council to continue to monitor the situation.

RESOLVED The Parish Council is in favour of a one-way operation of the slip road.

6.6 Adjournment of Meeting

A complaint, from the floor, was made about visitors to the Chilworth CofE Infant School's recent open day parking on both sides of Dorking Road and obstructing traffic. The Clerk pointed out that it was not a Parish Council matter, but Cllr Peake (Vice Chairman of the School's Governors) agreed to pass it to the School.

Further public discussion took place on the siting of posts in Blacksmith Lane / Halfpenny Lane, especially by the entrance to the Titan Sheds.

6.7 Correspondence

6.7a South East Water - Water Resources Advisory letters plus poster

The posters, to save water, had been displayed on the Council's notice board.

6.7b Youth Hostel Association Holmbury St Mary - request for donation

Local Government (Misc Prov) Act 1976 s 19

RESOLVED to make a donation of £50 to support the development of a conference centre.

6.7c Sports Guildford Meeting 12th July 2005

The Council confirmed its earlier decision not to renew membership.

6.7d HLB AV Audit change of name to BDO Stoy Hayward

NOTED name change and also that because the Council's expenditure last year exceeded £5,000, the audit fee would go up from £50 to £120.

6.7e Historical Minutes - letter from Leslie Clarke

The former Clerk had confirmed that he was storing the minutes in his attic. However they could not be retrieved immediately because of building work.

6.7f Letter from Mr J Edwards re Planning application for Newmor, Blacksmith Lane

The Clerk has sent a reply.

6.7g Email from Michael Harfleet re Planning application for Newmor, Blacksmith Lane

The Clerk has sent a reply.

6.7h Complaint from Joy Constantine of Props Studio, Unit 3, Titan Sheds, Blacksmith Lane

The complaint was that representatives of the Parish Council had trespassed on her property. The Clerk had assured Mrs Constantine that the Parish Council was not involved.

6.7i Surrey Community Action - Parish Plan

Surrey Community Action had offered to stage a presentation to the Council on the merits of its supporting a Parish Plan for Chilworth. After some discussion, it was decided that in view of the fact that a Village Appraisal had been conducted only ten years ago and a feeling that such exercises falsely raised people's expectations, the Council would decline the offer.

6.7j Guildford Environmental Forum - Future of Rail Travel in the SE

Nobody able to attend the seminar.

6.7k Surrey Community Action - Database Update & Membership request

Section 137 Local Government Act 1972

RESOLVED not to seek membership but to update the database entry.

6.8 Parish Field Committee

Cllr McIntyre was elected Chairman of the committee.

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

6.9 Councillors' Business

6.9.1 Adopt a Station Scheme

The Adopt a Station Toolkit had been received from the Association of Community Rail Partnerships (ACoRP). Cllr Peake had evaluated the publication and found it of interest.

RESOLVED to circulate the publication to all Cllrs and put the item on the agenda for the next meeting.

6.9.2 Certificate in Local Council Administration (CiLCA)

This qualification has now replaced the AQA Certificate in Local Council Administration. The Clerk stated his willingness to try for the qualification. The Clerk's research into training indicated that the Society of Local Council Clerk's (SLCC) distance learning package ‘Working with Your Council - The Knowledge’ was most suitable. The package would cost £145 plus £55 for CiLCA Registration. However there was a 75% Defra Bursary available for Council's with an income of less than £5,000 per annum so that cost to the Council should be £52.

6.9.3 Parish Conference Report

Cllr Peake summarised the achievements of the meeting.

6.10 Gunpowder Mills Estate

Mr C Owen reported that the Gunpowder Mills Group, in conjunction with Guildford Borough Council were to apply for Historical Area Listing for the Titan Sheds.

6.11 Planning

6.11.1 Planning Committee Chairman's report

6.11.1a 05/P/0268 - 62 Dorking Road

First floor extension to provide bedroom. No comments from Parish Council. APPROVED

6.11.1b 05/P/0273 - Greenbank Cottage, Blacksmith Lane

Two side extensions and detached double garage. Parish Council submitted comments. WITHDRAWN

6.11.1c 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. APPROVED

6.11.1d 04/P/0323 - Gable End, Blacksmith Lane

Two-storey side extension and front porch following demolition of detached garage. Parish Council submitted comments. APPROVED

6.11.1e 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. APPROVED

6.11.1f 05/P/0756 - Southways White Lane

Alterations and extension to existing house; demolition of two garage blocks. No comments from Parish Council. APPROVED

6.11.1g 05/P/01295 - Gable End, Blacksmith Lane

Retrospective application to retain garden wall and entrance along front boundary of dwelling opening. Parish Council objected. PENDING

6.11.1h 05/P/00995 - Sample Oak, Sample Oak Lane

Retrospective application for retention of external oak stair to access storage space in roof of garage and use of roof-space in main house as play / games room with installation of means of escape via a velux roof-light. No comment from Parish Council. PENDING

6.11.2 Albury Gas Field Exploration - Drilling on Blackheath

The Clerk had written to SCC Environment Assessment Team stating the Parish Council's concern over the potential damage to Sample Oak Lane by the HGV Traffic. The letter expressed the Council's expectation that full consultation would take place.

6.12 Finance

6.12.1 Motion to exclude the public

The Council voted to exclude the public on the grounds of the confidential nature of items 6.12.2, 6.12.3 and 6.13.

6.12.2 The Clerk's Revised Hours and Rate of Pay

The Council voted to set the weekly hours of the Clerk to six hours and the salary to pro rata SCP 20 (National Joint Council for Local Government scale). The increase would be implemented in two stages with a 50% increase Apr - Sep.

6.12.3 Renewal of maintenance contract for the War Memorial

(War Memorials (Local Authorities' Powers') Act 1923 Section 1)
The Council considered the tenders received and awarded the contract to Barry Wakeford (the current contractor). The Clerk is to confirm that Mr Wakeford has raised his Public Liability Insurance cover to £5 million.

6.12.4 Invoices paid out of committee

6.12.5 Invoices for payment

6.12.6 Surrey County Council Guildford Local Committee grant

The Clerk had approached the Middleton Joinery Company, who provided the main notice board, for a quote for replacing the notice boards in the bus shelters. The price estimated by the company was £779.55 including VAT for each board. The Council felt that this was more than it was prepared to pay. The Clerk was asked to try to get some cheaper quotes.

6.13 Risk Assessment Report

6.13.1

The Risk Assessment report, having been previously circulated to Councillors, was adopted by the Council

6.13.2

As a result of the Risk Assessment, the Clerk had recommended changes to the Councils financial procedures:

1. The introduction of a reconciliation between the bank statement and the accounts
2. The introduction of a bi-monthly expenditure forecast

It was agreed that, to give proper consideration to the reconciliation and to the signing of the cheques, the Clerk would present the documents to Cllr Hayward not later than the morning of the Parish Council meeting. If Cllr Hayward were not going to be available he would arrange for another Cllr to undertake the vetting.

6.14 Date of Next Meeting

The next meeting is scheduled to be held on Monday 12th September 2005 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

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