Meeting Minutes, September 2005

The meeting was opened at 7.15pm on Monday, 12th September 2005 at Chilworth Infant School.

Present

7.1 Apologies for Absence

Cllr Colin Hayward.

7.2 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 11th July 2005 having been circulated to Cllrs, were approved subject to the following amendments:

1. Remove Mrs Patricia Allen from the list of those present
2. Replace 'None' under Apologies for Absence with 'Cllr Patricia Allen'

7.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 7.8 as an owner of the Parish Field.

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

7.4 Matters Arising

7.4a Minutes of the meetings of the Gunpowder Mills Group (previous 6.4d)

The Clerk had been sent a copy of the latest minutes, which would be circulated to Cllrs.

7.4b Employment Status of Clerk - Income Tax & NIC (previous 6.4j)

No reply received from HM Revenue & Customs, the Clerk would send a reminder.

7.4c Historical Records held by former Parish Clerk (previous 6.7e)

In spite of a number of letters, Lt Col Clarke had not yet returned the historical parish records in his possession. The Chairman would try to contact him by telephone. If that approach failed, the Clerk was to approach SCAPTC for advice on legal action.

7.4d Surrey Community Action - database update (previous 6.7k)

Action complete.

7.4e Adopt a Station Scheme (previous 6.9.1)

See item 7.9.1.

7.4f SCC Guildford Local Committee Grant (previous 6.12.6)

See item 7.12.4.

7.4g H Wakeford & Son - Public Liability Cover

Barry Wakeford had increased his cover to £5 million and provided a copy of his insurance certificate. Action complete.

7.4h Changes to the Council's financial procedures

See items 7.12.6 and 7.12.7.

7.5 Highways & Byways

7.5.1 Changes to road layout at Rices Corner

Cllr Hayward had complained about the difficulties caused by the new road layout at Rices Corner to articulated heavy lorries attempting to turn into the New Road.

Since Rices Corner is situated within Shalford Parish the Clerk had written to Shalford PC who forwarded the complaint to SCC Guildford Local Transportation Services. LTS replied that the situation would improve once the work was completed and the traffic cones removed.

The Council did not regard this reply as satisfactory. The Clerk is to table the item for the next meeting.

7.5.2 Disabled Access to Chilworth Station

A letter had been received from Mary Francis of Whiteways Lodge, White Lane. Mrs Francis complained that the concrete sleepers laid on the slip road in front of Chilworth Station impeded access for disable people (letter copied to Surrey County Council Highways, SCC Cllr David Davies and Sir Paul Beresford MP). The Clerk has written in reply stating that the Parish Council fully supported her views.

7.5.3 Footpath to Blackheath (252)

It was reported that Footbath 252 which runs alongside part of the bridleway (252) running through Lockner Farm to Blackheath has been obstructed by tree branches. The Clerk would report it to Surrey County Council Highways.

7.6 Adjournment of Meeting

The issue of the concrete sleepers outside Chilworth Station was continued in the public debate.

Further public discussion took place on the siting of posts in Blacksmith Lane / Halfpenny Lane and the provision of an extra passing place in the section of Halfpenny Lane by Great Halfpenny.

Complaints were made that tree branches were obstructing the pavement between Roseacre gardens and Postford House. The Clerk would investigate further.

7.7 Correspondence

7.7.1 National Association of Local Councils - Clerks Bursary Fund application acknowledgement

Acknowledgement received from NALC.

7.7.2 E-Mail from Cllr David Davis re issues raised on Posts in Halfpenny Lane by Mr Harfleet

Some of the posts are to be moved. However it is envisaged that the changes of position will be adjustments rather than major movements. There is a clear need for an additional passing bay on the Great Halfpenny stretch of the road. Cllr Allen would raise with John Cheeseman.

7.7.3 Guildford Local Transportation Services - Temporary closure of Sample Oak lane

NOTED

7.8 Parish Field Committee

Cllr McIntyre (Chairman of the Parish Field committee) reported that the committee had met on 18th July 2005 and 2nd August 2005. Minutes of these meetings had been circulated to Cllrs. At the August meeting the committee had discussed contracting out the management of the field with Bob Crompton of Surrey Wildlife Trust. The next meeting would be on 13th September 2005 at which Mr Crompton's senior manager Jill Barton would be attending.

7.9 Councillors' Business

7.9.1 Adopt a Station Scheme (ACoRP)

In view of item 7.9.2 it was decided to take no action on this item.

7.9.2 Grant under First Great Western's Adopt a Station Scheme

Claudia McKenzie of Kaizobarclaystratton has approached the Clerk representing First Great Western the train operator of Chilworth Station. Under the operator's Adopt a Station Scheme there was a grant of £1000 available to spend on the station. There were no implied commitments attached to accepting this money.

The Council decided to put the following proposals to First Great Western:

1. To provide a budget for the purchase of flowers and other plants by Paula Barrett to assist her laudable work in decorating the platforms
2. To provide an information board with a large-scale map of this part of the Surrey Hills Area of Outstanding Natural Beauty
3. To renovate the old signal box which is locally listed by GBC

It was felt that the third proposal could be better facilitated if the Council leased the signal box. The clerk was asked to approach SPACIA, who manage property on behalf of Network Rail, with an offer to lease the box at a nominal rent.

7.9.3 Campaign for the Sustainable Communities Bill

The item was deferred till the next meeting as Cllrs felt they had not had enough time to consider the Bill.

7.9.4 Parish Web Site

Cllrs noted with pleasure that recent attempts to ‘hack’ the web site had failed to penetrate its security controls. Pete Western the web site designer and administrator was to be congratulated. It was noted that Peter provides his service to the Parish free of charge.

RESOLVED to pay Pete Western an honorarium of £50 as a gesture of appreciation and thanks for his services.

7.10 Gunpowder Mills Estate

7.10.1 Open Heritage Day

Mr C Owen reported that the Gunpowder Mills Group had held a working party event as part of Guildford Borough Council's Open Heritage day.

7.10.2 Titan Sheds

It now seemed unlikely that Historical Listing for the Sheds would be achieved. The Group's strategy now was to apply for conservation status for the sheds. The Group sought Parish Council support for this application. The Clerk was asked to write to Alison Davidson (GBC's Conservation Manager) to remind her of the Parish Councils support for this proposal.

7.11 Planning

7.11.1 Planning Committee Chairman's report

7.11.1a 04/P/1295 - Gable End, Blacksmith Lane

Retrospective application to retain garden wall and entrance along the front boundary of dwelling opening.

Parish Council objected. APPROVED subject to condition that wall is reduced to 1 metre height.

7.11.1b 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. APPROVED with conditions.

7.11.1c 05/P/00256 - FES Hayward & Sons Depot, Dorking Road, Chilworth

Proposed housing development on whole site.

This application was refused by Guildford Borough Council but the developer's appeal was allowed by the Planning Inspectorate and as a result a Public Enquiry will take place.

The Parish Council has submitted comments to the Inspectorate.

7.11.2 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.

7.12 Finance

7.12.1 Invoices paid out of committee

7.12.2 Invoices for payment

7.12.3 Clerk's Salary and Expenses

7.12.4 Surrey County Council Guildford Local Committee grant

The Clerk had been asked to find out how competitive the quote from Middleton joinery was. Having studied a number of catalogues, the Clerk reported that when delivery and installation charges were taken into account, the price was indeed competitive. As an example the Clerk quoted from the Fitzpatrick Woolmer price list.

RESOLVED to accept the quote from Middleton Joinery Company for £779.55 for one notice board only, that will be the notice board in the bus shelter by Chilworth Station.

7.12.5 Guildford Borough Council Grant Aid to Parish Councils (Concurrent Functions) 2006/2007

RESOLVED to apply for grant aid to the value of £1400 for the Parish Field project representing 50% of the total cost of:

1. Botanical and Invertebrate Surveys
2. Signposting the footpath
3. Information Boards

7.12.6 September Reconciliation of Bank Accounts

Cllr Hayward had checked the reconciliation before the meeting and signed it as correct. The Council approved the reconciliation.

7.12.7 September Expenditure Forecast

NOTED

7.13 Date of Next Meeting

The next meeting is scheduled to be held on Monday 14th November 2005 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

9th January 2006
13th March 2006