Meeting Minutes, November 2005

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

Present

8.1 Apologies for Absence

None.

8.2 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 12th September 2005 having been circulated to Cllrs, were approved.

8.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 8.7 as owner of the Parish Field.

Cllr Hayward declared a personal and prejudicial interest, as owner of Hayward's Yard for which there is a current planning application.

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

8.4 Matters Arising

8.4a Employment Status of Clerk - Income Tax & NIC (previous 7.4b)

The Clerk reported that the Parish Council was now registered as an Employer with HM Revenue & Customs and that in future Income Tax and National Insurance would be deducted from the Clerk's salary and paid over on a quarterly basis.

8.4b Historical Records held by former Parish Clerk (previous 7.4c)

The Parish Council minutes for 1939 - 1992 and other material has been handed over by Lt Col Lesley Clarke. The Clerk would arrange transfer to The Surrey History Centre.

8.4c Sustainable Communities Bill (previous 7.9.3)

This item had been remitted from the previous meeting as Cllrs had felt that they had not had enough time to study the material on the Bill.

RESOLVED to take no action.

8.4d Honorarium to Pete Western (Parish Website Administrator) (previous 7.9.4)

The Clerk read out a letter from Peter thanking the Council for its payment.

8.4e Surrey County Council Members Allocation Grant (previous 7.12.4)

A cheque for £750 had been received from Surrey County Council in respect of this grant. The Clerk had placed an order with the Middleton Joinery Company to supply and install a display case for the Station Bus Shelter.

8.4f Guildford Borough Council Concurrent Functions Grant (previous 7.12.5)

GBC has approved the Council's grant application of £1400 for site surveys and signposting of the Parish Field. The Clerk reminded Cllrs that this was a 50% grant on prepaid costs of £2800.

8.5 Highways & Byways

Adjournment of Meeting

The Chairman adjourned the meeting to allow members of the public to make comment and ask questions.

The issues raised related to continued problems relating to the siting of posts in Halfpenny Lane (item 8.5.3) and parking problems at Chilworth Station (item 8.5.6).

8.5.1 Changes to road layout at Rices Corner

The Clerk reported that minor modifications had been made to junction since the last Parish Council meting. Cllr Hayward reported that HGV were still experiencing difficulties especially with the right turn into New Road. The Clerk was asked to raise the continuing difficulties with Surrey County Council Guildford Local Transportation Services.

8.5.2 Footpath (FP252) to Blackheath - Obstruction by Tree Branches

The Clerk has raised the matter with SCC Rights of Way and the path had now been cleared.

8.5.3 Posts in Halfpenny Lane

The Clerk read out an E-Mail from Barbara & Richard Winkworth.

In view of the continuing problems with some of the posts, the Chairman suggested a site meeting between residents and a number of Cllrs. Cllr Allen would arrange the meeting (subsequently arranged for Saturday 3rd December 2005).

8.5.4 Fencing on eastern boundary of the Gunpowder Factory Site

There was general approval both by Cllrs and the Gunpowder Mills Group of the new fencing of the site that is considered attractive and in keeping with the area. However a problem has arisen over the fact that the fencing now prevents access by horse riders to the stream just inside the site. Unknown individuals had taken matters into their own hands and had removed part of the fencing (subsequently replaced by Guildford Borough Council).

The Clerk has spoken to Adam Owen (GBC Parks & Countryside Manager) pointing out that this use of the stream by horses for drinking had been established over many decades. However Mr Owen is more concerned to protect the historical site.

RESOLVED The Council condemns the action by unknown individuals in pulling down the fencing as both criminal damage and unhelpful.

RESOLVED The Clerk was instructed to write to Adam Owen to communicate the Council's approval of the fencing and to request a site meeting with Cllrs to resolve the access problem.

8.5.5 Railway Bridge at Lockner Holt

Mrs Campbell (Lockner Lodge) has expressed concerns to the Chairman and the Clerk regarding the upgrading of the Railway Bridge at Lockner Holt. Mrs Campbell is concerned that the work would trigger a landslide that could endanger her property.

The Clerk has spoken to Network Rail, GBC Planning and SCC Rights of Way (the bridge carries a bridleway (BW252)). The upgrade involves replacing the decking of the bridge and raising the parapets to increase the safety of horse riders and will not affect the bridge foundations. It is not felt that there is a risk of triggering a landslide.

The Clerk reminded Cllrs that this was not the first time Mrs Campbell had raised fears of a landslide and that at its meeting of 10th March 2002 (Minute 3a), following a site visit by the Chairman Peter Burt and Cllr Lunnon, concluded that it had not got sufficient expertise to assess the problem and therefore removed the item from the agenda.

The Council decided that it lacked the specialist knowledge to assess this risk and instructed the Clerk to so inform Mrs Campbell.

8.5.6 Slip Road and Rail Crossing at Chilworth Station

A site meeting of the Clerk, Cllrs Patricia Allen, Mike Lunnon, and Colin Hayward with Bahram Assadi and John Cheesman (SCC Guildford Local Transportation Services) took place on the 9th November 2005 to discuss the traffic problems.

Subsequently an exchange of E-Mails between the Clerk and Mr Assadi established the following points...

1. Both the Parish Council and Guildford LTS would write to Network Rail requesting:
   
   
1. The yellow crossing grid be repainted
2. The emergency telephones on the gates are replaced
3. To allow the erection of a chevron road sign on the existing post on the west side of the crossing
   
   
2. The white cross-hatching on the road by the station is to remain
   
   
3. Mr Assadi is considering whether to apply for the slip road to be designated one way
   
   
4. The edge of the road adjacent to the station green would be designed no parking (for safety reasons)

Cllr Allen expressed concern about the reduction in parking spaces at the station. Cllr Hayward pointed out that his suggestion about painting a solid red line parallel to the west boundary of the crossing had not been included. There was general dissatisfaction with the white cross-hatching.

RESOLVED Cllr Allen would draft a letter to SCC Guildford LTS to express the Council's concerns.

8.6 Correspondence

8.6.1 George V Letterbox on Sample Oak Lane

Letter received from Niki Harridge (Guildford Borough Council Design & Conservation Officer) stating that the letterbox has been given a local listing. However Romec, who manage post boxes for the Post Office, have decided that the pillar is leaning and therefore a danger to staff and customers. The brickwork (not original) will have to be rebuilt.

8.6.2 Guildford Borough Council Arts / Community & Youth / Play / Sport Grant

The Clerk drew Cllrs attention to the fact that GBC Grants were available to organizations involved in Arts / Community & Youth / Play / Sport.

8.6.3 Letter from Alison Davidson (GBC) re Titan Sheds

Alison Davidson (GBC Conservation Manager) has replied to the Council's letter of 14th September 2005. She will be consulting widely before making a recommendation on conservation area status.

8.6.4 Letter from Countrywise (DEFRA) re Relevant Authorities and AONBs

Circular from Countrywise (Department of the Environment Food and Rural Affairs) reminding Parish Councils of their statutory responsibilities in respect of Areas of Outstanding Natural Beauty (AONBs).

8.6.5 The Fox Way

Letter from R J Fox introducing the Fox Way a 39 mile walk round the perimeter of Guildford.

8.6.6 Surrey County Council Guildford Local Committee Email of Minutes

Cllrs to note that in future SCC Local Committee Minutes will be distributed by E-Mail.

8.6.7 Environment Agency Wey Catchment Abstraction Management Strategy

Change of responsibility for major catchment sources (including parts of the Tillingbourne) to the Environment Agency.

8.7 Parish Field Committee

Cllr Peter Burt and Cllr Colin Hayward left the meeting at this point.

Cllr McIntyre (Chairman of the Parish Field committee) reported that the committee had met on 13th September 2005 and 31st October 2005. Minutes of these meetings had been circulated to Cllrs. Cllr McIntyre summarised the progress that had been made.

Cllr Keith Childs (GBC) pointed out to Cllrs that if the planning application for Hayward's Yard were approved, it would generate Section 106 (Planning Agreements) income at a future date. Though not directly linked, Section 106 income could be allocated by Guildford Borough Council towards the costs of the Parish Field.

Cllrs expressed concern that any such linking could be implied.

Cllrs Burt and Hayward rejoined the meeting.

8.8 Councillors' Business

8.8.1 Parish Clerk's training course

The Clerk had purchased the self-teach ‘Working with Your Council’ course along with the Clerk's Manual from Society Local Council Clerks (Minute 6.9.2 refers).

8.8.2 Chilworth Station Signal Box

Agreement had been reached in principle with Louise Osborne of SPACIA (who manage Network Rail property) to rent the signal box for a nominal rent. (Powers to provide offices under LGA 1972 Section 133). Unfortunately Network Rail would not spend money on renovating the structure despite an offer from First Great Western, the station operator, to match any such funding.

SPACIA could provide modest funding and Niki Harridge (GBC Design & Conservation Officer) has suggested that since the box was locally listed it could qualify for a Historic Buildings Grant (20% of costs up to maximum of £500).

Before taking on such a lease the scale of the renovation work would need to be assessed. It is proposed that a site meeting between the Parish Council and SPACIA take place when SPACIA regain access from the previous tenant. SPACIA are insisting that the Parish Council engage a qualified surveyor and the Clerk has provisionally approached Andrew Norris. However Andrew is quoting £140 an hour plus expenses and VAT, though he would discuss a concessionary rate.

Cllrs accepted that expert guidance would be essential before taking on such a commitment. However they were concerned over the level of surveyor's costs.

RESOLVED The Clerk was instructed to write to SPACIA as agents for Network Rail, suggesting that as the landlord of the property, the costs of such a survey should be met by Network Rail who in any case may employ their own surveyors.

8.8.3 Parish Newsletter

Cllr Allen announced that she no longer wanted to continue to produce the Parish Newsletter and that it might benefit from a fresh approach. Cllr McIntyre volunteered to take on this role. At the Chairman's request a number of individuals undertook to provide material.

8.8.4 Gunpowder Mills Public Consultative Meeting

The Chairman reported that the annual Public Consultative meeting was held on the 3rd November 2005. This is a joint presentation by the Chilworth Gunpowder Mills Group and Guildford Borough Council on behalf of the Parish Council. Although the numbers attending this year were lower than the previous year, the meeting was considered very successful.

8.9 Planning

8.9.1 Construction traffic

The Clerk read out an E-Mail from Barbara & Richard Winkworth and letters from Mr & Mrs Roderick Reading and Mr & Mrs R K Horton on the subject of construction traffic for Chilworth Manor using Halfpenny Lane.

Adjournment of Meeting

The Chairman adjourned the meeting to allow members of the public to make comment and ask questions.

Discussion covered the anticipated traffic problems with construction traffic associated with the renovation of Chilworth Manor using Blacksmith and Halfpenny Lanes.

8.9.2 Planning Committee Chairman's report

8.9.2a Chilworth Manor - 6 Applications, 3 for Planning Permission and 3 for Listed Building Consent

05/P/01868 and 01869:- Renovation, restoration and alterations of main house including new staircase, new orangery within existing courtyard, addition of rooflights, lightwells, French doors & windows and new loggia/side porch on east elavation.

05/P/1897 and 1899:- Renovation, restoration and alterations to coachhouse and stables, bothy and barns adjacent to the both flat and to Chilworth Manor lodge.

05/P/1924 and 1925:- Restoration of Tythe Barn to provide a games room, redevelopment of greenhouse into outbuildings for outdoor swimming pool, addition of outdoor swimming pool, tennis court and cricket practice net.

The Parish Council submitted comments relating to all these applications.

8.9.2b 05/P/2098 - Housing Development at FES Hayward & Sons Depot, Dorking Road, Chilworth

A special meeting of the Parish Council Planning Committee would follow the Parish Council meeting to consider planning application 05/P/02098 for Hayward's Yard, Dorking Road.

8.10 Finance

8.10.1 October Reconciliation of Bank Accounts

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

8.10.2 November Expenditure Forecast

NOTED

8.10.3 Invoices paid out of committee

8.10.4 Invoices for payment

8.10.5 Clerk's Salary and Expenses

8.10.6 Clerk's Information Technology Allowance

In conformance with the National Agreement on Pay and Conditions of Service for Local Council Clerks issued by the National Joint Council for Local Government services, it was agreed to pay the Clerk an IT Allowance to cover the depreciation costs on the Clerk's PC equipment used on parish council work.

RESOLVED to pay the Clerk an IT Allowance of £100 per annum.

8.10.7 Review of Clerk's working hours

The Clerk left the room at this point.

There was considerable discussion on setting the number of paid hours for the Clerk.

The Clerk rejoined the meeting.

RESOLVED to increase the Clerk's hours to fourteen hours a week.

8.11 Adopt a Station Scheme

RESOLVED to make a payment of £100 to Mrs Paula Barrett from funds received from First Great Western in respect of its Adopt a Station (Chilworth) Scheme. The money is to assist her voluntary work in providing flowers and plants for the platforms.

8.12 Date of Next Meeting

The next meeting is scheduled to be held on Monday 9th January 2006 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

13th March 2006