Meeting Minutes, March 2006

The meeting was opened at 7.15pm on Monday, 13th March 2006 at Chilworth Infant School.

Present

10.1 Apologies for Absence

Cllr Colin Hayward - illness
Cllr Alan Slater - detained by work
Cllr Mike Lunnon - representing the Parish Council at the Parish Bio-diversity Seminar at Millmead.

10.2 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 9th January 2006, having been circulated to Cllrs, were approved subject to the following amendments:

1. Paragraph 9.9b replace December with November
2. Paragraph 9.10 replace Gylnn with Glynn
3. Paragraph 9.11.3 replace 2006 with 2005

10.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 10.7 as owner of the Parish Field.

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

Adjournment of Meeting

The Chairman adjourned the meeting for a short presentation by Mr Graham Wrigley, the owner of Chilworth Manor, on the status of his plans for the restoration and renovation of the manor. He also covered the steps taken to minimise the disruption to residents caused by the work.

Among the points made by Mr Wrigley were:

1. There would be someone stationed at the gate to the manor to ensure that construction traffic observed the restrictions on time and direction.
2. There would be a ‘hot line’ set up to report infringements.
3. Updates on progress would be made to the Parish Council.
4. They hoped to be able to move in by Christmas (2006) but the schedule was very tight.
5. They had discussed with the Chairman their sponsoring a local event by way of thanking the community. November 5, Bonfire Night, had been suggested.

In thanking Graham Wrigley, the Chairman endorsed the suggestion that the updates on progress could be published on the Parish Council's Web Site.

10.4 Matters Arising

10.4a Historical Records of the Parish Council (previous 9.4a)

Due to pressure of work, the Clerk had not yet transferred the records to the Surrey History Centre.

10.4b SCC Members Allocation Grant (previous 9.4b)

The Notice board in the bus shelter near Chilworth Station has been installed and is in operation. The Clerk has written to the SCC Guildford Local Committee expressing the Parish Council's thanks for the funding and provided the required photographic and other documentation.

10.4c Posts in Halfpenny Lane (previous 9.5.1)

The Clerk had written to John Cheesman (SCC Guildford Local Transportation Services) and enclosed the notes of the meeting of 3 December 2005 with local residents. The Clerk had also written to the owners of Great Halfpenny and Southernway Cottage asking their opinions on the posts.

10.4d Hedge at corner of Halfpenny Lane (previous 9.5.2)

Mr John Cheesman (SCC Guildford Local Transportation Services) has authorised cutting back the vegetation.

10.4e Parish Newsletter (previous 9.8.1)

The Clerk had provided the required articles and the newsletter had been published and distributed. The Parish Council expressed its appreciation of the standard of the finished product and its gratitude to the Editor, Cllr Helen McIntyre, for her hard work. The Council also noted with thanks the efforts made by Cllr McIntyre in keeping the printing costs in line with previous years.

10.4f Parish Precept 2006/07 (previous 9.11.6)

The Clerk had notified the Precept figure to Guildford Borough Council.

10.5 Highways & Byways

10.5.1 Lockner Holt Bridge (Bridleway 252)

Mrs Campbell of Lockner Lodge had contacted the Chairman to express her concern over the run off of rain water from the new road surface on the bridge Her concern is that, due to the absence of an adequate drainage system, the run off will destabilize the earth bank and threaten her property.

RESOLVED that the Clerk should write to the project manager, Stuart Jones, of the Network Rail Construction Partnership to seek his comments.

10.5.2 Lockner Holt Bridge

The Chairman had been contacted by Mr Andrew Norris, in his capacity of Chairman of the Historic Buildings Conservation Committee of the Surrey Archaeological Society, regarding what has now proved to be the extensive replacement of the original 1849 bridge structure. Andrew was concerned that some record should be made of the structure before it was destroyed. The Clerk had liased with Stuart Jones, of the Network Rail Construction Partnership to get Andrew access to the bridge.

10.6 Correspondence

10.6.1

GBC - Local Gazetteer of Historic Parks and Gardens (to be circulated).

10.6.2

Notification from the Office Deputy PM setting Section 137 limit for 2006/07 at £5.44 per elector.

10.6.3

Booking of Chilworth Village Hall by the Gunpowder Mills Group on behalf of the Parish Council for 2 November 2006 for the next public consultation event.

10.6.4

Letter from Chilworth Village Hall Committee notifying a rise in hire charges for the village hall to £10 per hour.

10.7 Parish Field Committee

Mr Peter Burt having declared a personal and prejudicial interest left the meeting. Mr John Peake took over as Chairman.

Cllr McIntyre (Chairman of the Parish Field committee) reported that the committee had met on 27th February 2006. Minutes of the meeting had been circulated to Cllrs. Cllr McIntyre summarised the progress that had been made.

The Clerk confirmed that he had customised a model non-business use land lease agreement to produce a draft twelve month lease agreement, which had been passed to Mr Peter Burt for comment.

Cllr David Wright (GBC) raised the question of money raised under Section 106 Planning Agreements. An amount of £27,000 had been allocated to spend on open spaces within the parish. Part of the money could be used to purchase the Parish Field.

Cllrs expressed concern over the possible implied linkage between acceptance of the Section 106 funding and consent for the current planning application relating to the Hayward's Yard site, which if approved would generate Section 106 revenue.

Mr Peter Burt rejoined the meeting.

10.8 Councillors' Business

10.8.1 Parish Web Site

Cllr McIntyre reported that Mr Peter Western had undertaken considerable work on the Web Site to incorporate the material from the Gunpowder Mills Group and to bring up to date the library of minutes of Council meetings. The Clerk was asked to convey the Council's gratitude to Mr Western.

10.8.2 Gas Exploration on Blackheath Common

In response to a request from Albury Parish Council, the Parish Council had written to the Head of Planning and Countryside at SCC objecting to the exploration.

Albury Parish Council have formed a group to act as liaison with Star Energy. A request had been made for a representative from this Parish Council. Cllr Patricia Allen volunteered for the role; Cllr Colin Hayward would be her substitute, as required.

10.8.3 Tyting Farm

The Parish Council had written to the Chief Executive of Guildford Borough Council expressing support for the position taken by the Campaign to Protect Rural England (CPRE) i.e. to reluctantly accept the sale of the buildings but to retain public ownership of the land. A reply had been received from GBC and circulated to Cllrs.

10.9 Planning

10.9.1 Planning Committee Chairman's report

a. Chilworth Manor

05/P/01868 and 01869
05/P/01897 and 01899
05/P/01924 and 01925

6 Applications, 3 for Planning Permission and 3 for Listed Building Consent relating to the Manor, Lodge and outbuildings. PASSED

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

This is a second application proposing a housing development covering the whole site. The Parish Council submitted comments and expressed reservations. PENDING

c. 06/P/00091 - Unit 3, Blacksmith Lane

Removal of detached timber building to create more parking, single storey extension and internal and external alterations.

The Parish Council submitted comments and noted that the historical value of the building should be taken into account. PENDING

d. 06/P/00398 - Blackheath Cottage, Blackheath

Two-storey side extension incorporating dormer window to rear and front.

No comments from the Parish Council. PENDING

10.10 Adopt a Station Scheme

10.10.1 Map Panel at Chilworth Station

The Clerk had a meeting with Mike Cashman (John Hart Designs) and discussed our requirements and budget. A letter had subsequently been received from Mike giving an estimate of £1400 rather than the £900 discussed. The Clerk has written to Mike pointing out the Council's budget limitation and suggesting ways of reducing the requirements and hence the cost.

10.11 Signal Box at Chilworth Station

The Clerk and the Chairman held an onsite meeting with Mrs Louise Osborne (SPACIA) on 26 January 2006. The following points were agreed should the Parish Council take on the tenancy of the Signal Box:

1. Network Rail would charge a peppercorn rent but the Parish Council would have to pay a £350 tenancy agreement fee.
2. Network Rail would commission a survey of the structure. However the structure appears to be sound with the exception of the floor. It is in poor decorative order and suffering internally from mould.
3. Network rail would pay for repainting the exterior of the box and for repairs to the roof tiles.
4. The Parish Council would pay for treatment for the mould and over a number of years to repair the floor, repaint internally and deal with the damp problem.

A subsequent report by the surveyor estimated the cost of the external work at £3000 with a similar figure for the internal work, which would include £415 for chemical treatment for the mould.

Mrs Osborne also stated that the tenancy also provides for a rent review at year six. The review would be based on market values for the property in its refurbished condition.

RESOLVED The Council was not prepared to pay a commercial rent for the property nor could it justify spending that amount of public money and then vacating the property after six years. The Clerk was asked to communicate this to SPACIA.

10.12 Finance

10.12.1 Bank Reconciliation

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

10.12.2 Invoices paid out of committee

10.12.3 Invoices for payment

10.12.4 Clerk's Salary and Expenses

10.12.5 Year End Financial Statement (provisional)

NOTED

10.13 Date of Next Meeting

The next meeting is scheduled to be held on Monday 15th May 2006 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

10th July 2006
11th September 2006
13th November 2006