Meeting Minutes, May 2006

Annual Meeting (Assembly) of St Martha Parish Council

The meeting was opened at 7.00pm on Monday, 15th May 2006 at Chilworth Infant School.

Present

06-1. Apologies for Absence

None.

06-2. Minutes of the previous meeting

Minutes of the previous meeting held on 9th May 2005 were approved.

06-3. Matters arising from the minutes

No matters arising were raised.

06-4. Chairman's report

Cllr Peter Burt, Chairman of St Martha Parish Council presented his report.

Activity and effects of legislation

Our Parish Council has had an active year as usual. We have dealt with issues as they arose and we have initiated projects for the benefit of the community. We have reviewed and commented on planning applications that have ranged from small alterations to dwellings to some significant developments our Parish. Meanwhile we have coped with a steadily increasing load from legislation requiring reports, consultation responses and audits. This administrative load falls mostly on our Clerk who has valiantly kept us up to date while fulfilling his commission to “Encourage, inform and advise”.

Arising issues and innovation

Among the issues that have arisen and to which we have responded are; gas exploration in Blackheath and Albury, the proposed sell off of Tyting Farm and keeping in touch with Developments at Chilworth Manor. We have also taken up some challenges and opportunities for improvement at Chilworth railway station. All of these are on-going at the time of this report. We have taken a keen interest in the residential development at Hayward's yard, we are pleased to note that the current plans will include some affordable housing. We have actively opposed the unsightly and inappropriate obstruction in the roadway in the slip road at the rail crossing and are pursuing a satisfactory resolution. We have maintained our interest and involvement in Chilworth Gunpowder Mills to ensure the maintenance and accessibility of this valuable and eminent amenity in our Parish. Part of this involvement was the annual and always enjoyable Gunpowder Mills public meeting at Chilworth Village Hall last November. During last year we inaugurated a Parish Conference with our neighbouring Parish Councils to address and more effectively influence matters of common interest and to give support to each of our Conference Parishes when necessary. More information on these and other issues is in the minutes of our meetings that are published on our notice boards and in the St Martha Parish Council web site.

A Parish Field

We are very fortunate in St Martha Parish in the unspoilt beauty of the countryside that surrounds us and the in the access that is provided by the many footpaths and bridleways that lie within our Parish and in the adjoining Parishes.

Our Parish Council of aware that fields full of butterflies and wild flowers have become increasingly rare in Britain as ancient grasslands have become destroyed to make way for intensive agriculture, industry or housing. Other grasslands have reverted to woodland due to a lack of management. Even where meadows or pastures appear to have survived, they have often been drained, fertilized or weed-killed. Fertilizers can act like weed-killers, eradicating sensitive plants such as orchids while favouring strongly growing grasses with clovers and a few buttercups or thistles. Commons, greens and old churchyards are often remnants of ancient grassland and, along with rare old meadows and pastures, they should be conserved by maintaining traditional grazing or mowing and by preventing ploughing, fertilising and weedkilling.

We have a nine and a half acre field in our Parish that has been free of fertilisers, herbicides and insecticides to our certain knowledge for at least two decades. It has as a result a diversity of wildflowers, plants, insects and other wildlife as well as providing broad ranging views over the Tillingbourne valley and surrounding hills. Moreover, it is itself an important part of the view from many parts of Chilworth village and is a prominent backdrop to our much loved Chilworth Church of England Infant School and the garden of the Percy Arms restaurant and public house.

It is not presently threatened by any inappropriate use or damage and has been maintained in recent years to prevent any serious deterioration. I was fortuitously able to negotiate ownership of the freehold with the intention that it should pass in to the care of St Martha Parish Council so that it could be secured and maintained not just for now but for many generations to come as an accessible amenity and asset in our Parish and Village for everyone and forever. There are many unexpected legal issues to be resolved to achieve that objective and make it secure over time. Accordingly we have set up a dedicated team of Councillors to make sure that this happens under the responsibility of St Martha Parish Council. For some time now the team have been planning and acting to ensure access and establish a right of way in the field across this scenic Southern slope of St Martha’s hill. The signs and kissing gates are now installed to facilitate a permissive right of way in this field.

Distinguished service

One more thing that is worthy of special note is the continuing and distinguished service of our Vice-Chairman, Councillor John Peake. John has been a member of St Martha Parish Council for 30 years and has served as Vice-Chairman for a significant part of that time. John is noted for his professional approach and sage advice to our Council on many matters. I am sure that comes in part from experience in his active participation in other voluntary bodies, including as a Governor of both Schools in our village. The Parish Council is very grateful for all that he has contributed and I thank him sincerely for his unfailing support.

Peter Burt, Chairman, St Martha Parish Council

06-5. Questions and statements from the public

Comments were made on the wooden posts that had been erected in Halfpenny Lane to protect the verges. Cllr Patricia Allen summarised the Parish Council's position and reported on a meeting between Cllrs and some residents on 3rd December 1005.

A question was raised about access North from the Packhorse Bridge. Cllr Peter Burt would raise the issue with the landlord of the field.

Parish Council Meeting

The meeting was opened at 7.30pm on Monday, 15th May 2006 following the Annual Parish Meeting at Chilworth Infant School.

Present

11.1 Apologies for Absence

None.

11.2 Election of Chairman

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

11.3 Election of Vice Chairman

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

11.4 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 13th March 2006, having been circulated to Cllrs, were approved subject to the following amendment:

1. Item 10.8.2, second paragraph – replace Cllr Patricia Harris with Cllr Patricia Allen

11.5 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 11.10 as owner of the Parish Field.

Cllr Hayward declared a personal and prejudicial interest, as joint 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.

11.6 Appointment of Members to Committees

The Chairman and Vice Chairman are ex officio members of all committees. However Cllr Burt, having declared a Personal and Prejudicial Interest as owner of the Parish Field, excludes himself from the Parish Field committee.

11.6.1 Planning Committee

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

11.6.2 Parish Field Committee

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

11.7 Matters Arising

11.7a Historical Records of the Parish Council (previous 10.4a)

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

11.7b Lockner Holt Rail Bridge (previous 10.5.1)

The Clerk had written to Stuart Jones (Network Rail Construction Partnership) in respect of Mrs Campbell's concern over the run-off of rainwater from the bridge. In his reply, Mr Jones informed the Council that a site meeting had taken place with himself, Mrs Campbell and her son and other interested residents. As a result of that meeting, an action plan had been agreed.

The Clerk has written to Mrs Campbell asking whether she was satisfied that the problem was being addressed. No reply has been received to date.

11.7c Parish Council Web Site (previous 10.8.1)

The Clerk has written to Peter Western, thanking him for his work on the Web Site.

11.8 Highways & Byways

11.8.1 Traffic ‘Regulation’ at Chilworth Rail Station

Network Rail has placed (13th April 2006) a wooden structure at the corner of the station slip road and Sample Oak Lane. This hollow triangular structure is constructed of wooden sleepers and is about four foot in height.

The placement of the structure had been authorised by SCC Highways as a safety measure to address the known problem of cars turning and proceeding in the direction of the rail track rather than the road. A letter was received on 13th April 2006 (dated 12th April 2006) from Mr Bahram Assadi (SCC Guildford LTS) stating what was intended.

The Parish Council had written a strongly worded letter to Mr Assadi objecting both to the structure and especially to the lack of prior consultation despite assurances given by SCC Guildford LTS following the site meeting with Cllrs on 9th November 2005. In response, LTS agreed to a site meeting with Cllrs and representatives of Network Rail (including Mr Sam Pead, Network Rail Level Crossing Risk Control Assistant (Wessex)) on 2nd May 2006.

As a result of that meeting the following was agreed:

1. The preferred solution would be to replace the present barrier gates with a type that rotated through a 90-degree right angle arc so that, when ‘open’ to traffic, the barriers blocked access to the track. However the Council accepted the technical advice from Network Rail that such type of barrier is not available.
   
   
2. The solution that appeared to find agreement with all parties was to make the slip road immediately beside the station one way only. No entry signs would be placed to stop traffic entering the slip road from the A248 Dorking Road. This would prevent traffic approaching the crossing at an angle, while still allowing parking on the slip road. The Parish Council will make a formal request for this to be done.
   
   
3. It is understood that procedures, including consultation, under the Highways Act can be lengthy. However, since there are very real issues of public safety involved, it is hoped that some method of shorter expedition can be found, possibly by interim use of a temporary closure order. SCC Guildford LTS undertook to look into the possibility of this with its legal Department.
   
   Until this can be achieved and as an interim measure, the council requests that Network Rail replaces the wooden structure with some ‘street furniture’ that is more aesthetically pleasing, It is hoped that either Highways or Guildford Borough Council might have something more suitable.
   
   
4. Network Rail intends to repaint the crossing road grid in the near future.
   
   
5. Cllr Colin Hayward was requested to once again trim the height of his hedge on the boundary with Sample Oak Lane to improve visibility of the crossing and its signs.

11.9 Correspondence

11.9.1

Office of the Deputy Prime Minister – Standards of Conduct in English Local Government: The Future (to be circulated).

11.10 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 24th April 2006. Minutes of the meeting had been circulated to Cllrs. Cllr McIntyre summarised the progress that had been made.

The draft agreement for a twelvemonth lease on the Parish Field had been approved by Mr Burt and circulated to members of the Parish Field Committee. As a result of feedback from Cllrs a number of minor amendments had been made. The lease was now ready for signature.

Mr Peter Burt rejoined the meeting.

SIGNED The twelvemonth lease on the Parish Field was signed by Cllr McIntyre and Cllr Peake on behalf of the Parish Council as the tenant and by Cllr Burt as landlord. The Clerk was authorised to make payment of the £10 rent specified in the lease.

11.11 Councillors' Business

11.11.1 Gas Exploration on Blackheath Common

The Star Energy Liaison Group had met on 21st March 2006. Cllr Allen had attended representing the Parish Council. Cllr Allen gave a summary report of the meeting, detailed minutes of which had been circulated to Cllrs. The next meeting of the group would be on 23rd May 2006.

11.11.2 Tyting Farm

Officers had referred the issue of the sale of Tyting Farm by Guildford Borough Council back to the GBC Executive. The matter was on the agenda for the meeting of the Executive on 25th March 2006.

The Parish Council noted that Surrey Wildlife Trust was bidding to take a fifty-year lease on the farm.

11.11.3 Bus Shelter opposite Lockner Farm

A £600 grant had been received from SCC Guildford Local Committee in respect of arson damage to the bus shelter. The money is likely to cover either the cost of a new wood shingle roof for the shelter or the replacement of the notice board with a fireproof display case. The Clerk would look into costs.

11.12 Planning

11.12.1 Planning Committee Chairman's report

a. 05/P/0256 – Housing Development at FES Hayward & Sons Depot, Dorking Road, Chilworth

The Parish Council submitted comments and expressed a number of concerns. Guildford Borough Council refused the application but an appeal has been lodged with a Public Enquiry arranged for 17th May 2006.

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

This second application also covers a proposed housing development covering the whole site. The Parish Council submitted comments and expressed reservations. APPROVED Subject to Section 106 agreement.

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. It was noted that the building was now listed as a building of historical significance in the local (Guildford) register. APPROVED

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

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

No comments from the Parish Council. WITHDRAWN

e. 06/P/00930 – Blackheath Cottage, Blackheath

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

f. 06/P/0928 – Old Manor Cottage, Old Manor Lane

Two detached four storey, four bedrooms, cottage style dwellings following demolition of the existing dwelling, garage and outbuildings. PENDING

g. 06/P/0747 – 100 Dorking Road

Single storey rear extension.

No comments from the Parish Council. APPROVED

11.13 Cleaner Neighbourhoods and Environment Act (2005)

On the recommendation of the Clerk this item was remitted to the next meeting.

11.14 Adopt a Station Scheme

11.14.1 Map Panel at Chilworth Station

The Clerk had had a reply from Mr Mike Cashman (John Hart Designs) in which he agrees to work within a £900 budget and reduce costs by:

1. Limiting the panel to A2 size
2. Reducing the complexity of the map

It will be necessary to provide him with an appropriate reference i.e. photographs of the area and a map identifying the key features. The clerk will arrange for an informal meeting of Cllrs to work on the reference.

11.15 Signal Box at Chilworth Station

The Clerk has had an Email from Mrs Louise Osborne (SPACIA) stating that Network Rail agrees to drop the rent review provisions from the tenancy agreement, in effect giving the Parish Council an indefinite lease at a peppercorn rent.

It was resolved that the Parish Council would need to appoint a Project Manager too manage the signal box, investigate uses for the box and possible sources of funding.

RESOLVED Cllr Allen undertook to identify possible candidates for the role of Project Manager and to approach those individuals with the proposition.

11.16 Finance

11.16.1 Bank Reconciliation

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

11.16.2 Approval of Annual Return for year ending 31st March 2006

The Mr Peter Frost the Council's internal auditor had audited the 2005/06 accounts. There were no qualifications.

1. The Statement of Accounts for 2005/06 was approved and the Chairman and Clerk on behalf of the Council duly signed it.
2. The Statement of Assurance for 2005/06 was approved and the Chairman and Clerk on behalf of the Council duly signed it.
3. The Internal auditor had suggested that the Council reviews the insurance valuation on the War Memorial. Cllr Allen undertook to get an estimate on the replacement cost.
4. The internal auditor also suggested that the Council should adopt a formal complaints procedure. The clerk will draft a procedure.

11.16.3 Fidelity Guarantee

RESOLVED Not to increase the amount of cover from its current level of £2000 since the level of risk was felt to be of a very low order.

11.16.4 Invoices paid out of committee

11.16.5 Invoices for payment

11.16.6 Clerk's Salary and Expenses

11.16.7 Financial Forecast

The financial forecast for May was noted.

11.17 Date of Next Meeting

The next meeting is scheduled to be held on Monday 10th July 2006 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

11th September 2006
13th November 2006