Meeting Minutes, July 2006

The meeting was opened at 7.15pm on Monday, 10th July 2006 at Chilworth Infant School.

Present

12.1 Apologies for Absence

Cllr Keith Childs (GBC).

12.2 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 15th May 2006, having been circulated to Cllrs, were approved.

12.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 12.8 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.

12.4 Personal Statement by Cllr Helen McIntyre

Cllr McIntyre announced her intention of resigning from the Council, for personal reasons, with effect from the closure of the meeting. The Council accepted her resignation with regret. The Chairman thanked her for the work that she had put in as Cllr and as Chairman of the Parish Field Committee.

The Clerk would inform Guildford Borough Council Electoral Services of the resulting Casual Vacancy.

12.5 Matters Arising

12.5a Historical Records of the Parish Council (previous 11.7a)

The Clerk reported that the minutes of the Council prior to March 1993 along with the financial records had been transferred to the Surrey History Centre.

12.6 Highways & Byways

12.6.1 Traffic ‘Regulation’ at Chilworth Rail Station

The Clerk had written to SCC Guildford Local Transportation Services requesting that the slip road by the station should be designated as one-way to traffic. No reply had yet been received on this matter or the question of a replacement planter.

Cllr Hayward reported that he had trimmed the height of his boundary hedge that is adjacent to the crossing, to provide a better view of the crossing signs and lights.

12.6.2 Footpath by Sample Oak Lane

Cllr Allen had notified the Clerk that the footpath was in need of cutting. The Clerk had spoken to James Browne (SCC Rights of Way) who will arrange for the work to be done. Mr Browne will speak to SCC Legal to see if the footpath could be registered as an official footpath.

12.6.3 Access by horses to the stream at the eastern edge of the Gunpowder Mills

The Clerk had written to Adam Owen (GBC Countryside Manager) on 17th June 2006 asking if there had been any progress on establishing a permissive footpath as suggested in Mr Owen's letter of 1st December 2005. No reply had yet been received.

The Council voted, under standing order 79, to suspend standing order 17 in order to consider the following matters:

12.6.4 Large vehicles using Halfpenny Lane / Blacksmith Lane

Concern was expressed at the increased use of the Lanes by large commercial vehicles. The Chairman reported that on two occasions exceptionally large vehicles had attempted to use the lanes and had caused traffic chaos. Complaints had been made to the Parish Council and when the Chairman contacted the two firms involved, they had blamed their Sat-Nav systems.

The Council noted that at one time there was a 6ft 6inch width restriction at the entrance to Halfpenny Lane from One Tree Hill Road. This had been replaced by a 7 Tonne weight restriction. The Council felt that the weight restriction was impractical and instructed the Clerk to write to the Highways Authority asking for imposition of the width restriction both at the junction of Halfpenny Lane and One Tree Hill and the junction of Blacksmith Lane and Dorking Road.

12.6.5 East Corner of the junction of Blacksmith Lane with Dorking Road

Cllr Slater reported that though some work had been done by the Highways crew, it was not to a satisfactory standard and that parts of the hedge were untouched. A complaint had been made to John Cheesman (SCC Guildford Local Transportation Services).

The name sign for Blacksmith Lane had been damaged. The Clerk to make a report to GBC.

12.6.6 Verge Cutting on Sample Oak Lane and Halfpenny Lane

As a conservation measure it had been agreed with Highways that the verges would remain uncut (by omitting the first of the two yearly cuts). However the vegetation on the verges now was restricting the width of the Lanes. The Clerk would confirm with Highways that the Lanes would be included in the second cut.

12.7 Correspondence

1. Hayward's' Yard Appeal - reminder that the Council's deadline for Comments to the Planning Inspector was 26th July 2006
   
   
2. GBC - Reissue of questionnaires due to mistakes in the original
1. Town Centre Action Plan
2. Guildford Development Framework – Core Strategy
   
   
3. Waverley Borough Council - questionnaire on Housing Development plan
   
   
4. GBC - Advance Warning of consultation on its Thames Basin Heath Special Protection Area – Interim Avoidance Strategy (mid July to mid August)
   
   N.B. Of interest to the Parish Council since one of the areas designated by GBC is Tyting Farm.
   
   
5. South East Coast Ambulance - Patient Public Involvement in Health Forum (Surrey, Kent and Sussex PPIFs) meeting 13th July 2006

12.8 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 6th June 2006. Minutes of the meeting had been circulated to Cllrs. Cllr McIntyre summarised the progress that had been made.

Cllr McIntyre reported the committee's recommendation that Carole and Roger Manning be co-opted onto the committee to maintain numbers following her resignation.

The Council directed the Clerk to write to the Mannings, formally asking them to join the committee.

The Clerk reported that £10 representing the annual rent for the Parish Field had been paid to Mr Peter Burt.

Mr Peter Burt rejoined the meeting.

12.9 Councillors' Business

12.9.1 Gas Exploration on Blackheath Common

A letter had been sent to the Principal Planning Officer of SCC, outlining this Council's concerns over the (second) application by Star Energy.

Cllr Allen (St Martha Parish representative on the Liaison Group) reported on the meeting held on 31st May 2006. Notes of the meeting had been attached as Appendix 2.

12.9.2 Tyting Farm

The Council noted, with approval, the decision of Guildford Borough Council not to sell Tyting Farm. The Council was in favour of the application by Surrey Wildlife Trust for a forty-year lease on the farm.

12.9.3 Bus Shelters

The Council had received a quote from Simon James of £754.01 for re-roofing the bus shelter opposite Lockner Farm and £384.00 for repairing the bus shelter at the Rail Station. However Mr James reported that most of the roof of the station bus shelter was rotten.

RESOLVED that the roof of the station bus shelter should be replaced rather than repaired. There were no funds available to re-roof the station bus shelter in the current year but money would need to be set aside in next year's budget. The clerk was instructed to seek estimates from three suppliers for both re-roofing jobs.

12.9.4 War Memorial

The Council's internal Auditor had advised the Council to review the insurance replacement value of the Chilworth War Memorial. Cllr Allen will seek an estimate from CWO (minute 11.16.2c refers). The Clerk confirmed that there were no funds for repairs in this year's budget.

Cllr Allen reported that cracks had appeared in the War Memorial. Cllrs Hayward and Lunnon will inspect.

12.9.5 Risk Review

The Council's external auditor considered it good practice that the Council reviewed its risk management policy on an annual basis. The Clerk had undertaken such a review. The only factors that had changed from the previous year were the establishment of the permissive footpath in the Parish Field and the associated steps, finger posts and kissing gates.

The Council approved the following amendments to its Risk Management Policy:

1. Replace subparagraph 1.1 in Section 1 Paragraph 1, Risk Identification with:

   “Protection of physical assets e.g. buildings, furniture, equipment

   All physical assets are insured with Allianz Cornhill under Policy 11/AC/5400225/06.

   An exception is the two kissing gates and three finger posts on the footpath on the South slope of St Martha's hill. The Council's insurers will only provide cover for accidental damage by farm animals and machinery (not vandalism). The Council has decided that the risk of accidental damage is too low to justify the additional insurance premium.”

2. Replace subparagraph 2.2 in Section 1 Paragraph 2, Internal Controls with:

   “2.2 Regular maintenance for physical assets

   The Clerk is to undertake regular inspection of the two bus shelters, two benches, the ‘drive carefully’ sign and two notice boards.

   Regular inspection of the War Memorial and garden is laid down in the conditions for the Council's contractor. Maintenance of the sites and equipment is undertaken on a responsive basis.

   Members of the Parish Field Committee will undertake regular inspections of the permissive footpath on the South slope of St Martha's Hill to ensure public safety and to inspect the two kissing gates and three finger posts.

   The sites & equipment should be subject, on an annual basis, to a Health & Safety Inspection.”

12.10 Planning

12.10.1 Planning Committee Chairman's report

a. 05/P/0256 – Housing Development (16 dwellings) 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 had been lodged with a Public Enquiry arranged for 17th May 2006. However the appeal was withdrawn at the last minute and the Public Enquiry was cancelled.

b. 05/P/2098 – Housing Development (14 dwellings) 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. The application was approved by GBC subject to Section 106 agreement. However the two parties could not reach an agreement and the application has gone to appeal over non-determination.

c. 05/P/1148 – Housing Development (14 dwellings) at FES Hayward & Sons Depot, Dorking Road, Chilworth

This is similar to the second application with only minor changes. The Parish Council submitted comments and expressed reservations. PENDING

d. 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.

The Parish Council submitted comments and expressed reservations on both the original application and on amended plans received 12th June 2006. PENDING

e. 06/P/01595 - Unit 3 Titan Sheds, Blacksmith Lane

Installation of two external air conditioning condensers. PENDING

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

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

No comments from the Parish Council. APPROVED

g. 06/P/1380 – Rowley Cottage, White Lane

Detached five-bedroom dwelling, two storey, following demolition of existing dwelling and greenhouses.

A previous application 05/P/1380 for this site for a three-storey building was withdrawn. PENDING

h. 06/P/1393 – Middle House, Lockner Holt

Listed building consent for detached oak framed garage and log store and games room in loft space. Following demolition of existing Marley garage. APPROVED

12.10.2 Section 106 Revenue

The Council discussed possible uses for Section 106 Revenue. The provision of a zebra crossing outside the infant school was rejected for reducing available parking. The following suggestions were endorsed:

1. Speed signs near the Infant School. These could impose a twenty-mile an hour speed restriction when the school's amber hazard lights are operating.
   
   
2. The purchase of the field on the South side of St Martha's Hill, currently leased by the Parish Council.
   
   
3. Purchase of land to create a small car park to serve Chilworth Rail Station.

12.11 Cleaner Neighbourhoods and Environment Act (2005)

The Clerk summarised the new powers available to parish councils relating to littering and control of dogs. Two areas of the Parish, the Parish Field and St Martha's churchyard could potentially be areas where such powers could be applied. However he recommended that there was no clear need at the present time.

12.12 Complaints Procedure

The Council's internal auditor had recommended that the Council adopt a formal complaints procedure. The Clerk had drafted a procedure, which is attached as Appendix 1.

RESOLVED: The Council approved the procedure. The Clerk will arrange publication on the Council's web site.

12.13 Adopt a Station Scheme

12.13.1 Map Panel at Chilworth Station

No progress since the last meeting. A working party of Cllrs will need to meet to produce a reference.

12.14 Signal Box at Chilworth Station

Cllr Allen reported that the second person that had expressed an interest in project managing the Box had turned down the role after reading the Clerk's briefing.

After discussion, with considerable regret, the Council took the view the project was not viable. However Cllr Allen felt that not all possibilities had been exhausted.

RESOLVED Cllr Allen undertook to pursue a number of possibilities. However if they proved fruitless, the Clerk was authorised to write to SPACIA to indicate that the Council would not be proceeding in this matter.

12.15 Finance

12.15.1 Bank Reconciliation

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

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

The notice of audit and right of public inspection of the accounts had been displayed on the Council's notice boards for the required period. The Annual return had now been dispatched to the Council's external auditor.

12.15.3 Invoices paid out of committee

12.15.4 Invoices for payment

12.15.5 Clerk's Salary and Expenses

12.15.6 Financial Forecast

The financial forecast for July was noted.

12.16 Date of Next Meeting

The next meeting is scheduled to be held on Monday 11th September 2006 at Chilworth Infant School, commencing at 7.15pm.

Dates of subsequent meetings:

13th November 2006

Appendix 1

Code of Practice for Handling Complaints

1. Complaints about an employee

If a member of the public has a complaint about an employee of the Parish Council, they should contact the Chairman of the Parish Council. The matter will be dealt with internally as an employment matter and appropriate action taken as required.

2. Complaints about a councillor

Councillors are subject to the jurisdiction of the Standards Board, and complainants are advised to contact the Monitoring Officer at Guildford Borough Council for further information.

3. Complaints about the administration or procedures of the Parish Council

Before the Meeting

1. The complainant should be asked to put the complaint in writing to the clerk. If the complainant does not wish to put the complaint to the clerk, they may be advised to put it to the chairman of the council.
2. The clerk shall acknowledge the receipt of the complaint and advise the complainant when the council would be considering the matter.
3. The complainant shall be invited to attend the relevant meeting and bring with them such representative as they wish.
4. Seven clear working days prior to the meeting, the complainant shall provide the council with copies of any documentation or other evidence, which they wish to refer to at the meeting. The council shall similarly provide the complainant with copies of any documentation upon which they wish to rely at the meeting.

At the Meeting

5. The council shall consider whether the circumstances of the meeting warrant the exclusion of the public and the press. Any decision on a complaint shall be announced at the council meeting in public.
6. The chairman to introduce everyone and explain the procedure.
7. The complainant (or representative) to outline the grounds for the complaint.
8. Members to ask any question of the complainant.
9. If relevant, the clerk to explain the council's position.
10. Members to ask any question of the clerk.
11. Clerk and complainant to be offered the opportunity of the last word (in this order).
12. Clerk and complainant to be asked to leave the room while members decide whether or not the grounds for the complaint have been made. If a point of clarification is necessary, both parties to be invited back.
13. Clerk and complainant return to hear the decision, or to be advised when the decision will be made.

After the Meeting

14. Decision to be confirmed in writing within seven working days together with details of any action to be taken.

Appendix 2

Star Energy's Plans for Further Evaluation of the Albury Gasfield

The following are a summary of the key points from a liaison meeting held on 31st May 2006.

• Star Energy confirmed that it has sourced a rig in Italy which would make it possible to drill from the company's existing site rather than from the Blackheath site. The trailer-mounted rig would be 29 metres high (the original rig would have been 43 metres) and is regarded in the industry as exceptionally quiet. Enquiries are being made about bringing it to the UK towards the end of 2006, subject to planning permission.
  
  
• The company now proposes to drill two appraisal wells from its existing site, which would involve little site construction work. The process would be a technically complex one and would take 18 weeks for each well compared with five weeks for each well from Blackheath.
  
  
• The company is preparing a planning application to drill from the new site. It intends to retain the existing planning application until the new one has been determined and then withdraw it.
  
  
• Gas would be exported through an underground pipeline, which would cause some disruption during construction, but would be restored. The well site would connect to a gathering centre, which would in turn connect to the local gas pipeline system at West Horsley. It is hoped that the same gathering centre could also handle gas in a potential second phase which would be at a higher pressure and would supply to the national rather than local grid. If gas storage proves to be possible, gas would also be imported to the field via the pipeline.
  
  
• The company reiterated that it would not propose the installation of a gas storage plant at the proposed drilling site at Blackheath.
  
  
• Seismic studies have identified the potential for gas at different horizons (levels). While one well can service more than one horizon, the company cannot rule out the ultimate need to drill from elsewhere - this would depend upon what was found during the appraisal drilling.