Meeting Minutes, September 2006

The meeting was opened at 7.15pm on Monday, 11th September 2006 at Chilworth Infant School.

Present

13.1 Apologies for Absence

Cllr John Peake, on holiday.
Mrs Mona Johansson (Surrey Community Action), unwell.

13.2 Minutes of the Previous Meeting

The minutes of the previous meeting held on Monday 10th July 2006, having been circulated to Cllrs, were approved. Subject to the following amendment:

1. Item 12.9.1, second paragraph - delete the word ‘are’ from the second sentence.

13.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 13.7 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.

13.4 Matters Arising

13.4a Casual vacancy caused by resignation of Mrs Helen McIntyre

The Clerk reported that Guildford Borough Council's Electoral Services had been informed of the casual vacancy and that, as the statutory period for nominations had now expired, the Council could now fill the vacancy by co-option.

13.4b Width restriction on Halfpenny Lane

The Clerk had written to the Highways authority requesting a width restriction for motor vehicles on the whole length of Blacksmith and Halfpenny Lanes.

13.4c Blacksmith Lane name plaque

At the Clerk's request, Guildford Borough Council had now replaced the damaged name plaque.

13.4d Cutting the verges on Halfpenny / Sample Oak Lanes

As a conservation measure, the cutting of the verges was now by request. The Clerk had confirmed with Highways that they would be included in this year's ‘second cut’.

13.4e Co-option of the Mannings onto the Parish Field Committee

The Clerk had written to Roger and Carole Manning inviting them to serve on the Parish Field Committee and following their acceptance of the invitation, had sent them briefing documents.

13.4f Publication of the Council's Complaints Procedure

The Complaints Procedure had now been published on the Council's web site.

13.4g Chilworth Station Signal Box

Cllr Allen reported that she had been unable to find a volunteer to project manage the adoption and rental of the signal box.

After some discussion, and with considerable regret, the Council decided that the management of the signal box was beyond its financial resources. The Clerk was instructed to write to SPACIA to confirm that the Council was no longer interested in a tenancy agreement.

13.5 Highways & Byways

13.5.1 Mud on the Dorking Road by Pine View Close

During the recent heavy rain, run-off water had flowed over the Lockner Holt rail bridge and onto the Dorking Road following the slope until it pooled near Pine View Close. The run-off had deposited mud and debris onto the road and pavement. Although a SCC work crew had cleared the road, the pavement had not been cleared. The mud was seen as a hazard to pedestrians.

Cllr David Davis (SCC) had requested tasks for the SCC local work crews and Cllr Allen had identified clearance of the mud as such a task. However Cllr Davis had responded that clearance of the pavement was a Borough Council responsibility. The Clerk was instructed to raise the matter with Guildford Borough Council.

13.5.2 Brambles on the North bank of Dorking Road between Lockner Farm and Roseacre Gardens

It had been reported via the Council's website that the brambles were overgrown and obstructing the pavement. Local residents had taken action to cut back some of the growth.

Cllr David Davis (SCC) had requested tasks for the SCC local work crews and Cllr Allen had identified cutting back the brambles as such a task. Cllr Davis had commented that the current SCC policy was only to take action on cutting back if requested by the Parish Council or other interested parties.

13.5.3 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 despite several reminders. The Clerk commented that residents would lose confidence in the Parish Council if it were seen to be ineffective. GBC Cllrs Keith Childs and David Wright offered to look into the matter.

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

No further work had been done to cut back the hedge. The Clerk would pursue the matter with Highways.

13.5.5 Slip Road by the Rail Station

There had been, still, no response to the Council's letter of 21st July 2006 requesting that the slip road be designed one-way to traffic. No action had been taken to replace the ‘planter’. The Clerk to seek a response from Highways.

13.6 Correspondence

1. Letter from Albury Parish Council requesting that St Martha is represented at a meeting in Albury Village Hall on 12th September 2006 to protest against possible partial or whole closure of the Royal Surrey Hospital.
   
   
2. Request from Surrey Campaign for the Protection of Rural Environments (CPRE) for the council to draw up a Community Landscape Character Statement, which could be embedded into the Guildford Local Development Framework. The CPRE were particularly concerned over the survival of the county designation AGLV (Area of Great Landscape Value).
   
   The Clerk was instructed to conduct a feasibility study.
   
   
3. Surrey Wildlife Trust was appealing for funds to expand its habitat for Water Voles at Pirbright. It was hoped that a successful colony would be the springboard for a reintroduction throughout the Surrey river network.
   
   RESOLVED to donate £10 to the project (S137 payment).

13.7 Parish Field Committee

The Council noted that the Council's contractor, Mr Robert Savage, had cut the grass at a cost of £131.60.

13.8 Councillors' Business

13.8.1 Gas Exploration on Blackheath Common

The (second) application by Star Energy had been withdrawn.

Cllr Allen (St Martha Parish representative on the Liaison Group) reported that a third application was expected in about three weeks time. This would involve horizontal drilling under Blackheath Forest from the existing Star Energy Albury site.

13.8.2 Tyting Farm

The Council noted that Tyting Farm had been dropped from GBC's Thames Basin Heath Special Protection Area – Interim Avoidance Strategy.

13.9 Planning

13.9.1 Planning Committee Chairman's report

Presented by Cllr Slater in Cllr Peake's absence.

a. 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.

Public enquiry date 26th October 2006

b. 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. REFUSED

c. 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. REFUSED

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

Installation of two external air conditioning condensers.

The Parish Council submitted comments and expressed reservations. REFUSED

e. 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.

No comments by the Parish Council. APPROVED

f. 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.

The Parish Council submitted comments. APPROVED

g. 6/P/01728 - 13 Dorking Road, Chilworth

Two storey rear extension.

The Parish Council submitted comments. PENDING

h. 06/P/01712 - Sample Oak Farm, Sample Oak Lane, Chilworth

Prior Notification Application under Part 6 of the Town and Country Planning (General Permitted Development) Order 1995.

Erection of a cattle shed. PENDING

13.10 War Memorial

13.10.1 Replacement cost of War Memorial

Following a suggestion by the Council's auditor, Cllr Allen had sought an informal estimate from CWO of the replacement cost. CWO had quoted the approximate figure of £15,000. Since the War Memorial is insured for £15,838 it was decided that no further action was necessary.

13.10.2 Cracks in the War Memorial

A group of Cllrs had inspected the cracks and found them to be minor. However there was concern that they would worsen with frost damage over the winter. It was decided to effect temporary repairs with a sealant until permanent repairs could be made in the next financial year. A local resident had volunteered to undertake the work.

13.11 Adopt a Station Scheme

13.11.1 Map Panel at Chilworth Station

No progress since the last meeting. The Clerk will try to expedite.

13.12 Finance

13.12.1 Bank Reconciliation

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

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

The external auditor had approved the Council's accounts without qualification. The auditor's report and the Council's Annual Return will be displayed on the Council's notice boards.

RESOLVED to accept the auditor's report.

13.12.3 Bus Shelter Repairs

The Clerk had obtained estimates from three contractors for the re-roofing of the bus shelters at Chilworth Station and Lockner Holt.

The estimates for the station shelter would be the basis of a Concurrent Function Grant application for the 2007/08 financial year.

RESOLVED to authorize the Clerk to engage Simon James to re-roof the Lockner Holt shelter.

13.12.4 Invoices paid out of committee

13.12.5 Invoices for payment

13.12.6 Clerk's Salary and Expenses

13.12.7 Financial Forecast

The financial forecast for September was noted.

13.13 Date of Next Meeting

The next meeting is scheduled to be held on Monday 13th November 2006 at Chilworth Infant School, commencing at 7.15pm.