Meeting Minutes, March 2007

The meeting was opened at 7.15pm on Monday, 12th March 2007 at Chilworth Infant School.

Present

Opening Address

The Chairman noted that Cllr Keith Childs (GBC) would not be seeking re-election on 3rd May 2007. He thanked Cllr Keith Childs for the many years of support that he had given the Parish Council and regretted the loss of such good counsel. Cllrs unanimously expressed their gratitude and their good wishes for the future.

17.1 Apologies for Absence

Cllr David Bunting.

17.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 8th January 2007, having been circulated to Cllrs, were approved.

17.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 17.7 as owner of the Parish Field.

Cllr Hayward declared a personal and prejudicial interest in item 17.10 as owner of Hayward's Yard, for which there is a current planning application.

17.4 Matters Arising

1. Slip-Road by Chilworth Station
   
   
1. In view of the absence of any apparent progress on designating the slip-road one-way, it was decided to raise the matter with the SCC Guildford Local Committee at its next meeting on 22nd March 2007. Cllr Hayward would attend the meeting and raise the issue. The Clerk would formally notify Mr Diccon Bright (SCC Local Committee Officer).
   
   
2. Network rail had not responded to letters or voicemails on the subject of the ‘Planter’. Cllr Patricia Allen would write a further letter to Mr Sam Pead (Network Rail Road Crossing Safety (Wessex)).
   
   
2. Bus Shelter Repairs
   
   
1. The temporary repair to the roof of the Chilworth Station bus shelter had still to be made.
   
   
2. The Council RESOLVED to postpone any decision on re-roofing the Chilworth Station bus shelter.
   
   
3. Permissive footpath for walkers using the Packhorse Bridge

In response to the matter being raised by Cllr Lunnon, the Gunpowder Mills Group had replied that the group ‘neither encouraged or discouraged walkers to use the Packhorse Bridge’. It was felt that this response was ambivalent given that the Council was responding to a problem raised by an affected landowner, Mr Graham Wrigley. The main purpose of raising the matter with the Group was to ascertain its view in terms of the disturbance to the northern part of the site designated as a nature reserve. It was felt that it was necessary to seek clarification from the Group.

4. Floodlights at the Percy Arms

Following Cllrs Allen's confirmation that there still was a problem, at the request of the Clerk, GBC Planning Enforcement had undertaken a case review but still concluded that floodlights shining onto the road was not a planning issue. Cllrs still took the view that it was and were supported by Cllr Wright (GBC). Cllr Wright volunteered to raise the matter with Planning Enforcement.

5. Road Surfaces on the Lanes

The problem of the potholes would be raised with the SCC Guildford Local Committee at its next meeting on 22nd March 2007 by Cllr Hayward.

6. Flooding on the Dorking Road by Pine View Close

The Community Work Gang had cleared the blocked drain. It was hoped that that action had dealt with the problem.

7. Update of ‘Working With Your Council’

The update had been received from the Society of Local Council Clerks.

Adjournment

The Chairman adjourned the meeting for comments from the floor.

17.5 Highways & Byways

17.5.1 Trees on the North Side of Dorking Road by Pine View Close

The Parish Council received a complaint from a resident regarding this small copse of trees. The trees are in poor condition and branches had fallen on a number of separate occasions. The Clerk made a site visit and by coincidence found that a fire engine had snagged sagging overhead cables with its ladder. The Clerk was able to establish that the copse belonged to Lockner Farm and raised the matter with the owners.

17.5.2 Footpath up the West Slope of St Martha’s Hill

The footpath (FP250), which forms part of the North Downs Way, has been badly eroded by rainwater run-off. Work by SCC Contractors was now expected to start later in the month (in time for Easter).

17.5.3 Width Restrictions on Blacksmith and Halfpenny Lane

Due to the apparent lack of progress on the Council's request, the problem of the potholes would be raised by with the SCC Guildford Local Committee at its next meeting on 22nd March 2007 by Cllr Hayward.

17.5.4 Footpath on the lower part of Sample Oak Lane

The footpath is in need of cutting once again. Because the footpath is not a registered Right of Way SCC contractors do not automatically cut it. The Clerk was asked to pursue registration of the path with SCC Rights of Way.

17.6 Correspondence

1. A request had been made by Mrs June Tiller, the then Chair of the Chilworth Community Association, for Parish Council support at the AGM of the Association on 7th February 2007. The Clerk had attended representing the Parish Council. A report had been circulated to Cllrs.

17.7 Parish Field Committee

Cllr Peter Burt left the room

1. A meeting of the committee had taken place on Monday March 7th; minutes of that meeting had been circulated to Cllrs. Cllr Peake as chairman pro temp of the Field Committee made a report. He was pleased to include in his report that Cllr Bunting had agreed to be Chairman.

Cllr Peter Burt rejoined the meeting

2. Mr Peter Burt reported that he was still progressing his application for retrospective planning permission for the Kissing Gates. In reply to a question, Mr Burt reassured the Council that his wife and family shared his aims and objectives in respect of the Field and gave an undertaking that arrangements had been made to ensure that those aims and objectives would continue to be achieved, even after his own death.
   
   
3. The Parish Council and Mr Peter Burt signed a twelvemonth lease renewal for the Field. The Clerk was AUTHORISED to make a £10 payment to Mr Burt as the annual rent for the Field.
   
   
4. Date of the next meeting of the Field Committee 14th May 2007.

17.8 Chilworth Community Association

The Clerk represented the Council at a committee meeting of the Chilworth Community Association on 7th March 2007.

In his report of the AGM the Clerk had explained what had been achieved to date and what still was required especially in respect of the Sports Field Pavilion.

Outstanding tasks are re-roofing and rewiring the pavilion. The re-roofing will be carried out for free by Simon James, however the electricity is turned off at the moment since the current wiring is considered too dangerous. Having considered a number of quotes, the Association has authorised a contractor but the cost will use up all the available funds.

Section 19 of the Local Government (Miscellaneous Provisions) Act 1976 confers wide powers on a local council with respect to the provision of recreational facilities, whether inside or outside its area. Shalford PC already makes an annual grant to the Association and the Clerk recommended that St Martha PC do the same.

Cllrs were sympathetic in principle to the idea of a grant. However they recalled similar initiatives in the past where money had been spent on the Pavilion only to be wasted, when a short time later, the structure was vandalised. The Clerk was instructed to seek formal reassurances from the Association that the question of Pavilion security was being addressed.

17.9 Councillors' Business

17.9.1 Gas Exploration on Blackheath Common

Cllr Allen reported on a site visit by the liaison group, to a gas storage facility (Humdley Grove) that was similar to the possible planned site for Albury Park.

SCC Planning Committee would consider the third planning application by Star Energy at its meeting on 14th March 2007. Star Energy expected to make its application for gas storage, under the Gas Act directly to central government, by the middle of the year.

17.9.2 Parish Newsletter

Cllr Peter Burt reported that he was editing the draft Parish Newsletter. It was expected to be eight (A5) pages of content. Cllrs would be required too distribute when printed.

17.9.3 Parish Council Elections

The Clerk reminded Cllrs that nomination papers had to be handed in to GBC by Noon on Wednesday 4th April.

17.9.4 Llamas

Cllr Lunnon relayed a request from the Gunpowder Mills Group about groups of Llama walkers using the track though Gunpowder Mills site. The walks were organised as a commercial operation and the Gunpowder Mills Group felt that a levy should charged by the company to go towards the maintenance of the site.

The status of llamas in terms of Rights of Way remains untested in Law. However Cllrs took the view that the damage caused by llamas hooves was negligible and that, at present, the volume of usage was low. Cllrs observed that the majority of the public regarded the presence of the llamas with pleasure.

17.9.5 Neighbourhood Watch in Halfpenny Close

The Council noted the establishment Neighbourhood Watch group in Halfpenny Close. The co-ordinator is Cllr Bunting.

17.10 Planning

17.10.1 Planning Committee Chairman's report

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.

This application was approved following an appeal and a Public Enquiry. Section 106 monies will become available to be spent to benefit the community.

b. 06/P/2523 – Ashbank, 3 Dorking Road, Chilworth

Single storey rear extension following part demolition of existing shed

No comment by the Parish Council. APPROVED

c. 06/P/2525 - Tal-Y-Bont, Blacksmith Lane, Chilworth

Conversion of existing bungalow to two-storey dwelling.

No comment by the Parish Council. WITHDRAWN

d. 06/P/2573 – 56 Dorking Road, Chilworth

Conversion of existing roof space to provide habitable accommodation.

No comment by the Parish Council. PERMITTED DEVELOPMENT

e. 06/P/2593 – Oak House, Sample Oak Lane, Chilworth

Conversion of part of existing first floor flat (Flat 3) into two flats (Flat 3 & Flat 4).

The Parish Council submitted comments and expressed concerns. REFUSED

f. 07/P/00201 – Land NW of Lockner Farm and East of Chilworth Manor

Installation of two kissing gates for access to new permissive Right of Way.

No comment by the Parish Council, which declared an interest as lessee of the land. PENDING

17.10.2 Section 106 Monies

Cllrs expressed concern, that section 106 monies would not be spent on the most suitable projects. In particular, the proposal to install a pedestrian crossing on the Dorking Road, near the Infant School, lacked local support.

Cllrs Allen and Peake would identify projects, for SCC and GBC, which better met the needs of the local community.

17.11 War Memorial Garden Maintenance

17.11.1 Annual Maintenance Contract

In addition to the Council's existing contractor, H Wakeford & Son, two other quotes had been received. However the price quoted by H Wakeford & Son was the lowest received and Cllrs were happy with the quality of service provided. RESOLVED to renew the existing maintenance contract.

17.11.2 17.11.2 Replanting Garden

The bushes in the War Memorial garden had become ‘woody’ with age and could no longer be effectively pruned. They needed to be replaced with young plants. Cllrs NOTED the problem would have to be tackled, but felt it could be done in stages.

17.12 SLCC Membership

The Clerk reported that a Surrey Branch of the Society of Local Council Clerks had been formed. It is estimated that the national membership was comprised of clerks representing at least two thirds of local councils in England and Wales. The Clerk felt that, with the advent of the Surrey Branch, the benefits from networking and briefing information justified the expenditure on the subscription (£84.00). Cllrs AGREED to pay the subscription fee.

17.13 Finance

17.13.1 Bank Reconciliation

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

17.13.2 2006/07 Audit

Cllrs agreed to reappoint Mr Peter Frost as the Council's internal auditor.

17.13.3 Invoices paid out of committee

17.13.4 Invoices for payment

17.13.5 Clerk's Salary and Expenses

17.13.6 Financial Forecast

The financial forecast for March was noted.

17.14 Date of Next Meeting

The next meeting is scheduled to be held on Monday 21st May 2007 at Chilworth Infant School, commencing at 7.30pm.