Meeting Minutes, July 2007

The meeting was opened at 7.15pm on Monday, 9th July 2007 at Chilworth Infant School.

Present

Opening Address

The Chairman welcomed Cllr Roy Hogben to his first meeting of the Parish Council and congratulated him and Cllr David Wright on their success in the May election.

19.1 Apologies for Absence

Cllr David Davis (SCC).

19.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 21st May 2007, having been circulated to Cllrs, were approved subject to the following amendment:

1. Para 18.14.1.d - Replace 06/P/00699 with 07/P/00699

19.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 19.7 as owner of the Parish Field.

Cllr Hayward declared a personal and prejudicial interest in item 19.4.h over the proposed use of his family's name.

19.4 Matters Arising

1. Slip-Road by Chilworth Station

Cllr Patricia Allen had had an on-site meeting with Cllr David Davis (SCC) on 2nd July 2007. They discussed the apparent lack of progress on the issues of removing the ‘planter’ and introducing one-way operation of the slip road. Cllr Davis expressed his support and would pursue the matter with Highways.

2. Permissive footpath for walkers using the Packhorse Bridge

The Clerk had written to Mr Graham Wrigley owner of Chilworth Manor with a view to establishing a permissive footpath to link the packhorse bridge with the public footpath. The Clerk had suggested an informal on-site meeting to discuss the issue.

3. War Memorial Garden

The meeting of Cllr John Peake with the Council's contractor Mr Barry Wakeford, to discuss the refurbishment of the War Memorial Garden, had not yet taken place.

4. Access by Horses to the stream on the east boundary of the Gunpowder Mills

The next meeting of the Gunpowder Mills Committee will be 12th July 2007. The Clerk will enquire if the Committee has had a response from Mr Adam Owen (GBC Countryside Manager) on the lack of progress in establishing a permissive right of way.

5. Fallen trees on Vera's path (FP578)

The Clerk had reported the fallen trees to Mr James Brown (SCC Rights of Way). Cllr Bunting reported that James Browne had informed him that a work party had cleared the trees, though this was not the case as of the previous evening (Sunday). The Clerk will follow up the matter.

6. Footbridge over the stream on FP578 West and North of the Infant School

The Clerk had written to Mr Adam Owen (GBC Countryside Manager) pointing out the dangerous condition of the handrail.

7. West Lodge of the Gunpowder Mills

The Clerk had written to Mr Richard Lingard (Head of Property and Legal Services GBC) to convey the Parish Council's view that the West Lodge should be kept in public ownership.

8. Naming of the Haywards' Yard housing development

The Clerk had written to the developer, Infinity Homes, and to GBC requesting that the address of the new dwellings should be Hayward Corner. Infinity Homes had replied that ‘Company policy rarely gives names to our developments as part of the marketing strategy’ and that ‘postal addresses and street names will come from Dorking Road itself’. However Mrs Sue Pickering (GBC Environmental Policy and Design Services) had replied that, because only a few numbers on Dorking Road were available, most of the properties would have to have a suffix as well as a number.

The Clerk will write again to Infinity Homes making the above point.

9. Heritage Weekend 8/9th September 2007

The Gunpowder Mills Group had requested the Council's participation in staging an on-site event at the Gunpowder Mills on the Saturday. After considerable discussion it was agreed to limit participation to providing a display board with copies of previous Parish Council newsletters.

19.5 Highways & Byways

19.5.1 Vera's Path (FP578) Fingerpost in Halfpenny Close

Cllr Bunting told the meeting that the fingerpost for Vera's path had been broken, probably by a reversing vehicle. The post was currently in his garden. He had reported it to James Browne (SCC Rights of Way). James Browne had informed him that a work party had replaced the post, though this was not the case as of the previous evening (Sunday). The Clerk will follow up the matter.

19.5.2 Footpath on the lower end of Sample Oak Lane

1. The Clerk has been in correspondence with Andrew Saint (SCC Countryside Legal Assistant) to pursue an application for a Map Modification Order to the Definitive RoW Map to get this footpath designated a public right of way.
   
   The Clerk has argued that a presumption of dedication to the public exists because the footpath has been signposted as such for over twenty years and it is therefore not necessary to incur the time and expense of establishing a case based on user evidence.
   
   Mr Saint is undertaking some preliminary research on the subject.
   
   
2. The footpath is badly overgrown. The Clerk will request that SCC RoW authorise a cut.

19.6 Correspondence

1. Offer from the Surrey Branch of the St John Ambulance to organize local seminars for businesses on Health and Safety regulations. NOTED
   
   
2. Request from Surrey Wildlife Trust for donations to fund the Tyting Farm Project.
   
   RESOLVED to make a donation of £20. (LGA 1972 Section 137)
   
   
3. Request from St Martha Parochial Church Council for a page on the Parish Council's Website.
   
   After some discussion, it was decided to refuse the request because of the website maintenance overheads. However it was agreed to add some church information to the general information pages.
   
   
4. Request from Fenella Denning for the Council to extend its public liability insurance to cover a dog show to be staged on September 8th at Chilworth Manor.
   
   The Clerk explained that in order for the Council's public liability insurance to cover the dog show, the Council would have to organize the event. However LGA 1972 Section 145 clearly defines the type of events local councils have powers to get involved with, and dog shows were not included. The Clerk had to advise the Council that such participation would be ultra vires. REFUSED
   
   
5. Request from Surrey Crimestoppers for a donation to support their work.
   
   RESOLVED to make a donation of £20. (LGA 1972 Section 137)
   
   
6. GBC Timetable for applications for Concurrent Function Grants for 2008/09
   
   Deadline for applications was 1st October 2007. The item would be on the agenda for the September meeting. Cllrs will need to make proposals for special expenditure, (if any), which could be the subject of a grant application.

19.7 Parish Field Committee

Cllr Peter Burt left the room

19.7.1 Field Committee Chairman's Report

A meeting of the committee had taken place on Tuesday 3rd July 2007; minutes of that meeting would be circulated to Cllrs. Cllr Bunting, as chairman of the Field Committee, made a report summarising the points covered.

Cllr Peter Burt rejoined the meeting

19.8 Councillors' Business

19.8.1 Gas Exploration on Blackheath Common

Star Energy had released a briefing document on 21st May 2007 stating that the production facility would be located at Furze Copse (west of Send Prison, Ockham). A pipeline would run north from its existing well site and new wellheads at Albury to the production facility.

Star Energy intends to submit a proposal for a Gas Storage Order for the Albury Gas Field under the 1965 Gas Act.

19.8.2 Notice Board in bus shelter opposite Lockner Farm

A lockable metal A2 notice board from Graphic Pavement Signs would cost £65 plus £10 delivery charge. Cllrs had inspected similar boards erected by Shalford PC and it was agreed to purchase one.

It was agreed to repaint the existing boards, at the Lockner Farm bus shelter and on Old Manor Green. Simon James, an existing contractor for the Council, would undertake the work for £50 per board.

RESOLVED to purchase a new notice board and refurbish existing boards.

19.8.3 Chilworth Village Boundary Markers

The Gunpowder Mills Group had requested that the Parish Council consider the erection of boundary markers on the Dorking Road / New Road. The suggestion was that the markers would represent in concrete the mill wheels at the Gunpowder Mills. St Martha PC would be responsible for the marker to the East of the village and Shalford PC for the West marker. The money for the markers might be raised by public subscription.

Cllrs felt that there would be little public support for the suggestion.

19.9 Planning

19.9.1 Planning Committee Chairman's report

a. 07/P/00699 - Tal-Y-Bont, Blacksmith Lane, Chilworth

Conversion of existing bungalow to two-storey dwelling.

No comment by the Parish Council. PENDING

b. 07/P/01042 – The Seasons, Blacksmith Lane

Single storey side extension.

No comment by the Parish Council. PENDING

c. 07/P/01250 - Oak House, Sample Oak Lane

Conversion of existing first floor flat (no. 3) into two flats (nos. 3 and 4).

The Parish Council submitted comments. PENDING

d. 28 Halfpenny Close

Recently erected side extension.

This has replaced an existing smaller side extension. The development may, or may not, require planning permission. GBC have been informed and clarification is awaited from Planning Enforcement.

e. Oak tree at Tal-Y-Bont, Blacksmith Lane

This impressive tree is a significant feature of the rural nature of the Lane. Other large oaks in the Lane have been felled or heavily lopped, and thus disfigured, in recent years. In view of the proposed building development at the site, it is requested that a Tree Preservation Order should be considered by GBC.

19.10 Chilworth Community Association

Cllrs discussed funding issues in respect of the Community Association. Cllr David Wright (GBC) advised that one way of providing funding was to apply for a grant for the sports field under the Small Grants Scheme of the SITA Trust.

Cllr Wright strongly argued that the Parish Council had a remit and duty to provide support for the sports field especially as an investment in young people.

Cllrs AGREED in principle to apply for a SITA Trust grant. The Clerk was INSTRUCTED to obtain a project from the CCA that could be the basis for a grant application.

19.11 Finance

19.11.1 Bank Reconciliation

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

19.11.2 Signatory Panel

Cllrs signed the new mandate form with the exception of Cllr Parker (absent).

19.11.3 Risk Review

The Clerk had reviewed the Council's Risk Management Plan and advised that no change was necessary with one exception:

The notice board in the bus shelter by the station was insured as an integral part of the bus shelter. However the original display board had been replaced with a glass fronted display case at a cost of just under £800.

The Clerk advised that the display case should be insured as a separate item.

AGREED to approve the modified Risk Plan.

19.11.4 2006/07 Annual Return

The Annual Return has been sent to the Council's External Auditor.

19.11.5 Invoices paid out of committee

19.11.6 Invoices for payment

19.11.7 Clerk's Salary and Expenses

19.11.8 Payment of Clerk's Salary

AGREED that the Clerk's salary would in future be paid monthly, on the first day of the following month, by Standing Order. This would achieve a consistent frequency of payment irrespective of the dates of Parish Council meetings. It would also synchronise payments with the HMR&C PAYE cycle.

19.11.9 Financial Forecast

The financial forecast for July was noted.

19.12 Date of Next Meeting

The next meeting is scheduled to be held on Monday 10th September 2007 at Chilworth Infant School, commencing at 7.15pm.