Meeting Minutes, September 2007

The meeting was opened at 7.15pm on Monday, 10th September 2007 at Chilworth Infant School.

Present

20.1 Apologies for Absence

Cllr Patricia Allen, Cllr Colin Hayward and Cllr Roy Hogben (GBC).

20.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 9th July 2007, having been circulated to Cllrs, were approved subject to the following amendment:

1. Para 19.9.1.e - Replace Tel-Y-Bont with Tal-Y-Bont

20.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 20.7 as owner of the Parish Field.

20.4 Matters Arising

1. War Memorial Garden

Cllrs Peake and Allen had met on-site to review the state of the War Memorial garden. Beside the general need to 'tidy' the garden, two large shrubs need to be grubbed out and replaced with new stock. One of the trees behind the memorial needs to be cut back. Mrs Allen's husband, David, has volunteered to undertake the work.

Cllrs AUTHORISED expenditure on plant stock and expressed their appreciation for Mr David Allen's offer.

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

At the July meeting of the Gunpowder Group the Clerk had again raised the matter of the lack of progress with establishing a permissive right of access.

The feedback was that Mr Adam Owen (GBC Countryside Manager) was waiting for pressure from the horse owning community. The Clerk pointed out that the matter had been raised and pursued by the Parish Council.

Cllrs noted that the gate that prevented access to the stream is no longer there, so that in practice there is no longer an issue.

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

The fallen trees had now been removed.

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

The handrail had now been repaired.

5. Naming of the Haywards' Yard housing development

Infinity Homes had agreed to the postal address of Hayward's Corner for the new dwellings. This had been confirmed by GBC.

6. Heritage Weekend 8/9 September 2007

Copies of the current and previous newsletters were provided for an event at the Gunpowder Mills on the Saturday.

7. Vera's path (FP578) fingerpost in Halfpenny Close

The post had been replace by SCC RoW contractors, however they had only replaced the “public footpath” finger and not the “Vera's path” finger. The Parish Council had paid £40.00 for the finger to be reattached. The Clerk reminded Cllrs that the Parish Council's Financial Procedures must be adhered to.

8. Notice board in Bus Shelter opposite Lockner Farm

The new notice board was on order. The Clerk had not asked Simon James to refurbish the notice boards since a member of the public had volunteered to undertake the task.

9. Bank Signatory Pane

Cllr Richard Parker had now signed the signatory documents, which had been dispatched to the bank.

10. 2007 Risk Review

The notice board in the bus shelter by the rail station is now insured as a separate item.

20.5 Highways & Byways

20.5.1 Permissive footpath for walkers using the Packhorse Bridge

The Chairman and the Clerk had met on-site with Mr Wrigley on 1st August 2007 to discuss the permissive footpath proposal. Mr Wrigley has agreed, subject to the agreement of his neighbours, to allow a permissive footpath to run north, parallel to his east boundary fence, from his boundary with the Gunpowder Mills site to the public footpath and bridleway. Mr Wrigley would erect a fence west of the proposed path creating a fenced strip of land for use as a path. Mr Wrigley is prepared to pay for the signing and maintenance of the path.

An extension of the permissive path would have to run, through the Gunpowder Mills site, from the packhorse bridge to Mr Wrigley's boundary. This would have to be put to the Gunpowder Mills Committee and GBC.

20.5.2 Footpath on the lower end of Sample Oak Lane

1. The Clerk has been in communication 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.
   
   Mr Saint had been unable to find reference to the footpath in the old GRDC minutes. He wished to peruse the Parish Council minutes but had, wrongly, been informed by the Surrey History Centre that they did not hold Parish Council minutes.
   
   
2. SCC RoW had agreed to cut the footpath on the lower end of Sample Oak Lane but was unable to say when, due to pressure of work.

20.6 Correspondence

None.

20.7 Parish Field Committee

Cllr Peter Burt left the room

20.7.1 Field Committee Chairman's Report

A meeting of the committee had taken place on Tuesday 4th September 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.

Mr Peter Burt was instructing solicitors to produce a draft long-term lease for the Field. The target was to have a draft available for consideration at the November meeting of the Committee.

Cllr Peter Burt rejoined the meeting

20.8 Councillors' Business

20.8.1 Gas Exploration on Blackheath Common

Nothing to report.

20.8.2 Post Box by Chilworth Rail Station

The condition of the post box was giving rise to concern. The Clerk would pursue the matter with the Post Office.

20.8.3 The street lamp on the East side of Tangley Crossing

The lamp was defective and failing to illuminate a dangerous corner. The clerk would pursue with Highways.

20.8.4 Token gifts to guest speakers

Cllr Bunting noted that two guest speakers had recently addressed the Field Committee. As chairman of that Committee, he regretted being unable to present token gifts to those speakers as an expression of the Committee's thanks. The Clerk had advised him that such gifts could only be paid from the Chairman's Allowance, which had not been allocated funds in the current budget.

20.9 Planning

20.9.1 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. APPROVED

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

Single storey side extension.

No comment by the Parish Council. APPROVED

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. APPROVED

d. 28 Halfpenny Close

Recently erected side extension.

This has replaced an existing smaller side extension. The development may, or may not, have required planning permission. GBC have been informed and the Planning Enforcement Officer had reported that it came within Permitted Development; hence no planning permission had been required.

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, the Clerk is to request GBC Planning Development that a Tree Preservation Order should be considered for it and other similar trees in the Lane.

20.10 Chilworth Community Association

The Community Association had decided that the floodlighting of the football pitch would be a suitable project for a SITA grant application. Floodlighting would enable better use of the playing field in the evening during the winter months.

Unfortunately the Association was unable to obtain any cost estimates before this Parish Council meeting and would therefore miss the SITA deadline of 14th September 2007. The final deadline for the year is 2nd November 2007 which is before the next Parish Council meeting. It was AGREED that, if necessary, to call a special meeting of the Parish Council.

20.11 Finance

20.11.1 Bank Reconciliation

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

20.11.2 2006/07 Annual Audit

The External Auditor's report had been received on the 2006/07 accounts. The auditor had approved the accounts without qualification. In his supplementary comments the auditor had raised two issues:

1. That the Parish Council had exercised its right not to raise the amount of its Fidelity Guarantee insurance to the level of its maximum financial exposure.
   
   
2. That Cllrs would have to review the effectiveness of the Council's internal audit procedures.

The Council NOTED the External Auditor's report. The Clerk would display the report on the notice boards.

20.11.3 GBC Concurrent Function Grants 2008/09

There appeared to be no obvious projects on which to form the basis of a 50% grant application. The Clerk pointed out the previous grant allocations for signage of the Parish Field and for replacing the roofing of the bus shelter near the station had not been taken up. In view of the fact that grant applications from parishes in the Borough always exceeds the budget allocation, it was DECIDED to send in a nil return for the coming year.

20.11.4 Invoices paid out of committee

20.11.5 Invoices for payment

20.11.6 Clerk's Allowances and Expenses

20.11.7 Financial Forecast

The financial forecast for September was noted.

20.12 Date of Next Meeting

The next meeting is scheduled to be held on Monday 12th November 2007 at Chilworth Infant School, commencing at 7.15pm.