Meeting Minutes, November 2007

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

Present

21.1 Apologies for Absence

None.

21.2 Minutes of the Previous Meeting

The minutes of the meeting held on Monday 10th September 2007, having been circulated to Cllrs, were approved subject to the following amendments:

1. Item 20.4.a - Replace ‘Cllrs Peake, Allen and Lunnon’ with ‘Cllrs Peake and Allen’
2. Add item 20.8.4 -

   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.

21.3 Declaration of Personal and Prejudicial Interest

Cllr Burt declared a personal and prejudicial interest in item 21.7 as owner of the Parish Field.

21.4 Matters Arising

1. War Memorial Garden

Cllr Allen reported that work by Mr David Allen on the War Memorial garden was in-hand. Cllr Allen requested that a budget be agreed for the purchase of variegated foliage for the garden.

Cllrs AUTHORISED a budget of £200 for the purchase of variegated foliage.

2. Notice board in Bus Shelter opposite Lockner Farm

The new notice board had been delivered, installed and was in use. The chairman expressed the thanks of the Parish Council to the individual who had volunteered to install it.

3. Permissive footpath for walkers using the Packhorse Bridge

The Clerk had reported to the Gunpowder Mills Group on 4th October 2007 regarding the meeting with Mr Graham Wrigley owner of Chilworth Manor (item 20.5.1 refers). The Group had endorsed the proposed permissive path. The Clerk has written to Mr Adam Owen (GBC Countryside Manager) requesting the establishment of the section of the path through the Gunpowder Mills site that would link the Packhorse Bridge and the section through the Manor's land.

4. Post Box by Chilworth Rail Station

Concern had been felt at the condition of the brickwork of the post box. The Clerk reported that he had tried to contact his previous contact Mr Mick Brown (Post Office Guildford Collections and Delivery Support Manager) but had had no success. The Clerk assumed that Mr Brown had ‘moved on’ but was unable to ascertain his successor. The clerk had reported the problem via the Post Office central reporting centre. Cllr Allen offered to try to identify a new contact.

5. Street lamp east of the Tangley Level Crossing

It was noted that the light was still out of action; the Clerk will again raise the matter with Highways.

6. Tree Preservation Orders for selected trees in Blacksmith Lane

The clerk had written to the head of planning at GBC requesting the TPOs. A report from Jason Hasaka (GBC Trees Officer) is awaited.

7. Review of internal Audit Procedures

The Audit Commission now requires local councils to conduct an annual review by Cllrs of Internal Audit Procedures. The Council RECONSTITUTED its Audit Committee to consist of Cllr Burt (Chair), Cllr Peake and Cllr Hayward. The Committee would meet on the 10th January 2007 at the Clerk's Home at 7.30pm.

8. External Auditor's Report

The Auditor's report and the Council's Financial Statement had been displayed on the notice boards for the required period. The 2006/07 audit has now been completed.

9. Concurrent Functions Grant

The Clerk had returned a nil return for 2008/09. After an approach from Geoff Nutt (GBC Finance) the Clerk had released grant monies previously allocated to the Parish Council but not taken up.

21.5 Highways & Byways

21.5.1 Footpath 252 (Lockner Farm to Chilworth Manor)

A complaint had been received from a member of the public that the path was badly overgrown. The Clerk will raise the matter with Rights of Way.

21.5.2 North footway of the Dorking Road (from Pine View Close to Lockner Farm)

Mrs Helen McIntyre has written to the Parish Council, about the state of the footway. The adjoining hedge was overgrown and restricting the width of the pavement, brambles and branches from the hedge were hampering use of the pavement, which was covered in leaves.

Cllr Davies pointed out that the responsibility rested with the landowner of the adjoining land. SCC could serve an enforcement order but, in the first instance, it was better resolved by having a quiet word. Cllr Davis felt that the Parish Council was in the best position to do this. Cllr Lunnon offered to speak with the landowner concerned.

21.5.3 ‘Planter’ at Chilworth Station

Cllr Davis (SCC) had been working to encourage progress on the removal of the obstruction. There was general agreement that the planter should be replaced with something more aesthetically pleasing, but it required action by Network Rail to remove the present construction. The Clerk was instructed to write to Network Rail. The Clerk pointed out that Network Rail has ignored correspondence on this and other matters.

21.5.4 Parking in Halfpenny Close

Cllr Bunting reported that cars were having difficulty turning into Halfpenny Close due to vehicles being parked on the road close to the junction with Blacksmith Lane. PC Mike Patey (Neighbourhood Support Officer) had left advisory notes on the offending vehicles.

Cllrs moved on to discuss the problems of cars parking on the Dorking Road close to the junction with Blacksmith Lane. Cllr Bunting will raise the matter with PC Mike Patey.

21.6 Correspondence

Dealt with under other items.

21.7 Parish Field Committee

Cllr Peter Burt left the room

21.7.1 Field Committee Chairman's Report

A meeting of the committee had taken place on Tuesday 6th November 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 Bunting expressed his disappointment that a draft long-term lease was not available for consideration at the November meeting of the Committee, however it was noted that progress was being made on the matter.

Cllr Peter Burt rejoined the meeting

21.8 Councillors' Business

21.8.1 Exploration on Blackheath Common

Cllr Allen had attended a meeting of the Star Energy liaison group on 27th September 2007. Star Energy would shortly be applying for planning permission for the gas storage phase of the project.

21.8.2 Three Valleys Water Company

Three Valleys Water Company supplies the area in which the Parish lies. Cllr Bunting represented the Parish Council at a consultative meeting in Staines on 1st October 2007. The consultation was in respect of the Company's development strategy for the next twenty years.

21.8.3 The Surrey Hills Society

Cllr Bunting attended a meeting in Dorking called by the Surrey Hills Partnership to sound out opinion over forming a Surrey Hills Society to support and promote the Surrey Hills AONB. Cllr Bunting reported enthusiastic support at the meeting for the idea and that the new society would shortly be canvassing for membership.

Membership would be available for individuals and organizations such as local councils. The Clerk was instructed to contact Bob Fairbanks (Surrey Hills Partnership) to express the Parish Council's interest in developments.

21.8.4 Gunpowder Mills Public Consultation Meeting

Cllrs noted that the annual consultation meeting took place on 8th November 2007. Though an interesting meeting, the level of public attendance was considered disappointing, especially given the advance publicity for the meeting.

In discussing the poor attendance, consideration was given to whether an annual event was sustainable and to whether the format of the meeting was getting ‘tired’. Cllr Lunnon was asked to raise the matter with the Gunpowder Mills Committee as the Parish Council's representative. It was noted that Cllr Peake has now joined the Committee.

21.8.5 Security Light at Oak House Sample Oak Lane

The positioning of the security light at Oak House is causing light pollution and may constitute a hazard for motorists using the Lane. The Clerk will raise the matter with GBC Planning Enforcement.

21.8.6 Parish Newsletter

The Chairman asked all Cllrs to consider contributions for the newsletter.

21.9 Planning

21.9.1 Planning Committee Chairman's report

a. 07/P/01447 - Southways, White Lane

External lighting Scheme.

The Parish Council submitted comments and opposed the application. PENDING

b. 07/P/01798 – Quince Cottage, Blacksmith Lane

Link extension between house and haystore.

No comment by the Parish Council. APPROVED

c. 07/P/01987 – Old Manor Cottage Old Manor Lane

Relaxation of condition 4 of 06/P/01913, which was approved, to allow the insertion of first floor level on the North elevation of Plot 1.

No comment by the Parish Council. PENDING

21.10 Chilworth Community Association

A letter had been received from Mrs June Downham (CCA Chairman) requesting a donation of £100 towards the costs of three heaters for the changing room in the Sports Field. APPROVED a donation of £100 (LG (Misc Provisions) Act 1976 Section 19).

21.11 Finance

21.11.1 Bank Reconciliation

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

21.11.2 Invoices paid out of committee

21.11.3 Invoices for payment

21.11.4 Clerk's Allowances and Expenses

21.11.5 Clerk's salary review

The Clerk's salary review was due on 1st November 2007. However the NALC/SALC Joint Negotiating Committee had not yet reached agreement on a pay award for local council staff. AGREED to remit this item until a national agreement is reached.

21.11.6 Financial Forecast

The financial forecast for November was noted.

21.12 Date of Next Meeting

The next meeting is scheduled to be held on Monday 10th December 2007 at Chilworth Infant School, commencing at 8.00pm.