WEST HORSLEY PARISH COUNCIL email [email protected] Tel: 01483 901 905 www.westhorsley.info Minutes of the Parish Council meeting held at 7.30pm on Tues 16 June 2020 (via video link) PRESENT: Chairman Miss Best, Mrs Buosi, Mrs Newman, Mr Rogers, Mrs Beynon, Miss King, Mrs Young, Clerk Mrs Pinder, GBC Cllr Mrs Young and 1 resident. 20.99 Chairman’s Opening Comments

20.100 To accept apologies & reasons for absence in accordance with LGA 1972, Sch 12, para 40. Apologies were received from WHPC Cllr Nicki Adams and GBC Cllrs Tim Anderson & Christopher Barrass and SCC Cllr Julie Iles.

20.101 Declaration of Disclosable Pecuniary Interests by Councillors on any agenda items. None declared.

20.102 Register of interests – Cllr Newman stated that she has updated her Register of Interests.

20.103 Declaration of gifts or hospitality over £25. None declared.

20.104 Minutes of the previous meeting held on 19 May 2020 – These were agreed by full Council & signed by the Chairman as a true and accurate record.

20.105 Response to questions received by the Parish Council from residents. None received.

At this point, the formal meeting was adjourned to allow Cllrs and residents to make comments / ask questions: - Cllr Young, GBC – updated the meeting regarding Guildford Borough Council’s activities, noting that all GBC meetings are currently virtual. Cllr Young is working on a significant planning enforcement issue with representatives from GBC and SCC at Brick Kiln Copse. Local Plan Part 2 is now out for consultation (policies) and there continues to be a significant volunteer effort locally in relation to Covid 19.

20.106 Clerk’s report – An update from the Clerk included noting that the Internal Auditor has now completed his year end audit and reviewed the accounts, and that the audit was conducted remotely this year due to coronavirus. The Clerk has arranged for a casual vacancy notice to be produced by GBC and this has now gone up on all our noticeboards advertising this vacancy. The Clerk has produced the end of year Councillor allowances report and this is now displayed on our main noticeboards as required by GBC.

20.107 Internal Audit report – The year end Internal Audit report was received and approved by the full Parish Council.

20.108 Effectiveness of the system of internal control and Annual Governance Statement – The full Parish Council considered the findings of the review of the effectiveness of the system of internal control and formally approved and signed the WHPC Annual Governance Statement 2019/20.

20.109 Financial Matters a) Standing items – The list of payments authorised at the previous meeting & items to be approved by full Council at this meeting (proposed payments & bank reconciliation) were approved. b) Accounting Statements 2019/20 (AGAR) – - the 2019/20 year-end bank reconciliation reviewed by a Councillor was noted; - the Accounting Statements 2019/20 for West Horsley Parish Council were considered; - the Accounting Statements 2019/20 were formally approved by the full Parish Council; - the Accounting Statements 2019/20 were signed and dated as required; c) Communications – the recommendation from the Communications group contained in the briefing note regarding the appointment of an external consultant to support the production of an October 2020 newsletter and future WHPC newsletters was considered and approved. d) Budgetary Control – The following was approved: to agree to move the £20k toilet project budget that was unspent last year to a toilet project reserve fund. To agree to carry forward the remaining planning budget to a planning budget reserve and to agree to move the £750 grant received during 2019/20 from SCC for the noticeboards project to a Noticeboard project reserve. This amount will be spent over the summer as part of this project. e) Approval was given to purchase a separate mailbox for WHPC at the Village Hall that would easily accommodate bulky parcels (cost up to £100) and to arrange installation.

20.110 To note significant correspondence received since the previous Council meeting. Correspondence from a resident regarding driving into Northcote Crescent during peak times for the Raleigh School was noted and discussed. The Road Safety group noted that they will be meeting the resident who has raised the concern the following day.

20.111 Planning & Environment Matters a) New Guildford Borough Council Planning Applications (received since the previous meeting up to the Thursday before this meeting) were discussed and the agreed WHPC action is noted in Appendix 2. The details of these planning applications can be viewed at www.guildford.gov.uk/planning. b) Planning update – To include local plan, environment, TPOs, listed buildings. An update was provided and a public meeting was proposed in relation to the Wisley development, following a request for early engagement with key stakeholders. It was agreed that WHPC would hold a separate public meeting prior to the Parish Council meeting in July 2020 in relation to this. It was noted that no update has been provided regarding Manor Farm to date. Cllr Young also stated that she will be speaking on behalf of WHPC at the Planning Committee the following evening at GBC, in relation to 20 The Street, West Horsley. c) Guildford Borough Council Decisions – Listed below are recent planning applications that WHPC has objected to and their outcomes (where decided). App No Location Status 19/P/02096 Waterloo Farm, Ockham Road North Registered 20/P/00139 Silkmore, Silkmore Lane Registered 20/P/00103 Lansdowne Silkmore Lane Refused 20/D/00002 (discharge of conditions 3,4,6 & 12) Bell & Colville, Epsom Road Registered 20/P/00325 122 The Street Awaiting decision 20/P/00346 Land at Britains Farm, 42 The Street Awaiting decision 20/P/00409 20 The Street Awaiting decision 20/P/00538 Hillside Manor, Shere Rd Registered

20.112 To agree the appointment of the Parish Council’s SSALC representatives. Cllr Beynon and Cllr Best were appointed as SSALC representatives.

20.113 Task Group reports: a) Community Events (MB, FK, VB, SN) – An update was provided noting that planning is ongoing for the next event, should the current pandemic allow this to take place. b) Asset Management, Maintenance & Village Appearance Task Group (TR, NA, MB, VB) – An update was provided. It was noted that the group intends to hold a meeting as soon as possible. During the meeting, the Lead Cllr for this group asked whether the budget for the toilet project is capped at £20k; the response provided was that this is the case and that if there was any danger of the project being likely to exceed this figure, further approval would need to be sought from the PC as soon as possible before incurring any further expenditure. c) Road Safety and Maintenance (SN, MB, TR) – An update was provided, noting that there are various projects currently ongoing. A short discussion ensued in relation to s106 monies, and it was agreed that a separate meeting would be organised to discuss this further with a view to having a list of preferred options for s106 funding. d) Communications (VB, CY, NA) – See 20.109e e) Personnel (SN, NA, TR) – The group’s name has been changed to Personnel. An update was provided which noted work taking place in relation to training. f) Review of courses recently attended (All) – No update.

20.114 Action Log carried forward from previous Parish Council meetings: Agreed Actions Responsibility Update Install wooden bollards around the grassy area at VB/ Clerk In progress top of Silkmore Lane (replacing plastic ones). Task groups to provide APM update All groups Awaiting update from Road Safety.

20.115 Other Village Matters (for information only) – Some queries were raised and the Chairman noted that she has recently held a meeting with the Rector of St Mary’s, West Horsley and has a meeting scheduled with the Chairman of East Horsley Parish Council.

20.116 The next meeting is at 7.30pm on 21 July 2020, Cedar Room, WH Village Hall (please see above for the process during the Coronavirus stay at home period).

20.117 The Chairman’s Closing Comments Signed: Sam Pinder, Clerk to the Council Meeting agendas and minutes are available on the WHPC website and at Horsley library.

Appendix 1 – Finance

List of payments authorised at the previous meeting No. Payee Reason Power £ 1 Kcom Monthly email charges for Cllrs & Clerk LGA 1972 s.111 52.32 2 London Green Belt Council Annual Subscription LGA 1972 s.111 25 3 SLCC Annual Subscription LGA 1972 s.111 227 4 Cobham Food Bank Donation Local Govt Act 300 2000 s2, Local Government Act 1972 ss137 (1), 137(3) Charities Subtotal 604.32 SCA Payroll LGA 1972 s.111 2325.55 NEST Pension contribution May LGA 1972 s.111 161.44 TOTAL 3091.31

List of payments authorised at this meeting No. Payee Reason Power £ 1 Kcom Monthly email charges for Cllrs & Clerk LGA 1972 s.111 52.32 2 SCC Return of monies paid in error by SCC due to a lack of LGA 1972 s.111 46 understanding of the difference between a PC and a PCC 3 Elaine Best Chairman’s Allowance LGA 1972 s.111 600 4 Mulberry & Co Internal Audit – year end fees LGA 1972 s.111 288 5 Timberwood Tree Gardening Services invoice for 2019/20 LGA 1972 s.111 2568 Care Ltd Subtotal 3554.32 SCA Payroll LGA 1972 s.111 2325.55 NEST Pension contribution June LGA 1972 s.111 161.44 TOTAL 6041.31

Bank Reconciliation – June 2020

Bank c/f 1 May 2020 157,976.90

add income (as per c/b) 6.07 - less expenditure (as per c/b) 3,091.31

154,891.66

Bank and cash at 6 June 2020

Current Account 16,337.01

Business Bank Instant 138,554.65

154,891.66

Appendix 2 – Planning

App No Location Proposal WHPC Decision 20/P/00827 Green Dene Croft, Green Erection of a part single/two storey rear Objection Dene extension including a glazed pergola and changes to fenestration. 20/P/00833 Ellismoore, Silkmore Single storey front extension Objection Lane connecting garage to the house, conversion of garage to habitable accommodation, single storey rear extension, single storey side extension, two side rooflights and changes to fenestration. 20/P/00834 17 Northcote Crescent Two storey side extension and part No objection front extension with new gable over, new front porch, single storey rear extension, with amended vehicle access and parking, following demolition of existing detached garage and hard-standing. 20/P/00842 Knob Wood, Shere Road Construction of a new double garage No objection 20/P/00875 Roundtree Farm, The Conversion and extension of Submit comment Street agricultural barn to form two dwellings following demolition of the existing substantial portal frame. 20/P/00906 White House Farm, Proposed vehicular highway crossover No objection Shere Rd and new entrance with driveway, and infill of existing vehicular entrance.