Woldingham Parish Council

MINUTES of a Meeting held at Woldingham Village Hall, Woldingham on 29 January 2009 at 7.30pm.

Present: Bobby Johnson (Vice-Chairman) Andrew Barton
Nigel Cohen Nicola Howe Sally Marks Frank Myers Alistair Pirie (also acting as clerk)

Discussion with Cllr Harwood (TDC)

Before the formal start of the meeting, the Council welcomed Cllr Harwood, TDC's representative on the Consultative Committee on Biggin Hill Airport.

The Vice-Chairman explained that WPC had been involved and concerned about overflying from Biggin Hill Airport (BH) since the Council was set up in 2000, but had difficulty in getting access to those involved in decision-making and understanding the processes involved. WPC welcomed the opportunity of discussion with Cllr Harwood and hoped that the contact would assist WPC to represent the interests of Woldingham residents on this issue.

Cllr Harwood explained that he had been a TDC councillor for 6 years following a 30 year career in the Metropolitan Police (reaching Divisional Commander), was interested in aviation as the holder of a pilot's licence, and had succeeded Tina Fry as the TDC representative on the BH Consultative Committee. He had found this body disappointing. It meets about once a quarter and hears reports about inward investment and complaints received, but not much more happens. The chairman is Hardcastle [independent] and members come from local authorities (including Bromley, Croydon, SCC (Cllr David Hodge), Kent CC and Tatsfield PC), BH management, flying interests, local business representatives and residents' associations. While Bromley residents are represented, they do not amount to a pro-active pressure group. Information about noise complaints is produced by BH technical officers, but in a form which is virtually meaningless. Cllr Harwood has requested improvements in this to make the information meaningful.

In discussion concern was expressed from the public that the Consultative Committee appeared to be a superficial cover, with real decisions being taken separately elsewhere. The fact that minutes were very late, circulated only shortly before the next meeting, added to the sense that the Committee was not serious. WPC Councillors emphasised WPC's strong desire to make its concerns known. This can be seen as a valuable opportunity to make the Consultative Committee a more useful body. Specific issues to be grasped include:
" TDC's policy on BH issues (already set out in the new Core Strategy);
" The need to have advance information about relevant issues and to have the opportunity to get them accepted for the agenda of the Consultative Committee;
" How to inject a positive local stimulus into an apparently inactive body;
" The fact that WPC, with a strong case to be a consultee about overflying from BH, has not yet been admitted to membership of the Consultative Committee (although Tatsfield PC has); and
" Action to ensure that BH representatives understand where Woldingham is and to ensure a serious and professional response to complaints (not available so far).

Cllr Harwood indicated that he was ready to represent WPC's interests but needed a specific vehicle and proposals on which to base his actions. To develop this, one useful step might be to arrange an invitation for Woldingham Councillors to visit BH and receive a full explanation of flight path rules etc.

Concluding this discussion, the Vice-Chairman thanked Cllr Harwood for coming to meet WPC and for his readiness to work with us. It was agreed to continue the contact to develop a basis on which Cllr Harwood could represent WPC's concerns.

1. Apologies: Cllrs Meekings and Fuller, and Karen Newman (Clerk)

2. Minutes:
The Minutes of the meeting held on 27 November 2008 had been circulated and were signed by the Vice-Chairman as a correct record.

3. Declarations of Interest:
Cllr Barton Craigmyle Glebe, resident of Church Road
Cllr Johnson Company Secretary of Woldingham Magazine
Cllr Marks Member of another local authority (Surrey County Council)

4. Matters arising:
The following points arose in discussion of the Action List:

Slines Oak island: Cllr Howe reported that the required specification was now clear but she will revert to SCC to clarify the list of approved contractors. After discussion it was agreed that 3 quotations would be sufficient. Cllr Howe will seek these as soon as possible.
Signage: Cllr Cohen advised that the sign had been delivered to Cllr Fuller. Jeff Jeffrey who knows the full detail of the specification will inspect the sign to ensure that it complies. Cllr Cohen will then lead work to remove the existing sign and erect the new one, ensuring that a photograph is taken for the record.
Dead Beech Tree: This tree is clearly marked and is on the list for felling. Clllr Marks will chase.
Barrier and notice board at view point: Both are on order. The Clerk to chase progress.
Cold calling: Cllr Barton confirmed that the introduction of a No Cold Calling zone had been agreed, to be launched on 7 February. This will be well within budget.
Footpath along Northdown Road: Cllr Howe is nearly ready to go to tender for the proposed improvements, and will do so as soon as possible.
Maintenance of WPC assets: Cllr Cohen agreed to review the condition of WPC physical assets against the risk assessment and report to the February meeting on any action required. Cllr Cohen reported that the service road behind the Crescent had been closed for 2 days around the New Year as agreed.
Hanging baskets: Cllr Cohen reported that he had made preliminary investigations on how hanging baskets for The Crescent could be organised. The Woldingham Horticultural Society does not want to be involved. Cllr Cohen will investigate possible contractors for supply and maintenance of flower baskets and report back to the February meeting.

5. Planning Matters:
a. A copy of Appendix A was circulated to all members before the meeting and the Council ratified it. It was noted that WPC's objections to applications TA/2008/1673 and TA/2008/1652 (1 Beulah Walk) would remain in place although these specific applications were now understood to be invalid. Participation of a non-voting WA representative at Planning Group meetings was now taking place successfully.
b. Infringements: Cllr Pirie reported that a reply had been sent, on lines agreed at the November meeting, to the letter from Hilary Orr informing WPC that TDC could no longer provide monthly updates on infringements. Cllr Pirie had circulated an update which he had prepared on the basis of the Enforcement Action Report on TDC's website, and with the help of individual case officers (whom TDC encourage us to consult as necessary). This was noted and it was agreed to review infringements at Planning Group meetings as necessary and decide on cases to be specifically pursued.

6. Finance:
a. Payments: The payments as Appendix B were signed and approved, with specific approval of the payment to a planning consultant in connection with an informal planning appeal. Copies of the new Clayden edition of the Parish Councillor's Guide had been purchased and were distributed to Councillors.

7. Highways & Rights of Way:
Highways Monitoring and Reporting:
Letters about hedges had been sent out and had received varied responses, with complaints in a few cases where WPC's information proved not to have been accurate, and action by many residents to cut hedges back as requested.

8. Reports:
Meeting of Village Hall Committee
Cllr Marks had attended a meeting of the Committee, and reported that the caretaker's cottage was now let and is to be painted, and that the Committee were reviewing charges with a view to improving the balance with costs related to specific uses.

9. Miscellaneous Matters:
a. Airports: Following the earlier discussion with Cllr Harwood, it was agreed that:
a) It is important to follow up the discussion with him with special reference to the policy in the Core Strategy, the need to make the Consultative Committee more active, the need to share agendas and minutes and work for opportunities to table items for agendas and specific representation for WPC.
b) At the same time, WPC should write to Bromley Council (leader and chief executive) to emphasise that WPC is trying to be heard but is being excluded from the available processes.
c) Accordingly:
" the Vice-Chairman will write to Cllr Harwood to thank him for his visit;
" Cllrs Marks and Myers will draft a letter to Bromley Council; and
" Cllr Myers will draft a note for discussion with Cllr Harwood.
b. Station Car Parking: Cllr Barton proposed that this subject should be put on the agenda for February, for a full discussion after the main business. Parking on the roads continued to increase and now averaged 80 cars on working days in addition to 54 spaces in the station car park and 36 in the TDC car park. Discussion with TDC indicated that the idea of using an adjacent field (in practice scrubland) for parking in terms of Green Belt rules might be a possibility. The possibility of some additional parking at Upper Warlingham could offer a modest amount of help in solving Woldingham's problem. It was agreed that Cllr Barton would explore the options of using the field and using a double-tier car park in preparation for discussion at the February WPC meeting.
Cllr Marks pointed out that it takes 3 years to get approval for additional yellow lines or other parking restrictions on the highway, and urged colleagues to decide as soon as possible if such measures should be part of the solution to the parking problem.
c. Cold Calling: already discussed under "Matters arising".
d. Adoption of the Document Retention Policy: The draft policy circulated to councillors was formally approved by WPC.
e. Parking in the Crescent: Cllr Marks had replied to Mr. Sands (representing Crescent Traders), who had complained about the new parking restrictions in the Crescent. His suggestion that there had not been any consultation was not valid. The restrictions will apply to one side of the road only (coming into force when yellow lines have been painted) and Cllr Marks had pressed for the limit to allow 2 hour parking rather than only one to allow for reasonable customer visits (but not all day parking).
f. Speaker for Annual Parish Meeting: The Vice-Chairman suggested Tim Harrold of CPRE and Cllr Marks agreed to explore three other possibilities, for discussion and decision at the February meeting.

10. Meetings to attend:
" Launch of No Cold Calling Zone (Village Hall, Saturday 7 February at 11.00 am)
" Edgehill appeal (TDC offices, Tuesday 10 March at 10 am)

11. Correspondence:
The Council noted letters of thanks for grants from Craigmyle Glebe, Jan Ward (in respect of the costs of publication of the Leonard Stokes Directory), Surrey Crimestoppers, the Woldingham Horticultural Society, the Woldingham Cricket Club, the Good Neighbours' Scheme and St Paul's Church (in respect of the maintenance of the parish burial ground); and one other letter from a resident.

12. Any Other Business:
a) Diary: All Councillors completed diary dates for February 2009.
b) Feedback on December Carols in the Crescent: Attendance was poor because it was a wet evening. It was not accepted that wear and tear to the marquee borrowed for the occasion could be attributed to this event. A suggestion that WPC might buy a better marquee was noted. It was agreed that action was needed to pep up the carol event for next December.
c) Litter Pick dates: Cllr Barton asked councillors to reserve Saturdays 25 April and 26 September for the next Litter Picks.
d) No timetable at bus stop: A complaint had been received: Cllr Marks will pursue this.
e) Blocked drains or infrequent cleaning: Any problems should be reported to Cllr Marks.
f) WPC participation in next stage of planning documents following the Core Strategy: A consultant is being sought and work on this is expected to begin in February.

Meeting ended at 9.41 pm
4 members of the public present part of the time