MINUTES of a Meeting held at the Village Hall, Woldingham on 26 May 2005 at 7.30 p.m.                                           

Present:           Jeff Jeffery; Colin Packington; Julie Moylan; Jill Meekings; Michael Batterbury; Maggie Bantick; Sally Marks; Jill Meekings; Rodney Fuller

Also in attendance:     Karen Newman – The Clerk

1. Election of New Chair and Vice-Chairman: The Chairman opened the meeting and advised that he would be stepping down as Chairman.   The Chairman advised the Parish Council that upon re-election in May 2004 he had said that he would only be staying as Chairman for one more year.  The Chairman asked for a nomination for Chairman and Cllr Marks nominated Cllr Meekings which was seconded by Cllrs Packington and Fuller.

The new Chairman took her place and asked for nominations for Vice Chairman.  Cllr Jeffery nominated Cllr Johnson which was seconded by Cllr Moylan. 

Chairman - Cllr Jill Meekings; Vice-Chairman - Cllr Bobby Johnson

2. Apologies: Cllrs Johnson and Butcher

3. Minutes: The Minutes of the meeting held on the 28 April 2005 had been circulated and were signed by the Chairman as a correct record subject to the following amendment:

8c. Change spelling of separately to separately.

4. Declarations of Interest:

Cllr Marks declared that she is an elected member of another authority

Cllr Fuller declared an interest in application 05/641/N Warren Barn Farm

Cllr Bantick declared an interest in the planning proposal for Cherrys

5. Matters arising:No matters arising.

6.  Planning Matters:

a.      A copy of Appendix A had been circulated to all members before the meeting and the Council voted to ratify the recommendations of the Planning Group.

Cllr Bantick asked for the Parish Council to consider the retention of the 1.8 metre close boarded front boundary fence at Heathdown, The Ridge.  After a discussion, it was agreed that the Council would object to this application taking into consideration the decision made on a similar fence at a property further along the Ridge.

 Appeals: Current

a.      Land r/o Cherrys, High Drive - awaiting decision

b.     Springfield BW92 - to be decided by written representation

Cllr Jeffery advised that he had been in contact with our legal assistant to ask whether they would be agreeable to act on the Council's behalf at various times and reported that they had agreed to this. Cllr Bantick confirmed that she has handed all the paperwork over with regard to Springfield and will advise Councillors with regard to costs.

Cllr Jeffery reported that a Woldingham resident, John Marshall is very interested in getting more involved with the village and, in particular, had expressed an interest in planning matters and becoming a member of the Parish Council if ever a vacancy arose.  It was agreed that Mr Marshall would be invited along to the next planning meeting on 6 June.

The Chairman read out a letter received from Mr Evans in response to the Council’s letter of 9 May concerning the Hurst Place public inquiry.

b. Infringements:

Cllr Packington read through the Infringement report which had been circulated to all Councillors before the meeting.  Various infringements were discussed.

Cllr Packington advised that Mr Drea’s property is a jungle of loose boxes his philosophy that you can put up horse shelters without planning permission.  The planning offers are trying to sort out where there is an infringement.  Mr Lawrence has suggested that the Council consults Cllr Butcher.  Cllr Packington advised that if someone runs a jumble of a site there is a clause 142 where the Council can asked for the site to be cleared up. He will contact Richard Butcher to discuss.

c. Local Development Framework: nothing to report.

6.  Finance:

a.      Payments: The payments as Appendix B were signed and approved.

b.      Letters of ‘Thanks‘ re Grants: The Chairman read out letters of thanks from Craigmyle Glebe, Scouts and the Caterham Team Ministry

7.  Highways & Rights of Way:

a. Highways Monitoring and Reporting:  Cllr Fuller advised that he had received one report this month.

 The Chairman read out a letter received from Peter Agent, acting Local Transportation Director of TDC who had written to all the road frontages on the North End of Butlers Dene Road re the poor state of repair.  The Chairman asked the Clerk to speak to Highways in a few weeks to find out what response had been received. Action: Clerk to contact Highways Department

b. Crescent: Nothing to report.

c. Service Road: Cllr Packington advised that the contract had been signed and the contractor had started work on the 3 May. Most of the work had now been achieved.  Cllr Packington reported that the contract had been signed as requested at April’s meeting.

d. Footpaths & Bridleways: Cllr Bantick asked whether the meeting had been arranged between Titsey and Compton Estates and Phillippa Gates of Bridleways to discuss the amount of fly tipping along BW92. Cllr Jeffery advised that this is in hand and that Peter Green from Oxted Parish Council is also very interested in attending too.        Action: Cllr Jeffery and Clerk to arrange meeting with Agents/Bridleways/Oxted PC

d.  Road Sweeping Schedule: Nothing to report.  Item to be removed from agenda.

e.  M25 Noise Pollution: The Chairman read out a letter from the Department for Transport - Highways Agency - which had been forwarded by Limpsfield Parish Council re section 2 of the M25 rapid widening scheme (including Junction 5-7).   The letter advises that Section 2 of the works would be unlikely to start before 2010 but stated that the full carriageway on these sections to be widened will be finished with a quiet surfacing.

8.  Reports:

a. Meeting with Graham Jacobs & Andrew West (new SCC Highways Steward)  Cllr Jeffery reported that himself together with Cllrs Packington and Batterbury met with Andrew West and Graham Jacobs of SCC Highways Department to discuss various items.  

1.   The Island in Slines Oak Road.  Highways agreed to cut back the Island down a bit and plant ground cover on it.  The Parks Department would be consulted on what the appropriate plants to use.  The Parish Council would be asked to contribute if anything more than the minimal work was required.

2.   Cllr Jeffery advised they had shown Andrew West the drains around the Green which are always blocking and flooding and he has agreed to arrange for them to be jetted out.

3.   Cllr Jeffery reported that he had also mentioned to Andrew West that his predecessor had agreed to put the Viewpoint on their cutting schedule.

4.   Cllr Batterbury advised that Andrew West had also agreed to replace the post outside of the Church in Croft Road which had been knocked down but had stated that this would only be replaced once.

b. APM: Cllr Jeffery had informed the public that the Parish Council had received a letter of complaint with regard to the accounts for the April - December 2004 period.  He had asked if anyone wished for the letter to be read out or to know who it was from but no interest was shown

9.  Miscellaneous Matters:

a.      Airports: nothing to report.

b.      Village Apparaisal: nothing to report and remove from agenda.

c.      Village Design: This document is available on TDC’s website until 16 June.  Cllr Jeffery advised that he had been in contact with Paul Newdick at TDC to see whether any responses had been received and was informed that  none had to date.

d.      Viewpoint on the Ridge: Nothing to report - item will be removed from the agenda.

e.      Newsletter:  The next newsletter is planned for September. 

f.       Recycling: Nothing to report.  The Chairman advised that we had received a Surrey Minerals and Waste Development Framework document which asked for a response by 1/7/05.  The Chairman asked Cllr Batterbury to decide if a response should be made.  If so, he was asked to pull out the key points and advise all councillors within the next two weeks.  This could then be discussed at the next meeting.

g.    Post Office: Cllr Jeffery advised that the Local Manager is still enquiring as to why the post lady did not get her permanent contract.  The Chairman mentioned that the lease in the shop is up shortly on 8/6.  Cllr Jeffery advised that he understood that the landlord was seeking a significant increase for a 15 year lease and the future is therefore uncertain. 

h.     Litterpick: Cllr Packington thanked everyone for helping and especially thanked Cllr Bantick for all her help in organising and liaising the teams on the day. Cllr Packington said that again useful lessons had been learnt to further improve the operation. The Chairman suggested it would be useful to write a document on ’How to run a litter pick’ to possibly help other parish councils with a similar operation..  The next litter pick will be on 24 September. 

i.       Road Group: Cllr Jeffery advised that the road plan of suggestions detailing speed and safety proposals and been on show and four responses had been received.  The police had seen the map and considered there was evidence to support it.  It had therefore been discussed at the Police Meeting held prior to this Parish Council meeting.  Cllr Jeffery advised that he will meeting with highways in a week or two to discuss taking matters forward.  He would welcome any further comments as soon as possible.

j.       Security: Cllr Jeffery advised that the camera has now been removed from Church Road as it had achieved its initiative purpose (reducing crime in the area).  The Police suggested that the Parish Council could purchase a similar permanent camera for £8,500.  Cllr Jeffery said that grants would not be available at the moment as they are being reassessed.  The Council did not think the current situation justified this expenditure and would monitor the situation.

k.      Woodlea Parking: Nothing to report - ongoing.

l.    Trafalgar Day:  Cllr Packington advised that the Steering Committee was now made up of 12 people and that a number of events were planned for the weekend of the 21/23 October.

      11/6      Trafalagar Ball

      21/10    Night Party and Beacon

      22/10    Trafalgar Dinner

      23/10    Church Service

 Cllr Moylan advised that the Parish Council will not now need to put £2,000 towards the fund as the monies will come from the Millennium Committee.  The millennium fund would provide a grant to fund the fireworks and this would be repaid from money raised from the events.

m. Station Parking: Cllr Jeffery advised that we had received a letter regarding the parking in Church Road from a resident of the road who indicated that the situation has deteriorated since the car parking charges were put up.  The Chairman advised that she will give this some thoughts and write a letter to TDC to see whether anything can be done to alleviate the situation.      Action: Chairman to write letter

10. Meetings to attend:             Surrey Rural Stress Initiative 22/6 - councillors did not feel this was relevant - no  response

11.  Correspondence: The Correspondence folder for the month was circulated to all Councillors during the meeting. 

12.  Any Other Business:

a.         Diary: All Councillors completed diary dates for June.

b.         Cllr Jeffery gave thanks to Anne Hamer for all her hard work in keeping the trough on the green in bloom for the past 9 years and advised that Gwen Battersby has taken on the role.

Meeting finished at 8.55; 2 members of public present; Next meeting 30 June 2005.

APPENDIX B

WOLDINGHAM PARISH COUNCIL

Gold Account

Balance as at 26 May 2005                                                £49,569.45

Payments Authorised during the month

CM Fuller & Partners (rent)                                                  £50.00

J Jeffery re Newsletter                                                         £274.62

Village Hall Rent                                                                  £22.95

Savings Account

Karen Newman Wages & Expenses                                     £438.90

Caterforce    (re Post Office)                                               £411.25

Village Hall Rent for 2 Rooms                                               £36.45

Caterforce re drink for APM                                                 £60.25

Jeff Jeffery re food for APM                                                 £12.60

Colin Packington re Service Road                                         £26.66

Expenses for the month                                                    £1,333.68

Balance                                                                             £359.51

Village Design Account

Payments Authorised during the month

Jeff Jeffery re Photocopying of document                             £63.20

Jeff Jeffery re Photocopying of R. Butcher’s letter      £1.25

Balance                                                                             £3,584.27