MINUTES of a Meeting held at the Village Hall, Woldingham on 29 July 2004 at 7.30 p.m.                                           

Present:           Jeff Jeffery (Chairman); Maggie Bantick; Julie Moylan; Colin Packington; Michael Batterbury; Bobby Johnson; Rodney Fuller                          

Also in attendance:     Karen Newman – The Clerk

1. Apologies: Cllrs Meekings and Marks    

2. Minutes: The Minutes of the meeting held on the 24 June 2004 had been circulated and were signed by the Chairman as a correct record.

3. Declarations of Interest: No declarations of interest.

4. Matters arising: No matters arising

5.  Planning Matters:

1. Current Applications: 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. 

Northdown House: Cllr Bantick reported that the amendment to the planning application permitted on appeal had been allowed by TDC, which would increase the size of the building closer to the first application which had previously been refused by TDC. The Chairman asked that a letter be sent to TDC, giving the PC’s opinion that a great deal of time and money had been expended to object to the second application, but that now almost the same bulk as that in the original application had now been achieved

Ferrers and Cherrys, High Drive are both a direct challenge to the Woldingham Policy.  Ferrers challenges the 0.2ha plot policy and Cherrys the second in tandem or back development.

Park Mews: The Chairman advised that he had been looking into consulting a Planning Consultant and had contacted Tim North, who is a Planning Consultant used by Dormansland about him coming up to back the Parish Council about the new planning application of Park Mews. 

Tim North advised that he would not take on the case because we would be paying him for a lost cause.  His reasons are that the new feeling of reuse of premises on the green belt has now swung towards office usage rather than residential and consequently we would not succeed in our objections. The Chairman asked Tim North if the appellant has to give reasons to why she wants to change it and he advises that they don’t have to prove that they cant sell it and the most the Parish Council could do is to write to Mr Mason and just say has he asked the question ‘on how much have they tried to sell it as a going concern’.

Applications considered at the meeting:

Kilmington, Church Road: the application was discussed and the Council agreed that they had no objection subject to standard conditions re materials.

The Saddlery – Cllr Bantick read out reports made by Cllrs Packington and Meekings and advised that she would contact the planning officer as the Woldingham Policy covers residential use and commercial use was an area the Parish Council had not come into contact before.  In principle the Parish Council would wish to encourage businesses in the Crescent.

 Appeals:

Current

a.      Gable Cottage, Station Road – Informal hearing 21 September 2004

b.      Cherrys, High Drive – Informal hearing

c.      Hurst Place, Woldingham Road

d. Springfield: The Chairman advised that the appeal had taken two days and a site visit would take place on Wednesday 4 August at 1.30pm by the Inspector.

The Chairman advised that a reply had been received from the Clerk of Oxted Parish Council after the clerk had chased up a reply.  Oxted Parish Council stated that they feel enforcements are a matter for Tandridge District Council and would not be able to contribute towards the costs of the appeal.

All Cllrs agreed that a bunch of flowers in appreciation of her work should be sent to Ms Saira Kabir-Sheikh at her chambers and a formal letter of thanks will be sent to Mrs Burgess Winning.

Infringements:

Cllr Packington advised the meeting that he had e-mailed Mr Lawrence on the 23 July regarding various matters and had received the following replies to which he felt that progress had been made:

Bromfield Stud: An enforcement notice had been authorised and prepared and would be served next week against storage of roofing and building materials and vehicle parking not in connection with permitted stable use. Mr Drea’s Property on BW92: Aerial photographs are being obtained to establish whether any of the buildings have been on site for more than 4 years as preliminary to enforcement action.

Park Mews, Marden: Final warning regarding prosecution pursuant to enforcement notice allows 3 months ie. until mid August to arrange voluntary rehousing.

Whistlers Steep: Further site visit next week to check ‘track’ and rebuilt outbuilding (application still invalid) as preliminary to enforcement action.

Cllr Bantick asked re Park Mews why the 3 months did not start from the ate of the appeal decision in March and Cllr Packington will write to Mr Lawrence asking for clarification.

6.  Finance:

1. Payments: The payments as Appendix B were signed and approved.
2. The Chairman advised that a new receipt had been received from St Paul’s & St Agatha’s Parochial Church Coucnil clearly stating that the grant monies were specifically towards the provision of new paths for safety reasons.
3. Cllr Packington handed the Clerk the revised schedule received from Allianz Cornhill and mentioned that a new bank mandate is needed for Cllr Moylan.

7.  Highways & Rights of Way:

1. Highways Monitoring and Reporting:  Cllr Fuller advised that he had received one report.

Cllr Bantick asked what progress had been made with regard to Butlers Dene Road.  Cllr Johnson said that she had a copy of the letter, which was sent by Highways Department to the relevant householders and read out the letter to the meeting.  Cllr Johnson mentioned that some of the pot holes have been filled albeit not particularly well.

The Chairman mentioned the Island in Slines Oak Road, which has been inspected by TDC and asked for a formal letter to be sent.  The Chairman stated that the brickwork is dangerous and crumbling and the grass has not been cut.  The Chairman asked for all Cllrs to think of ideas to tidy this eyesore and a decision will be discussed at a later date but mentioned that maybe this could become a ‘project’ for next year’s precept.

2. Crescent/Service Road: Cllr Batterbury confirmed that the letter had been sent to Surrey Highways re the pavement and a cost had been confirmed as £19,338.28, which includes the forecourt outside the shop.  The work will be carried out by Carrillion under the supervision of the Highways Department and will commence either the 2^nd or 3^rd week of August taking 4 – 5 weeks and making sure that there is safe access to each premises.   Cllr Batterbury confirmed that he had drafted a letter to residents, which needs agreeing by e-mail.

3. Service Road: Cllr Packington asked whether the letter he had drafted to all residents and landlords had been sent.  The Clerk confirmed that the letter had not gone as she was still waiting for a full list of addresses.  Cllr Packington advised that he had received 2 tenders and that the cost of the service road will be in the region of £38,000 and asked if an order can be placed.  Cllr Packington confirmed that he is still waiting for a 3^rd tender.  The cost has risen substantially as the road is now longer as it turns round and comes down the tennis club road a little way the length of the car park, repairs are needed in the tarmac and there is also a drainage system.  Cllr Johnson queried that we need to look at the precept figures to ensure that enough monies are available.  The Chairman asked whether the work could be done in two stages.  Cllr Packington confirmed that the works could be done in either two or three stages.

d.     Footpaths & Bridleways: Cllr Bantick mentioned that the footpath between High Drive and Long Hill is becoming overgrown.  Cllr Bantick will check the House names and advise the Clerk who will then issue the usual letters.

 8.  Reports:

a.      PCPG – Cllr Moylan and Marks attended.  Cllr Moylan advised that crime figures for Woldingham were not available. 

b.     TLC 16/7 – The Chairman mentioned that the question had been asked on the roads and speed limits.  There was a discussion by the TLC Group chaired by Cllr Marks asking whether a report should be prepared on reducing the speed limits in villages to the North of the M25.  The Chairman confirmed that you can either ask a question or hand in a petition and feels that using the newsletter to announce that a petition will be raised to lower the speed limits around the village and that we would be working along with Chelsham & Farleigh and Tatsfield would be the next step.  The next meeting of the road group will take place next week.

9.  Miscellaneous Matters:

1. Airports: Cllr Johnson asked whether a reply had been received from Andrew Walters to the letter that was sent on behalf of the East Surrey Parishes Liaison Group.  The Clerk confirmed that a reply had been received and will let Cllr Johnson see sight of the letter.  Cllr Johnson confirmed that Mr Stratton of the WA attended the Flightpath meeting on the 27/5 and the next meeting will be on the 2 September.  Flightpath sent a copy of the minutes direct to the Chairman.   Cllr Johnson mentioned that Gordon Haywood who is a member of Bromley Council feels that the Government’s admission from the White Paper could mean that they are interested in further long term development and Mr Haywood has agreed that a further meeting of the Leader of the Council, the Deputy Secretary of State for Transport and the local MP for Bromley would be a good idea.  Cllr Johnson also mentioned monitoring.  Peter Stratton of the WA raised the point that he felt flights from BHAL had increased and appeared to be flying lower.  It was suggested that local residents could borrow the altitude meter and log dates and times of offending aircraft and complain to BHAL.  This will be brought up at the WA/PC meeting to be held on Monday 1/8.
2. Village Appraisal:  The Chairman went through through the Village Appraisal Implementation Task List.  Cllr Johnson responded to ‘

Publicise current activities and new activities’.  Cllr Johnson explained that these areas are covered by the Woldingham Magazine but the magazine can only print the information as it is given to them.  Cllr Johnson mentioned that there is a diary held in the Village Shop for people to put dates of events and advised that the magazine had publicised two adverts asking for people to do this but the diary is not being used.

Sponsor Subscriber List: Cllr Johnson confirmed that people who subscribe to the magazine get a subscriber list automatically for their £10.  The list was available to purchase in the Village Shop but residents have asked for the list to be removed as they felt it was available to just anyone driving through the village and this was a security risk.

Organise an Annual Road Safety Campaign: Cllr Johnson suggested getting in touch with the local police and get ideas on how this could be done.  Cllr Packington asked why the Road Group could not look at doing the Annual Road Safety Campaign.  Cllr Johnson suggested contacting Sue Woolacott and to offer the children a presentation on road safety.

Publicise home based services: Covered by the Woldingham Magazine, Village boards and web site 

Assess/Action environmental concerns: Cllr Batterbury has discussed ideas with Martin Barnet and Martin Barnet has responded in a letter, which was circulated in the correspondence folder. 

Incorporate focus for improvement activities: Cllr Packington responded that all village projects are publicised in the newsletter.

Request for specific progress to be publicised: All projects are mentioned in the quarterly newsletter.

Dog Waste Bins: This item will be placed back on the agenda.  Cllr Batterbury will contact TDC re placing dog waste bins at the Crescent with notices.

PC to publish regular updates on its work: This item is covered by the quarterly newsletter.

PC to publish summary of planning guidelines:  Cllr Bantick will produce a list of planning guidelines which will be put in the newsletter.

Press for action on Bug Hill & other danger spots: The Road Group is looking into Bug Hill Junction.

Organise collection of incident statistics: Item was covered by the Road Group

3. Village Design Statement:  Cllr Johnson advised that she working very hard to try and amalgamate the comments made by the Woldingham Association with the draft document.

4. Viewpoint on the Ridge: The Chairman confirmed that there are five more days work left.   The Chairman advised that the Quarry wanted a double safety fence put up and confirmed that Surrey Highways have agreed to replace the safety fence.   The Quarry will take the responsibility of maintaining the area between the 2 fences ie. keeping clear of rubbish.
5. Newsletter:  The Chairman advised that Cllr Batterbury has agreed to be the new Editor and the next newsletter will be in August.
6. Recyling: Previously covered.
7. Post Office:  The Chairman advised that the contract for the temporary Postmistress has still not been received and he will chase up the Post Office. 
8. Station Parking: Cllr Meekings had e-mailed all Cllrs with three options.  Cllr Johnson advised that she was in favour of a two tier parking price system and it was agreed that a meeting would be set up with TDC to investigate costs etc.
9. Road Group: The Chairman confirmed that a trial traffic sensor took place on Halliloo Valley Road and the next meeting is on Thursday 5 August.
10. Security:  The Chairman confirmed that he had replied to Geoffrey King who had contacted him and said that as he saw it the Parish Council did not want to be involved.  The Chairman advised that he has been approached by a resident who would be willing to assist Jane Torrance with the organisation of the Local Neighbourhood Watch and then if he has the Parish Council’s backing continue with the local co-ordination.  The Parish Council voted that they are in favour of the extension of the neighbourhood watch scheme and would back the new co-ordinator.  The Chairman advised that he had been to Caterham to ask where the Church Road camera was being viewed and they advised that it records internally for 28 days before starting again and re-recording.  It is not on permanent view at their monitoring centre but it can be accessed manually if there is an incident.
11. Woodlea Parking: The Chairman advised the meeting that correspondence has already taken place with Mrs Woollacott and suggested that a meeting be set up to discuss the continuing parking problems. Action: Clerk to write to Sue Woollacott

12. Litterpick:  Cllr Packington confirmed that he had marked the ‘safety’ jackets with the Initials WPC.   

10. Meetings to attend

1. WA/PC liaison meeting 2/8
2. Flightpath 2/9
3. Chislehurst Road Group 4/9

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

12.  Any Other Business: a.Cllr Packington reported that the land upon which the village sign stands adjacent to Mr Westall’s land was in fact ceded into Public Ownership in 1964 by Arthur Long and will be writing to Mr Westall accordingly.

Diary: August diary was passed around for all Councillors to complete.

Meeting finished at 10.56pm.

2 members of the public attended part of the time.

Peter Johnson made a presentation on behalf of St. Paul’s church before the meeting.