MINUTES of a Meeting held at the Woldingham Village Hall, Woldingham on 30 August 2007 at 7.30pm.

Present: Jill Meekings; Bobby Johnson; Colin Packington; Sally Marks; Michael Batterbury; Rodney Fuller; Karen Newman (Clerk)

1. Apologies: Cllrs Moylan, Williams, Jeffery

2. Minutes: The Minutes of the meeting held on the 26 July had been circulated and were signed by the Chairman as a correct record subject to the following amendments:

1. Meeting was at Garden Village Peace Memorial Hall

4. Matters arising:

8. (b) The meeting will be held at Cllr. Marks house

9. (a) Cllr Batterbury replied that such reports were not now received via Cllr. Fry but would try to find other means of obtaining this information.

He also said that a local resident in Lunghurst Road was very concerned about low flying aircraft over Woldingham and regularly sent him detailed reports. This resident had now agreed in principle to send these reports to BAA and was willing to work informally with the Parish Council. Cllr. Batterbry would now liaise with him to progress this matter.

9. (i) Cllr. Batterbury produced details of the revised cycle stand which the PC had agreed at the last meeting (i.e. flat concrete blocks with a groove for the cycle wheel) and indicated the purchase prices. Cllr. Jeffery agreed to show this to Mr. Amin. Cllr. Batterbury also referred to the repairs required to the noticeboard platform and it was agreed that Cllr. Batterbury would arrange for these repairs to be put in hand.

3. Declarations of Interest

Cllr Marks - member of another authority Surrey County Council

Cllr Johnson - Company Secretary of Woldingham Magazine

Chairman Jill Meekings - Registered owner of the Domain of Woldingham.com

Cllr Packington - Forest Ridge/Edgehill, Park View Road

Cllr Fuller - re potential storage

4. Matters arising: Action list which had been circulated to all Councillors before the meeting was discussed and will be updated for the September meeting.

5.  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.   

b.     Infringements: Cllr Packington read through the infringement report which had been circulated to all Councillors before the meeting.   The Council asked Cllr Packington to write to TDC regarding the precedent for metal gates in Woldingham.

6.  Finance:

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

b.     The Chairman advised that the annual return had been submitted and the required notice was displayed on the notice board.

7.  Highways & Rights of Way:

a. Highways Monitoring and Reporting:  The Chairman advised that herself, Cllrs Marks and Fuller met with Roger Archer Reeves and Derek Poole of Surrey County Council.  The Chairman confirmed that one of  Mr Archer Reeves responsibilities was repairing roads.  The Chairman reported that Mr Archer Reeves stated that SCC has a limited budget with priority going to major roads in the County.  However a dedicated ‘gang’ resource was promised to carry out a week’s work on our worst roads. The Chairman asked Mr Archer Reeves when Woldingham could expect implementation of the lower speed limits signs. This is unlikely to take place before the end of the year with the speeds introduced around April 2008.  The scheme was agreed by the local committee in October 2006.  Councillors consider this unacceptable and reflects badly on the efficiency of SCC.

Cllr Johnson mentioned about the poor state of Butlers Dene Road (Halliloo Valley Road end) and brought with her a copy of a letter from the former SCC Local Transportation Director dated 11 June 2004.  This had been sent to residents in the road reminding them of their responsibility for repair, otherwise the work would be carried out and charged to residents by SCC. The Council agreed that the Chairman would write to Mr Archer Reeves to ask him to repeat this exercise.

Cllr Fuller advised that he had had a meeting with Steve Cunnah and had walked around the Village.  Mr Cunnah confirmed that Halliloo Valley Road is a long term problem as the bank is being washed away by water erosion and suggested putting a white line down the edge to define where the edge actually is.

Cllr Packington advised that the Service Road had had its hedges cut and the Parish Council agreed to pay the invoice. 

Cllr Marks mentioned that Grasmere, Northdown Road has had a new driveway built with a wall either side which goes right down to the road and advised that this is dangerous.  It was agreed that Cllr Johnson would write to TDC in this respect.  Cllr Marks also advised that Lunghurst Road had been surfaced dressed.

8.  Reports:

a. Meeting with Roger Archer Reeves of SCC: reported above.

9.  Miscellaneous Matters:

a. Airports: The Chairman thanked Cllr Batterbury on bringing Alan Simmons on board to help with airport matters.  The Chairman said that it would be very good if Alan could be the ‘voice of the village’.  Cllr Batterbury will draft a thank you letter for the Clerk to send.

b. Recycling: The Chairman mentioned that she had received an e-mail from Angie Hua re a survey on Waste Minimisation Awareness Campaign and it was agreed that the Chairman would put together a note for the website and notice board.

c. Station Car Park:  The Chairman advised that a response had been received from Mr Gordon Keymer advising that he would be asking one of his officers to reply.  Clerk to chase response.

d.  School Parking: The Chairman asked that the Clerk contact Miss Judith Croft, the Headteacher of Woodlea regarding the proposed turning circle.  Cllr Johnson mentioned that Mr Bob Evans of TDC had suggested that a representative from the Parish Council should stand on the Governing Body and asked whether the Council could consider this.  It was agreed that the Chairman would look at the School’s website to see whether an opening was available.  Cllr Marks advised that the representative would not be standing on behalf of the Parish Council but as an individual.

e.  Xmas Event: The Chairman confirmed that the second Carol Evening will take place on Friday 14 December and the Clerk is in contact with the Salvation Army re attending.

f.  Community Gang: Slines Oak Island - In Cllr Jeffery’s absence Cllr Johnson advised that the community gang had cleared the Island.  Cllr Jeffery had spoken to Nick Fuller who will progress the rest of the works within the agreed cost of £791.

g. Improved signage: In Cllr Jeffery‘s absence Cllr Johnson reported that Cllr Jeffery had spoken to Lyn Dunn of the Millennium Committee who had suggested that the ‘Millennium Fund‘  would be willing to fund a new sign.  The Chairman asked that the Clerk write to Lyn Dunn to explain where we were with the process and to set a deadline for a response.  It would be helpful to have a meeting with the Millennium committee to agree the way forward.  Action: Clerk to write letter.

h. Bike Rack: Cllr Jeffery had not yet spoken to Mr Amin - so will report back at September’s meeting.  Cllr Batterbury confirmed that he will go ahead and order two blocks to be placed next to the Parish notice board and seating.  A vote was taken and carried to order two blocks of £60 each. 

i.  Storage: The Chairman asked for Cllr Fuller to leave the room whilst the subject was discussed.  The Chairman mentioned that the Parish Council records need to be more adequately stored and protected.  We had received a quote of £35 per month for 80 sq ft from a third party storage company (Yellow Storage).  Warren Barn Farm had offered the Council 100 sq ft purpose built dedicated space which may cost up to £1,000 to adapt  The advantages of having such a site in the village was discussed and it was agreed that this was the best way forward given comparable prices with other options.  The Chairman advised that she will draw up a 5 year contract with Warren Barn Farm for agreed rent payable in two parts 1 April and 1 October which will include all meetings on site as well as storage.  The payment to carry out the work will be considered as rent paid in advance. There will be a break clause by either party and a rent review built in.  This was felt to be a good solution. The Chairman asked the Parish Council to vote for drawing up a contract, the vote was taken and passed.

j.  Christmas Tree: As requested Cllr Fuller had looked into costs of a Xmas Tree for the Green and advised that the costs would be in excess of £1,500.  It was agreed that this idea would be dropped and removed from the agenda.  The Parish Council agreed that it would put too the next public meeting the idea of a Xmas Tree on the Green.

k. Survey of Hedges: Cllr Marks advised that there were severely overgrown hedges at the end of Lunghurst Road which belonged to the rear of a property in Butlers Dene Road a d asked for a letter to be sent to the resident in question.  Action: Clerk to write letter.

l.  Village Information Packs: The Chairman advised that the Parish Council are working with the Woldingham Association on the website. Discussions had been held with the WA who would ocntinue to produce a village information pack which would be givne only to people hwo joined the WA.  It was felt that many new residents now used the village webs site, both when considering whether to move here and as a source of what goes on.  Also, paper based packs are difficult to update etc.  Therefore it has been decided to put all the information on www.woldingham.com .  There will be a main ’New Residents topic’ which will link both to the WA information pack and to other pertinent information thought of interest to residents. 

m.Future Projects: The Chairman confirmed that the Clerk had circulated to all Councillors the list of project ideas from the APM.  It was agreed to put a sub list in the next newsletter.  The Clerk was also asked to write to Mr Aggiss advising that the Parish Council understand that the Village Hall are putting plans forward and the Council is keen to help and could a meeting be arranged. Action: Clerk to arrange meeting.

n. Lower Speed Limits - covered above

o. British Legion Banner - The Parish Council had heard from Mrs Jenny King before the meeting regarding the request for the Parish Council to pay for the repair of the British Legion Flag - the Parish Council voted to support this and asked Mrs King to submit the quotation when she receives it.

10. Meetings to attend:

4 September - LORDS Cllr Williams to attend

5 September - Planning Forum Cllr Johnson and Packington

8 September  Horticultural Society - PC Meet and Greet 2.30 - 4.30

27 September Steve Cunnah Community Gang Meeting 10am

11.  Correspondence: Correspondence received during the month was circulated to all Councillors during the meeting.

12.  Any Other Business:

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

b. Cllr Fuller advised that a post and post box and been put up in BW92 and it was agreed that Cllr Packington would write to TDC  in this respect.

c. The Chairman asked all Councillors to think of ideas for the November newsletter.

d. Cllr Johnson advised that there had been an article in The Telegraph in which they are looking into whether Cold Calling Schemes are legal.

Meeting ended at 9.45  - 4 members of the public present

Topics brought up:        British Legion Banner

                                    Flightpath help

Appendix A

Recommendations of planning group:

 
07/1170 Huseby, Upper Court Road –erection of bay window and infill of existing jetty to east elevation(certificate of lawfulness for a proposed development)  - No objection

07/1123  2 Clare Court – formation of vehicular access - No objection

07/1245  Gabilan House, Park View Road – demolition of garages, stables and pool plant shed.  Erection of outbuilding with retaining wall. - No objection

07/1247  White Lodge, Park View Road – demolition of side additions.  Erection of part 2-storey/part single storey extension to side elevation, single storey side extension and single storey extension to front elevation. - No objection

07/1251  Tynwald, Park View Road – erection of single storey rear extension.- No objection

07/1252  Little Wold, Southfields Road – erection of porch and pitched roof over existing dormer window on front elevation and first floor balcony to rear elevation. - No objection

02/1083/R  Pine Haven, Park Ley Road –  erection of 2 storey rear extension with terrace (renewal).- No objection

07/1276  Conewood, Upper Court Road – demolition of single storey extension to west elevation.  Erection of 2-storey extension to west elevation , first floor extension to front elevation and hipped roof to east elevation. - Objection – over extended in G.B,

07/1341  Chaldon Farm, Gangers Hill – demolition of conservatory, chimney and covered area on west elevation.  Erection of single storey side/rear extension, dormer window to front and rear roof slopes and amendment to extension approved under reference TA/2001/110/A relating to changes to the fenestration. - No objection

07/1333  The Warren. Church Road – demolition of existing house erection of 2-storey dwelling with roof accommodation and detached triple garage.- Objection

07/1336 Clon Lowick, Slines Oak Road – demolition of garage, utility room and conservatory.  Erection of part single/2 storey side extension. - No objection

07/1303  Appleton House, Camp Road – demolition of garage.  Erection of detached double garage. - No objection

07/1346 Valley Lodge, Butlers Dene Road – demoltion of single storey section of building.  Erection of 2 storey side extension.-  To be discussed

07/1357 Coombe Cottage, Butlers Dene Road – demolition of 2 garages.  Erection of detached garage. - To be discussed

Decisions by TDC under delegated powers:

Approved

07/872  Umberleigh, Slines Oak Road – demolition of carport.  Erection of single storey side extension, pitched roof over resulting building and dormer windows to front and rear slopes.

07/955  1 Church Road  - change of use of garage to habitable room.

07/956  Wheatfields, Marden Park – erection of single storey side extension. 

07/1030  Copper Beech, Station Road – erection of single storey side extension.

07/944  Spinney Corner, Church Road – erection of first floor side  and rear extension over existing flat roof and garage.

07/1083//TPO  7 Beulah Walk – TPO 206T – fell 1 ash and crown reduce 1 ash by 25%.

07/722  Grasmere, Northdown Road – erection of 1.2m high chain link fence to front boundary.

07/773 The Woldingham Golf Club, Hallilloo Valley Road – demolition of bin store and beer store.  Erection of single storey side extension with staircase over. 

07/770 The Woldingham golf Club, Halliloo Valley Road - erection of balconies to east elevation and replacement of external doors with windows to south and east elevations.

REFUSED

07/1028/TCA  Beech Tree Cottage, Northdown Road – Fell 1x Beech tree to rear of property.

07/846  Westview, Southview Road – erection of pool cover (certificate of lawfulness for a proposed development)

Appeals

07/434  Fox Barn, Marden Park – erection of stable building together with hardstanding and access onto bridleway.

06/1773  Chaldon Farm, Gangers Hill – demolition of conservatory.  Erection of single storey extension to north and east elevation and part 2-storey/part single storey extension to west elevation and erection of dormer window to 2^nd floor rear roof slope.

APPENDIX B

Gold Account

Balance as at 30 August 2007                                                  £59,237.98

Transfer to Current 30 August 2007                                           £1,000.00

Expenses to be paid:

Karen Newman             Wages                                                 £434.40

                                    Expenses                                               £76.00

Village Hall Rent                                                                          £14.62

Liquidity Ltd (Canby re Bags)                                                    £381.88

Viking Direct                                                                                 £32.91

Expenses for the month                                                              £939.81

Balance                                                                                          £692.45