MINUTES of a Meeting held on the 30th September 2004 in the Village Hall, Woldingham commencing at 7.30 p.m.

Present:                       Jeff Jeffery (in the chair); Julie Moylan; Bobby Johnson (part of the meeting); Colin Packington; Michael Batterbury; Jill Meekings; Rodney Fuller

In Attendance:             Karen Newman (Clerk); Richard Butcher (part of the meeting)

Apologies:                   Cllrs Sally Marks and Maggie Bantick

1.     Minutes:

The Minutes of the Meeting held on the 26 August 2004 had been circulated and were approved and signed as a correct record subject to the following amendments:

6c providing not proving

8b full not fulkl

2. Declaration of Interests – None

3. Matters Arising: No matters arising.

4.  Planning Matters 

a)     Current Applications: Cllr Johnson advised the meeting that the planning applications for Cotswold, Southfields Road and Chalk Quarry, Dukes Hill and been refused.  Cllr Johnson also mentioned that Cllr Packington had done a lot of research into Tillingdown Farm, Tillingdown Lane re installation of 12 metre high telecommunications mast and as the information was the same as the pre-application notice and it does not cover Woldingham then the Parish Council had no objection.

Highlands, Butlers Dene: Cllr Johnson advised that Cllr Fuller and herself see no reason to object.

A copy of Appendix A had been circulated to all members before the meeting and the recommendations of the Planning Group were ratified.

Hurst Place: Cllr Johnson had e-mailed all Councillors beforehand with her observations on Hurst Place and mentioned that there is no change in the size and that the same arguments apply as in the original application.  Reply required by 7 October.  The Chairman suggested that we should add to the letter of objection that the grounds on the earlier application remain relevant and it should not have been accepted by Tandridge as the planning application is identical

Bramley Cottage, Station Road: Cllr Johnson confirmed that Cllrs Meekings and Moylan had viewed this property and they felt that the overall plans would improve the look.  Cllr Johnson mentioned that a neighbour is worried about losing sunlight but advised that this is not grounds for objection to a planning application.

Littlewold, Tydcombe Road: Cllr Johnson advised that this application is not in Woldingham but in Warlingham Parish.  The application is to build 3 x 6 bedroomed Houses and the houses would be visible from Halliloo Valley Road. Cllr Johnson showed the proposed drawings to the meeting and it was agreed that the Parish Council would support Warlingham Parish Council in their objection.

Park Mews:  It was confirmed that Mrs J King had been requested to speak in objection to the planning application on behalf of the Parish Council as well as the Woldingham Association, but in fact had not been called as the application was rejected

(c) Infringements: Cllr Packington reported on the position with regard to outstanding matters as follows:-

(1) Broomfield Stud: Mr Lawrence had issued an enforcement notice effective from 14 September but an appeal has now been received and requirements of notice suspended until the Inspector decides. Cllr Packington to contact Mr Lawrence and ask him what kind of appeal.

(2) Mr Drea’s Property on BW92: Mr Lawrence informed that some stable buildings appear to be more than 4 years old and are therefore now immune from enforcement action but the others will be pursued. 

(3) Park Mews: Solicitor has now been appointed and a preliminary hearing for prosecution pursuant to enforcement notice has been set for 12 November 2004 at Redhill.

(4) Whistlers Steep: Cllr Packington contacted the Land Registry and confirmed that the land is owned by Mr Patel.  Mr Lawrence will now issue an enforcement notice to his Croydon address.

(5) The Holm, Station Road: Mr Lawrence has reviewed the file and the changes made to approved plan during construction does not appear to be in any breach of planning control.  Cllr Packington advised that as the Parish Council had received complaints about the works he was obliged to bring this to Mr Lawrence’s attention.

(6) Springfield: Cllr Packington reported that he had received a telephone call from Mr Lawrence who confirmed that the Inspector had disallowed the appeal but some smaller shelters would be acceptable.  Mr Lawrence asked what the Parish Council would consider acceptable and Cllr Packington confirmed that 2 horse shelters would be considered acceptable.

5. Finance

(a)   Payments: The payments listed in Appendix B were approved.

(b)   Precept 2005/06: The Chairman asked all Councillors to think about the Precept for 2005.

(c)   Audit 2004: The Chairman advised that the Audit for the year ended March 2004 had now been completed and returned without any matters arising.  The Chairman confirmed that the notice and pages 1-3 of the Annual Return had been put up in the notice-board as legally required.  Cllr Meekings advised that she would put the 2004 accounts on the web-site.

(d)   The Chairman advised that any grant applications received will be considered at the November meeting and confirmed that 2 requests had been received so far from East Surrey Museum and St Agathas Churchyard.

6. Highways & Rights of Way

(a)   Highways Monitoring & Reporting: Cllr Fuller advised that he had received no road reports.  Cllr Packington advised that he had sent a road report that evening.  The Chairman advised that himself and Cllr Packington had had a meeting with Surrey Highways re the Island in Slines Oak Road.  Surrey Highways have suggested lowering the Island and putting ground cover to stop the need for mowing and have asked whether the Parish Council could contribute towards the cost.

(b)   The Crescent: Cllr Batterbury confirmed that the works had finished last Friday and a site inspection would take place next Monday between Surrey Highways and the contractor. The contractors had now provided access ramps to the Stores and lowered some of the kerbs in the locality to assist wheelchair users. The whole operation has been carried out very professionally and it was suggested that on final settlement a letter of thanks be forwarded to Surrey Highways at Tandridge.  Cllr Moylan reported that she has received lots of positive comments with regard to the new paving.

(c)   Service Road: Cllr Packington reported that he had now received 3 quotations and will be looking to talk to the 2 lower tenders.  Cllr Packington asked that a Service Road Group meeting be set up.

(d)   Footpaths and Bridleways:  Cllr Packington confirmed that the Right To Roam came into force on the 19 September and he has obtained a new ordnance map showing the areas covered.  Cllr Packington mentioned that within the Parish the areas are basically as before – all the Woodland Trust Areas including Chaldon Farm, South Hawk (which was part of the National Trust site), an area between Warren Barn Farm and North Hill including the old Chalk Pit up as far as the footpath,  

7. Reports

(a)   Woldingham Assoc/Parish Council Liaison Meeting: Cllr Meekings to circulate minutes.  Cllr Packington mentioned that Peter Stratton would be accompanying him to look at Tillingdown next week to review the dumping situation.

(b)   TDC Handyperson Launch: In the absence of Cllr Marks nothing to report

(c)   Affordable Housing Seminar: The Chairman reported that he had attended and several booklets were available for anyone who wished to look at them.  The Chairman mentioned that one of the items that came out of the seminar was that Parish Councils drive any agreement for affordable housing to do with the Rural Housing Trust, which covers this section of the Country.  The Chairman reported that they usually look at villages with a population of less than 1,000 but in some cases they will go above this figure but will not go above the 3,000 population figure. The average cost of the land that they look at is £10,000 an acre, which is usually found on exemption sites. The Chairman mentioned that Andrew Smith Head of Fieldwork at the Rural Housing Trust is willing to speak to Parish Councils and the Chairman suggested inviting him to speak at the next AGM.

(d)   Tandridge Community Safety Partnership Tour: nothing to report

(e)   Surrey Heritage Conference: nothing to report.

8. Miscellaneous Matters

(a)   Airports: Cllr Johnson had sent a letter on behalf of the Parish Council about the proposal to extend flying times.  The Chairman reported that he had been speaking to CPRE (it is mentioned in the minutes of the last Flightpath meeting) as they have an Aviation meeting in which they speak to various airport owners and in the Flightpath minutes it says “because Surrey County Council appear to support the expansion of Biggin Hill, Flightpath have written to the Head of Planning to emphasise the London Borough of Bromley lease that controls development at Biggin Hill which is also in the Green Belt which Surrey CC is known to strongly support .  

(b)   Village Appraisal: Nothing to report.

(c) Village Design/Local Development Framework: Cllr Johnson had e-mailed all Councillors a copy of the amended document.  She advised that it is still meant to be a ‘help’ document for people within the village and mentioned that she was aware of a letter that had been written saying that this was not particularly a document which represents the village as a whole but it is basically all the information that was there originally, the information has been consolidated and presented in a different way. She has met with Mr  Paul Newdick (TDC) who is looking at the document and he will come back with a guideline as to whether the document is on the right track and in the correct format for presentation to the planning committee when the document will need to be completed along with all drawings and photographs.  Cllr Johnson asked that thanks go to Sue Edwards who has put a lot of time in consolidating the document.  Cllr Johnson advised that if the document is ready Paul Newdick will present it to the committee on November 18 and then it will have to go out to local developers, architects and then return to the planning committee in February.  The Chairman asked Richard Butcher whether a meeting could be arranged to get his ideas on the document and Cllr Johnson handed him a copy.  Cllr Meekings advised that the Village Design Statement makes her feel uncomfortable and found the document to be dictatorial, repetitive and unenforceable.  Cllr Meekings mentioned that if it is going to be an important document, which is accepted as part of the new Local Plan then it should be something that we really believe supports Woldingham.  Cllr Meekings expressed concern over the last sentence “we consider the Village Design Statement accurately reflects the opinion of the majority of the residents” and felt that this would open the document up to attack.  Cllr Meekings stated that she has problems with what it is and what it is trying to do but agreed that a document is needed to go forward for the Local Plan.  Cllr Moylan expressed that she felt only the very important items should be picked out of the document and a separate document produced.  Cllr Moylan also mentioned that the document states that Station Road is not included in the Deed of Covenant but advised that she had checked her deeds and her house was included.  The Chairman mentioned that the remaining members of the Village Design Group had worked extremely hard but he felt that they needed support to modify the document to get it right.  Richard Butcher mentioned that the District Plan will be superseded by 2007 with the Local Development Framework which will be in general terms and be supplemented by the Village Design Statement.   

(d) Viewpoint, Ridge Road: The Chairman had reported via e-mail, that the 2 seats had been stolen but the Downland Project had enough wood left to built two more and these will be fixed permanently into the ground with a sleeper and concrete.  

(e) Newsletter: The Chairman congratulated Cllr Batterbury on his first newsletter.

(f) Recycling: Cllr Batterbury reported that he had sold the 15 Compost Bins from Tandridge and the invoice had been received from TDC.

(g) Post Office: Nothing to report.

(h) Station Parking: Cllr Meekings reported that a meeting had taken place with Alan Greening who mentioned that he was looking to put up the car parking charges which would be considered at a meeting in December.  Cllr Meekings handed Mr Greening a copy of the ideas that the Parish Council had put together and the Parish Council is now waiting for a response. It has been suggested to Mr Green that if the car park used all the land available another 7-8 spaces could be fitted in.  The Chairman reported that he had received a phone call from Sue Edwards re the marking of the disabled area.  Mrs Edwards has advised that at Warlingham Station the markings have been freshly painted.  Cllr Meekings requested that another letter be sent to Chris Daly Station Manager at Oxted stating that he has a legal duty to provide disabled parking.

(i)     Road Group: The Chairman advised that the Speed Report will be presented to Tandridge Local Committee on 1/10 and asked for as many Councillors to attend as possible.  Time 11.30 am at Oxted.  The Chairman also advised than an article has appeared in the Surrey Mirror this week

(j) Security:  The Chairman advised that there has been a fantastic response to the Neighbourhood Watch appeal and there will be a meeting on the 19/10 at the Village Hall.  The Chairman advised that most of the residents of Woldingham had now received a letter with regard to the Community Support Officer.  Cllr Meekings advised that she had received a number of telephone calls from residents who had reservations over the financing of a Support Officer and one resident has written to Lord Tony Christopher to express her concerns.  The Chairman mentioned that some of the questions the Parish Council had raised had not been answered in the letter and that the letter only mentioned that the Community Office would be available at weekends, holidays but nothing was said about night-time.  Cllr Packington felt that the principle of initiating is probably a good idea because it follows on from the Village Appraisal and nationally there are a lot of these Support Officers. The Chairman confirmed that the Parish Council is for any increased security in the village but it was agreed that if the Parish Council supported this Support Officer then the money would have to come out of the precept.  It was agreed that this was not an appropriate means of financing this venture.

(j) Dog Waste Bins: Cllr Batterbury advised that in principle TDC had agreed to 2 bins and asked the Clerk to send a letter of confirmation.  The 2 bins will be situated at the north corner of The Green in Station Road close to the junction with Park View Road and at the north end of the Crescent.

(k) Woodlea Parking: A reply had been received from Sue Woollacott who will contact the Clerk shortly with a list of dates in order for a meeting to be arranged.

(m) Litter Picking: Cllr Packington reported that Cllr Marks had suggested that notices were put up saying that the Village had been litter picked and these notices had been placed on the 4 Village signs.  Cllr Packington confirmed that there was about 50 people who attended the litter pick but expressed that he felt a further 50 people were needed as a lot of roads were not litter picked.

9. Meetings to Attend

(a)   Neighbourhood Watch Meeting 19/10 at 7.30pm

(b)   Police Meeting, Farleigh

10. Correspondence: The Correspondence file for the month was circulated during the meeting.

11. Any Other Business

(a)   Cllr Fuller mentioned the Celebration of Trafalgar Day 200^th Anniversary.  Cllr Packington advised that he had been approached by the same Government official who had instigated the Queens Jubilee Celebrations to ask whether the village would be interested in celebrating the 200^th Anniversary.  All Councillors will give this thought and will discuss at the October meeting.

(b)   Cllr Meekings advised that she had received a letter from the Surrey Community Action Group who are offering funds for projects aimed at young children.  Cllr Meekings will put a note in the Magazine and the leaflet will be put on the noticeboard.  Cllr Meekings also expressed her concern over the new WA Leaflet and that it raised concerns over Villagers perception of what the Parish Council does.  These concerns will be raised at the next liaison meeting.

12. Diary

The October diary was passed round for members to complete.

The meeting closed at 10.04

There were 2 members of the public present for part of the meeting.