MINUTES of a Meeting held at the Village Hall, Woldingham on 29 November 2007 at 7.30pm.

Present:           Michael Batterbury         Colin Packington                       

                        Rodney Fuller                Sally Marks      

                        Bobby Johnson              Karen Newman (Clerk)

1. Apologies: Cllrs Meekings, Moylan, Jeffery, Williams

2. Minutes.

The Minutes of the meeting held on the 25 October had been circulated and were signed by the Acting Chairman as a correct record.

3. Declarations of Interest

Cllr Packington - Forestridge

Cllr Johnson - Company Secretary of Woldingham Magazine

Cllr Marks - member of another authority Surrey County Council/Byron House

Cllr Fuller - Storage

4. Matters arising

Action list which had been circulated to all Councillors before the meeting was discussed and will be updated for the January meeting. 

Cllr Batterbury confirmed that he had received the Consultative minutes with regard to Biggin Hill and would circulate to all Councillors for information.

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’s read through the infringement report which had been circulated to all         Councillors before the meeting.  

            The Acting Chairman advised that Grasmere had been given planning permission and the Parish Council expressed disappointment over this decision.  A long discussion took place and it was agreed that the Council would write to Highways.

       c.  Chalk Pit Hill: The Acting Chairman advised that this item had been added to the agenda as a request had been received from Keith Newell, Chairman of the WA.  The Acting Chairman asked Cllr Marks in her capacity as a Surrey County Councillor to update the Council on the current position.  SCC Marks advised that the Environment Agency have given permission to the Quarry owner until 2042 to empty and re fill it.  This has given a sudden increase in 32 tonne trucks using Chalk Pit Lane and it has been suggested that as many as 90 lorries a day use it.  Naturally the residents of Chalk Pit Lane are very upset with the situation and are fighting.  Concern has been expressed that the loads are not very secure and are seeping onto the road way and the owner has not been asked to put in a 2 wheel washing machine.  Speed checks have been carried out and no lorry has yet been caught speeding  SCC Marks advised that it has been suggested that Chalk Pit be made one way and that the Quarry Operator is considering building a Haul Road from the Quarry to the Ridge and that it could be possibly two way.  SCC Marks put to the Parish Council that the Council needs to register its concern and whether the Council would consider Chalk Pit being made into one way.  A meeting was arranged for Wednesday 5 December when the Parish Council along with the WA would consider and discuss the way forward. 

6.  Finance:

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

b.   Grants: The Acting Chairman advised that the Council had allocated so far £2,200.    The Acting Chairman had spoken to Mrs King regarding the Banner Appeal and the Memorial but as yet no estimates are available for consideration. 

      Village Club had submitted a grant request for £5- 5,500 to renew their entrance.  The Parish Council is not allowed to finance any commercial enterprise and also the Club is not available to all Woldingham residents.  Clerk to write letter. 

      Cllr Marks expressed her disappointment in the Parish Council’s decision regarding the grant request received from Woldingham Cricket Club and asked that the Council rethink their decision.  After a long discussion Cllr Marks proposed and it was agreed that the “Parish Council is committed to support financially the new cricket nets in 2008/09 subject to further discussions with the Club and their fundraisers and subject to being satisfied with their business plan.

c.   The Acting Chairman proposed that the precept for 2008/09 would be £20,115 and a vote was taken and carried to hold the precept as the same for this year.

7.  Highways & Rights of Way:

a.         Highways Monitoring and Reporting:  

            Cllr Fuller expressed concern about the overgrown hedges along Haliloo Valley Road near the Golf Club as the hedge has grown through the fence and needs cutting back to the fence line.  Clerk to contact Woldingham Golf Club. 

            Cllr Fuller asked for a standard letter to be sent to householders in Slines Oak Road to ask them to cut back their hedges and will advise the Clerk of the names of the houses to write to.

            Cllr Fuller to provide House names and Clerk to send letters

            Cllr Marks advised that she has been asked for the worst three roads in Woldingham to be put forward for resurfacing and it was agreed that North Downs and Slines Oak Road both need resurfacing.

            Footpath 40 from Park View Road to Station Road now has a new lamp post installed but as yet is not wired up. The footpath up from Station Road is very slippery and Cllr Fuller will report to get it put on the Community Gang’s list.

8.  Reports:

No reports

9.  Miscellaneous Matters:

a.         Airports: Cllr Batterbury had circulated Alan Simmonds’ report before the meeting and advised that the next meeting of flight path was on the 11 December which both himself and Alan Simmonds would be attending.  Cllr Batterbury reported that the Hotel development at Biggin Hill was lost on appeal.

b.         Station Car Park:  The Acting Chairman read out the notes of the meeting between Jill Meekings WPC Chairman, TDC, PCSO Clive Harris Ross and Maura Cocks, including the following matters which were referred to Surrey County Council: 

1.         We discussed the new yellow lines and showed Barbara the extended old ones. She says they were done in error before and had a traffic order with her. However, the traffic order already had an error with the lines in Church Road which we pointed out. We really need to check out a traffic order that we know to be correct. Please could you get hold of a copy?

2.         When we had a meeting at the station (was it with Andy Curtis?), it was agreed that the lines were to be extended into the bellmouth. What happened to this? Is anyone at SCC progressing it?

3.         We would like to progress ‘Pay and Display’ down Church Road. Barbara said this was nothing to do with TDC and should be requisitioned via Andy Curtis. We would like to do this formally and, if you agree this is the correct process, I will get Karen to write.

4.         Any changes with TDC car park charges, we need to put forward to TDC by the New Year. I’m not sure this would make a significant different to the parking situation apart from having more for off peak travellers and putting the time back to 9.30.

>From an item to appear in the January issue of the Woldingham Magazine:

            ……… those who are fed up with the situation contact Gordon Keymer, Leader of the TDC (leader@tandridge.gov.uk) with copies to the TDC Chief Executive, Stephen Weigel (chiefexecutivesoffice@tandridge.gov.uk) and to Richard Butcher locally.  Gordon Keymer on his personal web page on the excellet TDC web site lists parking as a priority area for his personal interest - so let him know your feelings.  No recorded complains means no action!  

            It was also acknowledged that the new parking rules in Oxted are affecting Woldingham.  Chairman to write to Gordon Keymer, TDC. 

c.         School Parking/Parking the Crescent: The Acting Chairman advised that a response had been received from Charles Bradshaw who is the Chair of  Governors but unfortunately does not address any of the issues and the Acting Chairman will respond.

            Parking the Crescent:

            The Acting Chairman advised that a letter of complaint had been received in respect of their access being blocked on a number of occasions.  It was agreed that the Clerk would write to all businesses asking them to be aware of parking near people’s access and Cllr Packington will walk down the Service Road to access the situation. 

d.         Xmas Event: Friday 14 December 6pm.  It was agreed and voted that a donation of £100 would be sent to the Salvation Army.

e.         Improved signage: In Cllr Jeffery’s absence nothing to report.

f.          Bike Rack: Bike blocks had been received and fixed near the notice board.

g.         Storage: The Acting Chairman circulated the following statement to all members of the Council:

            An agreement for the provision of storage and meeting facilities for use by the Parish Council was placed before the meeting for approval and signature. The details of the agreement having been previously agreed the meeting authorised the Vice Chairman to sign on behalf of the Council and The Clerk was requested to witness the signature.

            In entering into this agreement between The Council and C M Fuller and Partners it was noted that Cllr R Fuller was a connected person to both parties to the agreement and had declared this potential conflict of interest and accordingly had not been involved in the Council’s decision making process in its entering into the agreement.

            In this connection the meeting noted that the Council had received a letter from a resident, Mr J O’Brien, claiming that both The Council and  Cllr Fuller, were acting unlawfully on three counts, namely:

1.   You, or a company you are involved with, will derive material benefit (payment) from the tax payers of Woldingham;

2.   It is unlawful for a Parish Councilor to make financial gain from his own Parish Council;

3.   Public records and archives should be stored by either Surrey County Council or Tandridge District Council so that they may be accessed by members of the public during normal office hours.  

            …clearly any contract between yourself which involves payments from the Parish Precept to you or a limited company in which you are involved as shareholder or director is unlawful.”

            The Parish Council has taken legal advice on this matter from SCAPT and has taken note of the following in proceeding with the agreement:

"There is no requirement for the records to be stored in any particular place, or that they should be readily accessible to the general public.  If you have a Freedom of Information Request you must be able to locate the records at the Council’s expense in order to reply.           

            Provided that the cost has been adequately researched and all contracts above board there is no reason for the same to be considered illegal.

             The meeting also noted that a considerable quantity of the material to be stored relates to planning and planning appeals and this material is already in the public domain and can already be accessed by third parties elsewhere. 

            The Parish Council voted to accept the agreement which was signed and witnessed and the invoice submitted to the Council was paid. 

h.         Newsletter: The Acting Chairman gave thanks to Sue Edwards and The Chairman for their hard work in putting together the newsletter.  The Clerk confirmed that it had been posted.

i.          Speedwatch: nothing to report.

j.          New Councillors Meeting: The Acting Chairman advised that a new councillors meeting has been set up on the 4 December at 7.30pm in the Church Room.  Letters had been sent out to those people who had expressed an interest in standing next year.  Cllr Batterbury had prepared a document outlining what the Parish Council does and its responsibilities.

k.         Liaison Meeting:  The Acting Chairman advised that she felt it would be a good idea to resurrect the liaison meetings with the WA.  The Parish Council unanimously agreed to ressurrect the meetings.

l.          Litterpick: Cllr Packington advised that the Guides had helped to paint the white posts and it was discovered that there were a number of rotten posts which have been reported to the Parks Department who will replace.  It was agreed that Cllr Packington will purchase litter pickers.

10. Meetings to attend:

5/12 PC/WA meeting to discuss Quarry

11/12 Flightpath

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 December and January 2008.

b.         Cllr Marks enquired when PCSO Harris Ross’ contract comes to an end.  The Acting Chairman advised that there is one more year to run and Mr King is confident that the monies will be available.

Meeting ended at 9.41

3 members of the public present

 
Diary Dates for December/January

Sally away from 27 December until 17 January 08

Michael away from 28 December until 11 January 08

Bill away from 28 December until 3 January then 26 January until 3 February