Attendees: Cllr. M Lincoln Chairman County Cllr. S Marks Cllr. M Jones Cllr. J Gaffney Cllr M Dean MINUTES

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1 MINUTES OF THE ANNUAL STATUTORY MEETING FOR THE CATERHAM VALLEY PARISH COUNCIL HELD ON WEDNESDAY 12 TH JUNE 2013 AT THE SOPER HALL HARESTONE VALLEY ROAD, CATERHAM Attendees: Cllr. M Lincoln Chairman County Cllr. S Marks Cllr. M Jones Cllr. J Gaffney Cllr M Dean Cllr. J Servant Mrs M Gibbins - MINUTES 1. Election of Chairman One nomination was received. Michael Lincoln proposed by Mark Jones Seconded by Jenny Gaffney 2. Declaration of acceptance of office by Chairman The newly elected Chairman signed the declaration of acceptance of office. 3. Election of Vice-Chairman One nomination was received. Mark Jones proposed by Michael Lincoln Seconded by Margaret Dean 4. Declaration of acceptance of office by Vice-Chairman The newly elected Vice-Chairman signed the declaration of acceptance of office. 5. Apologies for absence Cllr Peter Roberts, District Cllrs. Jane Ingham and Jill Caudle, 6. Declarations of Disclosable Pecuniary Interest: To receive any disclosure by members of personal interests in matters on the agenda, the nature of any interests, and whether the member regards the interest to be prejudicial under the terms of the new Code of Conduct. Members are reminded of the need to repeat their declaration immediately prior to the commencement of the item in question. Anyone with a prejudicial interest must, unless an exception applies, or a dispensation has been issued, withdraw from the meeting. Cllr Mark Jones declared a personal interest pertaining to the Ridge Radio item 11.1i) 7. Minutes of meeting held on 15 th May 2013 were agreed and signed as a true record 8. Public Participation issues raised by members of the public. i) Winter Servicing Scott Coughlan (SC) manages street cleaning and winter servicing scheme. 2 winters ago approached parishes, village councils regarding the possibility of the parishes/villages offering a gold service to the residents.. SCC provides hand spreading gritting services TDC coordinates. Watches the weather and issues alerts - notifies key person, local volunteers. Caterham Valley key is a local retailer. Looking at transport network GP s, the elderly, railways,

2 pavements to be cleared for local people for shopping, group of volunteers needed - discussion regarding the situation. Looking at key locations and volunteers - high density housing. No financial sources just volunteers - all TDC staff if can t get to work can help as volunteers. It was agreed the will advertise for volunteers on the parish notice boards and website. Storage of salt is required plus the salt spreader. Onus is not on parish council. Not responsibility on SCC to grit the pavements but SCC have to provide a service but a particular level is not promised. Storage, volunteers (newsletter, notice boards, website) community working together. CVPC could use some funds for extra grit bins. Costings for grit bins and salt and storage. Spreader 1000 per unit. Presalting is key to a good service. Salt is replaced by SCC free of charge. ii) Ropemakers Properties resident . Resident not at meeting so issue not discussed. 9. Reports Part County Councillor s Report Highways localism - synergy being able to provide to the residents a service not offered by anyone else. SCC is not going to be able to do this and therefore is giving power to parishes and villages to do this. Meet with Whyteleafe, can go but Councillors should go. to organize. Black top is going on roads Markfield, Godstone Road, Croydon Road currently being discussed. Harestone valley is getting better blacktop. Yellow lines have been delayed due to issues raised by resident in Oxted CC Marks received a telephone call and request from Milner Road resident regarding the lack of handrail in Milner Close; CC Marks confirmed she will use the community pride fund to resolve this issue. Marden lodge school - head teacher leaving. Discussions are ensuing regarding the school becoming an academy. Festival has been going really well. Carnival fantastic, street party good, food festival great however concern was expressed that the events appear to be dominated by Caterham on the Hill. Volunteers from the Valley are needed for festival committee. to publicise on website and notice boards. Responder - names to - community responses team. Coordinate training etc. ALL 9.2 District Councillors Report 10. Planning 10.1 Current Planning The Following planning applications were discussed at the Council Meeting on Wednesday 12 th June APPLICATIONS ACKNOWLEDGED AS VALID 6 th 10 th May 2013 TA/2013/594 7 Greenhill Avenue Case Officer: Mr W Spencer Erection of single storey rear extension (Certificate of Lawfulness for a proposed

3 development) Leave to officers APPLICATIONS ACKNOWLEDGED AS VALID 20 th 24 th May 2013 TA/2013/ Stafford Road Case Officer: Miss S Milne Erection of single storey extension to side elevation and detached garage No comment APPLICATIONS ACKNOWLEDGED AS VALID 27 th 31st May 2013 TA/2013/685 Caterham School Case Officer: Ms V Riddle Formation of high ropes course including the erection of outdoor classroom, store and climbing tower. No comment TA/2013/764 4 and land at 5 Loxford Way Case Officer: Mrs S Field Demolition of existing dwelling. Erection of 2 x semi-detached dwellings and 2 x detached dwellings. No comment TA/2013/ Weald Way Case Officer: Mr M Brian Erection of part two storey/part single storey extension to rear/west elevation. (Certificate of Lawfulness for a proposed use/development. Leave to officers All planning applications including supporting documents and plans can be viewed at the Caterham Valley Library and on the Tandridge Planning website on: Just log on and follow the instructions Planning Appeals TA/2013/ Weald Way TA/2013/70 76 Croydon Road - JG to provide letter to clerk JG 10.3 Planning Decisions by TDC The following appeal has been ALLOWED subject to any conditions shown 40 Croydon Road, Caterham - Change of use from retail (use class A1) to a mixed use restaurant and hot food takeaway (use class A3/A5) and installation of associated kitchen extract system with flue to rear elevation TA/2012/741: 1) The development hereby permitted shall not begin later than three years from the date of this decision. 2) The development hereby permitted shall be carried out in accordance with the following approved plans DP/1832/RG/01A; 03A; 04 and Location Plan marked Location scale 1/1250 and manufacturers details referred to on the plans DP/1832/RG/03A and 04. 3) The use hereby permitted shall not be open to customers outside the following times: 0900 to 2300 Monday to Saturday, 0900 to 2230 Sundays and Bank Holidays. 4) The use hereby permitted shall not begin until equipment to control the emission of fumes and smell from the premises, as indicated on the plans and manufacturers details hereby approved, has been installed. The approved equipment shall be retained as approved, maintained and operated in accordance with the manufacturers instructions and operated at all times while cooking is carried out.

4 TA/2013/ Stanstead Road APPROVED (FULL) Erection of first floor rear extension TA/2013/ Stanstead Road APPROVED (FULL) Demolition of garage. Erection of two storey side extension and single storey rear extension TA/2013/248 7 Adair Gardens APPROVED (FULL) Erection of single storey rear extension TA/2013/278 6 William Road REFUSE Erection of first floor extension to South elevation TA/2013/301/TPO 5 Alderwood Close APPROVED BY LETTER TPO 31 (C & W) - Cedar of Lebanon: Reduce several low lateral branches by up to 2m & lift crown to 3m over drive, all in line with points indicated on submitted photographs TA/2013/ Greenhill Avenue APPROVED (FULL) Erection of single storey side/rear extension TA/2013/ Stafford Road REFUSE Erection of 2 x semi-detached dwellings on land adjacent to 51 Stafford Road TA/2013/355/TPO 19 Elgin Crescent TPO 11 (C & W) Fell 1 Scots Pine APPROVED BY LETTER TA/2013/ Tupwood Lane APPROVED (FULL) Demolition of garage and part of kitchen. Erection of single storey extension to north elevation and single storey extension to east elevation and first floor over entire dwelling to create first floor accommodation with 2 dormer windows to west elevation and 1 dormer window to east elevation. 11. Reports 11.1 s Report Part 1 for action i) Ridge Radio request for funding papers previously circulated. Cllr M Jones left the meeting for this item. General discussion ensued and it was agreed that CVPC would take up the Diamond PR Package at a cost of 240. Food festival - banners provided by CVPC concern was raised that the banners are very inconspicuous. Discussion ensued regarding a Reassurance day - police would attend and set up a stand, TDC, SCC, Parish Council, Ambulances, community responders. This event could take over Church Walk and/or bays in Croydon Road this would help to make residents aware that there is a Parish Council and the function it plays in the Valley. MJ to arrange. MJ

5 5th October is a day of workshops pertaining to the Neighbourhood plan. Volunteers are needed JG is coordinating a rota of volunteers. Suggestion was made that it would be helpful if the next Parish newsletter could be issued prior to this date. iii) Notice Boards The clerk tabled the quotation. It was agreed to proceed with the Freestanding Display Case from the Town and Country range in brown at a cost of 849 each when ordering 2. iv) East Surrey Museum notice JG to complete. JG v) New Homes Bonus a new homes bonus article was produced in the independent. CVPC are still awaiting contact by TDC which was mentioned at the Annual Parish meeting. vi) CCTV update - Mark Howells crime prevention officer - Mark Jones to speak to him. MJ vii) Old Park to ensure all councillors are on the circulation list. viii) to write to District Councillors regarding their lack of support and attendance at meetings. Part 2 for information i. Fresh Air Fitnesss and Cllr Jones are meeting with Steve Hyder of TDC regarding the equipment and siting of the same. 10 July Parish Council Meeting Soper Hall ALL 14 August Parish Council Meeting Soper Hall ALL 11 September Parish Council Meeting Soper Hall(meeting room) ALL 9 October Parish Council Meeting Soper Hall ALL 13 November Parish Council Meeting Soper Hall(meeting room) ALL 11 December Parish Council Meeting Soper Hall ALL 11.2 Chairman s Report The Chairman had nothing further to add Parish Councillors Reports Cllr Gaffney attended the festival events, workgroup and steering group meetings. Cllr Dean attended Caterham bowls open event and highlighted that the club is looking for members over the age of 50. Cllr Dean also did a site visit to Loxford Road. Cllr Jones attended the festival events. Cllr Jones is looking into community events. Cllr Servant attended the steering group meeting, site visit to Loxford Road, attended the festival events, annual meeting when Cllr Connolly was made Chairman of TDC. Cllr Servant received a letter from Independence Homes with an update regarding the Marie Curie site. Concern was expressed regarding the refuse being left in Croydon Road over the weekends and late evenings. District Cllr Ingham is looking into.

6 12. Finance 12.1 Payment of Accounts - The following cheques were signed at the meeting Knights Garden Centre Planters maintenance M Gibbins Net Salary/ Office Allowance/expenses Came & Company Annual Insurance Premium Soper Hall Community Ctre Room Hire Peter J Consultants Internal Audit Surrey Hills Membership Ridge Radio ID Badges HM Revenue & Customs PAYE & NI x 3 months Review of Expenditure May Approval and signing of internal audit and annual audit papers all approved by council 13. Correspondence to be noted but all documents available for the meeting MINUTES FROM PREVIOUS MEETINGS CAN BE VIEWED ON THE CATERHAM VALLEY PARISH COUNCIL WEBSITE. Meeting ended at 2150