Minutes of the Meeting held at West Byfleet Social Club on Thursday August 1st 2013 at 7.30am
1. Welcome and apologies
Pauline welcomed everyone. Apologies had been received from several members.
2. Minutes of Meeting July 4th 2013
3. Matters Arising
All Action Points formed Agenda items apart from the following:
10.2 Riette Thomas had informed Pauline that the council were considering alternative sites for the Legacy Board and Pauline was asked to chase her to ensure this happened before the end of July, despite reminding this does not appear to have happened so Pauline was asked to speak to Riette again. It was suggested that it be fixed to the side of Sheer House which would save trouble with installing a new board into the pavement.
Pauline to contact WBC
4.0 Ron asked that his email of July 6th be added to the minutes:
“I think it important that you add under the Festival that this is being organised by your company Easily England Ltd on behalf of the WBBA and it was agreed that any profit on the event would accrue to Easily England Ltd and in the event of a loss, evidenced by the production of appropriate accounts, WBBA would consider making a contribution. I also think it important that you record that the meeting expressed its confidence in you as chairman.”
6.0 Pauline was asked to chase her Rotary Club for a Sleigh at Christmas.
Pauline to contact Shepperton Aurora Rotary Club
4. West Byfleet Festival – 2013
Pauline reported that 1000 people attended the Recreation Ground on Friday July 26th and 3,000 came on Saturday July 27th. There were no incidents of lost children, accidents or anti-social behaviour. A list of over 70 lessons learned and action points for a future similar event has been compiled and a committee will be formed from residents and businesses to run the event in 2014 with help from the Borough Fire Safety Officer. Pauline has a de-briefing meeting with the council on August 14th after which planning will start for 2014. It is hoped to attract sponsorship which will underwrite the cost of the event. Pauline thanked those members who had assisted in various ways with the event, which could be described as a modest success despite the lack of a beer tent, fireworks and film show. It was suggested that next year’s poster does not have bicycles on it as this caused confused with the Ride London Cycle Race being held on August 4th.
Mark reported that the site receives about 300 visitors every month and he repeated the generous offer of advertising on the website with a link to the businesses own website for £5 per month plus VAT. 2 businesses have asked to join through the website.
6. W B Christmas 2013
Nothing to Report.
7. Planning Issues
Roland had sent a detailed letter to Woking Borough Council on behalf of the Association, objecting to Cube Real Estate’s proposal to change the use of Sheer House from commercial to residential. Unfortunately, the Council Planning officers decided to ignore this and are proposing that this application is accepted; this does NOT have to be referred to the Planning Committee. It would appear that the Council had an opportunity to exclude any such proposals being made in West Byfleet, but did not do so. Roland suggested that when a planning application is submitted for physical changes to Sheer House we will then have an opportunity to make representation to the council to ensure that normal trading in the village is not disrupted nor any interference with the current parking arrangements and that all equipment etc. is stored within the curtilage of the building itself.
Roland advised the meeting that a second of works had been made for 33 Station Approach, to convert existing office accommodation into 10 flats. He suggested that the WBBA make representation to the council that the ground floor of that building is maintained with a shop front – it is in a conservation area. Roland offered to draft this on behalf of the Association.
Roland to draft representation document to Woking Borough Council
Gary informed the meeting that he had spoken to Jonathan Lord, MP who was sympathetic to our concerns, as were both the Council CEO and Deputy CEO but they are unable to assist as this is a new piece of legislation outwith their powers.
Skanska House has one new confirmed tenant and one potential new tenant; another dentist is moving in to Seymour’s old building; the Florist is being occupied by a Nail bar and the phone shop will have a kitchen outfitters moving in shortly.
Several members had met during the month and having studied the old Constitution has put forward a new Constitution which will be circulated for consultation and comments. It is proposed that an EGM is held in September to adopt the new Constitution and the AGM take place after that.
Briefly, a new committee would be set up consisting of a Chair, Vice Chair, Secretary, membership Secretary and Treasurer, plus any sub groups set up as required – Christmas, LI:VE 2014 etc. Monthly meetings would continue as currently for all paid up member to attend. FULL details will be circulated to ALL paid members for their swift response.
ALL to respond with comments as soon as possible.
9. Woking Chamber
Nothing to report except that the Executive Committee offered their help in any way and Pauline offered to circulate the weekly member’s offers to all paid up WBBA members.
Pauline to circulate Woking Chamber news and offers.
10. Any Other Business
10.1 Christine Osborne reminded the meeting of the offer of training in Dementia Awareness and she would pass on that information there was no other business.
10.2 Jessica had information regarding money available to communities from the Post Office.
Pauline would talk to West Byfleet sub-postmaster.
10.3 Christine Morrison informed the meeting that there would be a Soiree at the new shop on September 13th, details to follow and the meeting congratulated Christine and John on their move to new premises.
10.4 Jessica informed the meeting that Eikon had 8 cyclists taking part in Ride London on August 4th.
10.5 Stella informed the meeting that the Social Club would be open for Breakfast on August 4th.
11. Date of Next Meeting
Thursday September 5th, West Byfleet Social Club.
The meeting closed at 9.05am with thanks to West Byfleet Social Club for refreshments and hosting it.