Finance and Supplementary meeting Minutes January - March 2013

Agenda for Supplementary Meeting January 28th 2013

 

MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 28th January 2013

in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00pm

 

Present:                       Mrs Sue Smale (in the chair)       Mrs Nichola Stokoe       Mr Martin Westerman

                                    Mr Peter Kerry                           Mr Doug Massey           Mr Ian Mitchell

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (District Councillor)

                                               

And 3 parishioners.

1.       Apologies: None

2.       Declarations of Interest (relating to items on this agenda):

Susan Smale declared an interest in item 10 but the Clerk deemed the dispensation agreed on 12 November to be applicable to this case.

3.       Approve and sign the MINUTES of the previous meeting held on 14th January 2013

The Minutes of the previous meetings held on 14th January 2013 were approved and signed by the Chairman as an accurate record along with their appendices where relevant.

4.       Planning:

a)     TA/2012/1378: Woodlands, Ricketts Hill Road, Tatsfield, Surrey, TN16 2NB

Erection of replacement dwelling and conversion of garage to ancillary accommodation - application to extend time limit for implementation of permission TA/2009/1043.

Response approved as no comment.

The Clerk was instructed to inform Tandridge District Council of the Parish Council’s decisions

b)    Tandridge consultation on Green Belt villages and local planning

Members reviewed reports issued by Ian Mitchell on the consultation currently on-going to update the planning policy for Tandridge District Council. These included proposals for definition of Tatsfield as a settlement (or Defined Village in the new policy proposals). The Chairman proposed and it was agreed that these be considered by a group of members to include the Chair, Ian Mitchell, Nichola Stokoe and Martin Westerman. The Chairman proposed and it was agreed that the group should report back at the February meetings with a response.

5.       Approve expenditure:

a)     Attendance at Councillors briefing on 23/2/13 £87.50 + VAT and travel costs.

Approved.

b)    Replacement light fittings for Aileen McHugo building: estimate in progress.

Doug Massey noted that the electrician had surveyed the building and would be submitting a recommendation and costs based on his visit for changing the lighting following the new use as offices.

6.       Biggin Hill airport: update

Ian Mitchell noted that relations between London Borough of Bromley and the Airport management appeared to be improving. He noted that he had delivered official thanks at their recent meeting for their support of the Westmore Green Play area refurbishment. This was supported.

7.       Communications Advisory Committee: update

Peter Kerry noted that a draft strategy was in circulation and that a complete report would be made at the February meeting.

8.       Budget 2013-14 and precept

The Clerk reported that she had received confirmation from Tandridge Finance that the Director’s recommendations to the Resources Committee were that the full government grant of £40,000 should be allocated to local Parish Councils to make up any possible shortfall in the implementation of the new benefits scheme. The Clerk noted that an amount of £2,400 had been allocated to Tatsfield should this be required. The Chairman proposed and it was agreed that the budget and precept of £40,000 be agreed and finalised. The Clerk was instructed to inform Tandridge Finance of the Parish Council’s precept for 2013-14.

9.       Storage facility plans: discuss requirements and agree next steps

Doug Massey proposed and it was agreed that a discussion was needed to determine how much space was required and to make a list of all items requiring storage. He agreed to lead the discussion.

10.    Tatsfield Allotments and Community Gardens: update

The Clerk reported that she had received a verbal report that the planning officer would be recommending that no planning permission be required for the new container. No written confirmation had yet been received.


11.    Approve the terms of a temporary licence to be granted to the owner of The End, Westmore Green for access by building contractors.

The Chairman proposed and it was agreed that the terms of the temporary license put forward by Nichola Stokoe and Ian Mitchell following their meeting with the future owners of The End be approved. This included the following conditions:

  • The right to erect scaffolding on Parish Council land for a period of 14 weeks (Westmore Green);
  • An agreement to make good any damage to the Green to the reasonable satisfaction of the Parish Council following the same taking photos of the Green before works commence;
  • The right to scrape the access surface to create a 250mm deep level and insertion of MOT type 1 stone approved by the Parish Council before insertion;
  • On completion of the development to roller the access road;
  • Agree to pay the drafting costs of the license – estimated at £450;
  • To pay £1,000 to the Parish Council as a retainer until the repair works are completed to the satisfaction of the Parish Council as insurance against the developer going into receivership;
  • To adhere to the covenants and restrictions within the current Deed of Access;

The Clerk was instructed to inform the future owners of the Parish Council’s decision.

12.    Vacancy on Parish Council: agree next steps

The Chairman proposed and it was agreed that the draft notice circulated by the Clerk should be issued on 7th February 2013.

13.    Winter weather: snow clearance

The Chairman noted that a debrief meeting would be held (date to be confirmed) regarding the recent winter weather and suggested the Parish Council should consider a response when content was made available. It was noted the recent response within the village to the winter weather had been extremely successful under the leadership of the Vice Chairman and all agreed. The Vice Chairman issued thanks to all community volunteers, Surrey County Council and Tandridge District Council for their assistance.

14.    Any other business which the Chairman is of the opinion should be considered at the meeting as a matter of urgency

The Chairman noted a request for funds from the Green Spaces and Rights of Way committee had been received which was estimated at around £200 to be spent on equipment for refurbishment of the pond. This was approved subject to receipt of invoices.

15.    Matters for Reporting or Inclusion of Future Agenda

Martin Westerman noted that the recent risk assessments might require a small amount of expenditure to rectify potential risks.

It was proposed that the carpet in the Parish Room needed replacing. It was agreed to consider this at the next meeting.

 

The Meeting closed at 9.45 p.m.

 

Item & page

(28 Jan 2013)

Action

Who

Date by

Result

4a, 7

Inform Tandridge planning of Parish Council decisions

Clerk

31/1/2013

COMPLETE

8, 7

Inform Tandridge Finance of precept amount

Clerk

31/1/2013

COMPLETE

9, 7

Co-ordinate discussion

Doug Massey

28/2/2013

 

11,8

Inform potential owners of The End of Parish Council decision

Clerk

6/2/2013

COMPLETE

 

 Agenda for Supplementary Meeting on 25th February 2013


MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 25th February 2013

 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00pm

 

Present:                       Mr Doug Massey (in the chair)    Mrs Nichola Stokoe       Mr Martin Westerman

                                    Mr Peter Kerry   Mr Ian Mitchell

             

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (District Councillor)

                                               

And 0 parishioners.

1.        Apologies: Mrs Susan Smale

2.       Declarations of Interest (relating to items on this agenda):

Doug Massey declared an interest in item 4a and took no part in either discussion or voting on this matter.

3.       Approve and sign the MINUTES of the previous meeting held on 11th February 2013

The Minutes of the previous meetings held on 11th February 2013 were approved and signed by the Chairman as an accurate record along with their appendices where relevant.

4.       Planning:

a)     TA/2012/1437: Green Gables, Ricketts Hill Road, Tatsfield, Surrey, TN16 2NB Demolition of garage and boiler room. Erection of two storey side and rear extension. Incorporating Juliet balconies. Dormer windows to front roof slope. Erection of 1.7m high sliding gates and alteration to driveway. (Amended plans) - ratification of decision on 11/2/2013

The chairman proposed and it was agreed that the decision to withdraw the objection due to new plans addressing Parish Council concerns discussed at the previous meeting on 11th February 2013 be ratified .

b)    TA/2012/1683: Land at Cudham Road, Tatsfield, TN16 2ND Erection of storage building.

Response approved as no objection.

c)     TA/2012/1480:  Manor Croft, Cudham Road, Tatsfield, TN16 2NJ Insertion of double glazed window to west elevation. (Retrospective)

Response to regret retrospective nature of the planning application and to object unless the window is replaced by obscure glazing and is not capable of being opened below 1.7m above the floor of the relevant room agreed.

d)    TA/2013/128: Brackenhurst, Broomlands Lane, Limpsfield, RH8 0SP Erection of first floor rear extension and single storey infill extension to existing covered area at rear (amended description).

Response approved as no objection.

e)     TA/2013/195: The Orchards, Westmore Green, Tatsfield, Surrey, TN16 2AG Erection of 2 single storey extensions to north west flank elevation incorporating new entrance porch, hallway & integral garage.

Response approved as no objection.

 

The Clerk was instructed to inform Tandridge District Council of the Parish Council’s decisions.

 

f)      Tandridge consultation on Green Belt villages and local planning policies - final draft

Nichola Stokoe proposed and it was agreed that additional input be sought from a planning officer from Wealdon District Council Mr Patrick Coffey on the wording in bold proposed in policy DMP11 Part B - In all circumstances, infilling, redevelopment and other forms of development must be in character with the village, or part of it, and will be subject to any other relevant Development Plan policies.

Ian Mitchell proposed and it was agreed that the remainder of the proposed response be accepted as presented at the meeting on 11th February 2013, subject to any change arising from the consultation.

5.       Parish Land:

a)     Repairs and maintenance work description

The Clerk was instructed to ascertain a clearer idea of time taken by the current contractor for the Parish Council Mike Lambert in the performance of his duties in the car park and Community Games Area. It was noted that a consultation with the school and Goldservice Cleaning would be appropriate once a clearer idea on the time required for clearing duties in the 2 areas was available.

b)    Tatsfield Green pathway approval for maintenance

Doug Massey proposed and it was agreed that the clearing of weeds along the pathway on Tatsfield Green and the digging of grips on Rag Hill be approved for action by Jon Allbutt and volunteers.

6.       Parish Council representation to Vern d'Anjou Association

The Clerk was instructed to request an update from Peter Fuller and ascertain whether any use of the Aileen McHugo building would be required for the visit from Verne in April 2013.

 

7.       TVSC meeting: report

The Chairman proposed and it was agreed that Peter Kerry should enquire further as to benefits available to Tatsfield residents and obtain leaflets to distribute if services available locally.

8.       Winter weather: snow clearance.

The Chairman noted that the debrief at Tandridge District Council would be taking place in March and that he was still trying to find out when the salt bins would be refilled.

9.       Tatsfield School admissions: update

It was noted that Surrey Council Cabinet would be voting shortly on whether to accept the recommendations based on the recent School Admissions consultation, supporting the position agreed by Tatsfield Parish Council regarding school admissions to Tatsfield School. Full Council voting would take place in March,

10.    Car Park: request from Village Hall user to cook food outside during their booking.

The Chairman proposed and it was agreed that the BBQ should be allowed subject to the following conditions:

  • User to be responsible for damages or claims arising from the cooking activity
  • The event should not be open to the general public
  • All rubbish and items associated with the cooking of food to be removed at the end of the event
  • Fire precautions to be observed
  • The cooking should be concluded by 9pm and due consideration to local residents given during the event

The Clerk to proceed.

11.    Any other business which the Chairman is of the opinion should be considered at the meeting as a matter of urgency

None

12.    Matters for Reporting or Inclusion of Future Agenda

The report from the Communications Advisory Committee was considered and the following items were agreed pending ratification at the meeting in March, based on the recommendations in Annex A of the report:

  1. 1.     The Parish Council agreed to consider this should the existing board be replaced
  2. 2.     Preference for encouraging people to request notices for the existing board –Clerk should place a poster in the noticeboard informing potential users of this facility
  3. 3.     A spare map exists and could be used if necessary.
  4. 4.     Advise to wait until the Royal Oak planting decisions have been completed
  5. 5.     Recommend waiting until demand is established based on the response to 2.
  6. 6.     Requires further thought.
  7. 7.     In principle this is supported although dependent on the specific locations and their willingness to assist.

The Chairman suggested that the strategy in Annex B required more consideration and that this should be adjourned to the meeting in March.

 

The recently received quote from Niall Kells regarding the change to the lighting in the Aileen McHugo Building needed discussing with him and the Chairman and Peter Kerry would arrange to do this and present their findings at the next meeting.

 

The Meeting closed at 10.05 p.m.

 

Item & page

(28 Jan 2013)

Action

Who

Date by

Result

9, 7

Co-ordinate discussion

Doug Massey

28/2/2013

In progress

11,8

Inform potential owners of The End of Parish Council decision

Clerk

6/2/2013

COMPLETE

Item & page

(25 Feb 2013)

Action

Who

Date by

Result

4a-e, 15

Inform Tandridge Planning of Parish Council decisions

Clerk

1/3/2013

COMPLETE

4f, 15

Contact Patrick Coffey to ask for advice on wording

Nichola Stokoe

11/3/2013

in progress 

5a, 15

Contact Mike Lambert to ascertain hours

Clerk

5/3/2013

 COMPLETE

6, 15

Contact Peter Fuller and request update

Clerk

1/3/2013

COMPLETE

7, 16

Contact Age UK

Peter Kerry

11/3/2013

in progress 

10,6

Inform Village Hall of Parish Council decision

Clerk

1/3/2013

COMPLETE

 

 Agenda for Finance Committee Meeting 13th March 2013


Agenda for Supplementary Meeting 25th March 2013


MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 25th March 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00pm

 

Present:                       Mrs Susan Smale (in the chair) Mr Doug Massey Mr Martin Westerman

                                    Mr Peter Kerry  

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

                                               

And 0 parishioners.

1.        Apologies: Mrs Nichola Stokoe, Mr Ian Mitchell

2.       Declarations of Interest (relating to items on this agenda):

None

3.       Approve and sign the MINUTES of the previous meeting held on 11th March 2013

The Minutes of the previous meetings held on 11th March 2013 were approved and signed by the Chairman as an accurate record along with their appendices where relevant.

4.       Planning: None

5.       Finance:

a)     Ratify grant request from Tatsfield Responders

The Chairman proposed and it was agreed that the amount of £266.40 for purchase of items for the Tatsfield Responders as discussed and agreed under the emergency item at the previous Parish Council meeting be ratified.

b)    Purchase of new Local Council Administration volume

The Chairman proposed and it was agreed that the Clerk should pre-order the new volume of Local Council Administration by Charles Arnold-Baker due out in December 2013 to take advantage of financial offers available. This was likely to be around £75.

6.       Parish Land:

a)     Car Park and TCGA duties - final decision

The Chairman proposed and it was agreed that the Clerk should write to Mr M Lambert formally thanking him for his work as a contractor to the Parish Council and his offer to continue to perform duties in the Community Games area on a voluntary basis.

The Chairman proposed and it was agreed that the current situation regarding the car park and community games area duties and tasks should be monitored on a month by month basis at this stage and be divided amongst members, with Doug Massey volunteering to lower and raise the bollards and grease as required.

The Chairman would come up with a proposed rota.

b)    Little Acorns shed: decision ref request for new shed.

The Chairman proposed and it was agreed that approval would be given to Little Acorns for a new shed and a change of placement, with the following conditions:

  • To provide details of the shed including size and materials before purchase
  • To provide details of the proposed location
  • To approve the use of flagstones as a base to site the shed as they would enable future movement if necessary
  • That the new location of the shed does not block any access to the Village Hall or surroundings – i.e. manholes
  • That non-flammable materials are used as far as possible and anti-climb paint is placed on the roof with an accompanying warning sign of its use.

The Clerk was instructed to proceed.

c)     Request to use Westmore green and AMB toilets from Green Belt Relay

The Clerk noted this even had been cancelled so did not require discussion.

d)    Request to use Tatsfield Community Games Area (TCGA) on 8/6/13

The Chairman proposed and it was agreed that this request be approved, subject to a warning of closure being placed on the gate at least 24 hours prior to the event and that the Community Games area be left in a suitable state when the event was completed, with rubbish removed and all equipment replaced safely.

The Clerk was instructed to proceed.

7.       CIL Infrastructure levy consultation: discuss

The Chairman proposed and it was agreed that a draft response should be considered at the Parish Council meeting on 8th April 2013.

8.       Digital Councils report: update

Peter Kerry noted that the report was going to be considered by the next Tatsfield Communications Advisory Committee on 24th April 2013.The Chairman requested further information regarding the Social Media Friendly mark.

9.       Correspondence: thank you from Vets Footballers for the Parish Council Grant

The Clerk noted that she had received an official thanks for the Parish Council’s Grant for the purchase of their footballs, and £15 had been returned and would be deposited in the Parish Council’s account shortly.

10.    Any other business which the Chairman is of the opinion should be considered at the meeting as a matter of urgency

None

11.    Matters for Reporting or Inclusion of Future Agenda

The Chairman noted that a request had been received by the Clerk for a grant to the Cricket Club for a mobile net. The Chairman noted further that the Clerk had been asked to request information regarding the Tatsfield Youth Project’s grant of £380 to the Cricket Club before their winding up in 2011. Once this had been received the request could be considered further by the Parish Council.

 

It was suggested that the Clerk should send an official note of thanks to PCSO Matthew Nottidge before he moves to his next position for all of his assistance and interest in the village.

 

The Meeting closed at 9.14 p.m.

 

Item & page

(28 Jan 2013)

Action

Who

Date by

Result

9, 7

Co-ordinate discussion

Doug Massey

28/2/2013

In progress

Item & page

(25 Feb 2013)

Action

Who

Date by

Result

7, 16

Contact Age UK

Peter Kerry

11/3/2013

IN progress

Item & page

(25 Mar 2013)

Action

Who

Date by

Result

6b, 23

Rota for car park duties

Chair

8/4/2013

In progress

6c-e, 23

Inform of Parish Council decisions

Clerk

31/3/2013

COMPLETE

7, 23

Produce draft response for CIL consultation

All

8/4/2013

In progress

 

 


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