Agenda for Meeting on 8th April 2013

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 8th April 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present:                     Mrs Susan Smale (in the chair)

                                  Mr Douglas Massey, Mrs Nichola Stokoe, Mr Ian Mitchell,

Mr Martin Westerman

           

In Attendance:            Mrs Ana Hughes (Clerk)

                                     Mr Bob David (Tandridge DC Councillor)

                                   

And 6 parishioners.

 

1.     APOLOGIES: Mr Peter Kerry, Mr David Hodge (Surrey County Councillor)

 

2.    DECLARATIONS OF INTEREST (relating to items on the agenda):

None

3.    MINUTES OF THE PREVIOUS MEETING held on 25th March 2013: agree and sign

The minutes of the supplementary meeting held on the 25th March 2013 were approved and signed by the Chairman as a correct record.

 

4.    Officer's report on actions outstanding since the previous meeting

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

 

5.    PLANNING

(a)   Appendix A:

  • Boundary View, Hillside Road, Tatsfield, TN16 2NH

Conversion of garage into habitable accommodation and erection of single storey infill extensions to front and rear elevations.

No objection unless the cumulative effect of all previous planning applications would result in a dwelling size over and above permitted increases based on the original residence in 1968.

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

 

(b)   Planning team for April:

The team for planning for April will be Susan Smale and Peter Kerry.

 

(c)   Neighbourhood Planning Development Committee / Appraisal Team: agree final draft of questions

The Chairman proposed and it was agreed that the word ‘expensive’ in Q35 would be replaced with ‘extensive’.

The Chairman proposed and it was agreed that the whole questionnaire should be submitted for comment to Tandridge District Council using Bob David as an intermediary and that the covering note could request focus on the planning questions with a cut off date for feedback.

Ian Mitchell proposed and it was agreed that any of the small changes remaining would be emailed to the Appraisal group that week.

The Chairman proposed and it was agreed that a formal quotation from Warwick for initial preview consultation on the final questionnaire could be requested. The expected costs were around £180 and well within the approved budget of £3,000.

 

6.    FINANCE

(a)   Authorize payments (including presentation of cheques) listed in Appendix B.

These were approved in full and the cheques and invoices presented were signed.

(b)   To discuss and agree items requiring expenditure:

  • Request from TVCC colts for assistance towards purchase of a mobile net - £850 total.

The Clerk noted that a revised figure of £550 had been submitted in more recent correspondence. The Chairman proposed and it was agreed that the Parish Council should support this local sporting group and a grant of £550 was approved.

  • Quote for lighting refurbishment in Aileen McHugo Building - circa £5,000

Doug Massey proposed and it was agreed that this quote should be accepted in its final format as circulated. This would significantly improve and bring up to modern lighting standards the whole of the ground floor of the Aileen McHugo Building.

The Clerk was instructed to inform recipients.

(c)   Audit: update

The Clerk noted that a new auditor Alison Hillman was taking over from John Roberts (who was retiring) and had performed the audit the previous year. It was agreed that she should be appointed and the audit date for the internal audit was fixed at 24th May 2013.

 

7.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

Doug Massey noted that the Surrey Highways Localism initiative was still under development and he would continue to monitor progress.

(b)   Footpaths: update. Nothing to report.

 

8.    NOTIFIED MATTERS

(a)   Affordable Housing: update

The Chairman noted that in addition to her report that the weather was continuing to have an impact on the development and final date was now set for 7th June. There was still no date for the Parish Council’s input into the process and this was being monitored. The Chairman proposed and it was agreed to approve the English Rural request for the Gresham Close to be a flagship development. An event to commemorate this was being organised for 5th June 2013.

(b)   Communications Advisory Committee: feedback on report

The Chairman proposed and it was agreed that the Communications Advisory committee should consider whether the Media Friendly mark was relevant to the Parish Council given that most of the pre-requisites were actually fulfilled by the village website and use of media sites such as facebook and twitter. Additionally how much extra work would this give to the Clerk and how much benefit to the Parish Council was it likely to have. The Clerk was instructed to proceed.

(c)   Annual Parish Meeting: confirm agenda and final preparations

The agenda was approved with a small change to item 3 and roles were assigned.

(d)   Westmore Green Play area : sign update

The Chairman proposed and it was agreed that the Clerk should contact Steve Hyder and propose a temporary sign if the main one was not available in the next week or so.

(e)   CIL Infrastructure levy consultation: agree draft response.

The Chairman proposed that the following be considered as responses:

Question 1: On the assumption that the assessment is based on expert advice the Parish Council suggests adoption of the more conservative end of the suggested range.

Question 2: No comment as this would not really impact on Tatsfield given the generally small size of local building developments.

Question 3: No comment

These were agreed and to be finally approved on 22nd April.

(f)    Community Right to Bid: discuss and agree exercising this right in the community

The Chairman proposed and it was agreed that the Clerk should approach Tandridge to discuss the inclusion of the Old Ship on a list of assets of community value in the first instance. This was agreed. It was noted that this item should be further discussed and the list could be added to at a later stage.

9.    REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   County Councillor:

No update available as the County Councillor was in purdah.

(b)   District Councillor: receive report.

1-     Bob David hopes to hear soon on the possible addition of the White House and Old Ship to the Tandridge District Council list of buildings of character.

2-     Tatsfield School Admissions was approved by the full council and will be implemented from September 2014. There is no news on whether there are any problems with admissions for Tatsfield children for this school year in September, as letters only go out to parents on 17th April.

3-     Hustings have been arranged in the WI Hall for 16th April 2013 with all candidates attending.

4-     Bob David will be requesting that the Planning Committee in Tandridge rejects the recommendation of officers in Tandridge planning for refusal of the resubmitted Green Gables plans.

(c)   Tatsfield Community Responders: update

Formal thanks from Phil Clark on behalf of the Responders for the recent Parish Council grant offer.

(d)   Village Hall Management Committee: update

Nichola Stokoe proposed that the Parish Council agrees in principle to the request for a sign indicating the location of the Village Hall on the back of the same, as well as a possible finger board sign in the car park. This was approved in principle.

(e)   Airport.

The next meeting would be held on 18th April.

(f)    Tatsfield in Bloom

A village spring clean would be held on 13th April 2013.

(g)   Vern D'Anjou Association: update

Nichola Stokoe reported that the visit had been a positive experience with excellent organisation and communication from the Vern d ‘Anjou committee. The Chairman suggested Parish Council representation should be considered at the May meeting.

(h)   Tatsfield Fair-trade Steering Group

Doug Massey reported that the Fair-trade tent would be present on the green in front of Linda’s on 13th April.

 

10.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update.

The next meeting had not yet been booked and Doug Massey would inform the Clerk when it was to be arranged.

(b)   Parish Council Car Park and retained facilities:

  • Bulky Rubbish timing changes: update
    The Clerk reported that she had not yet received confirmation regarding the morning times for remaining bulky rubbish collections in September and November. Bob David was asked to follow up as District Councillor and agreed

(c)   Westmore Green:

  • The End : discuss requests and agree action

The Chairman proposed that the Parish Council agree to change the License for Works to Mark Iredale and to grant his request for a temporary security fence and the use of a city crane as per his email in March, with conditions to be drafted and circulated for final agreement. This was approved. The Clerk to proceed.

  • Request from Scouts to hold annual Fete on green : 7/7/2013

This request was approved.

(d)   Tatsfield Community Games Area: update

The Chairman confirmed that Mike Lambert had agreed to continue on a self employed basis performing his tasks in the Community Games area and to be reimbursed for an hour a week for this work. Car park duties rota would be circulated as agreed in the March supplementary meeting.

(e)   Aileen McHugo Building: name plates to be installed

The Clerk noted the name plates were awaiting installation.

(f)    Village Hall: update

Covered under item 9d.

(g)   Tatsfield Allotments and Community Gardens:

  • Certificate of Lawfulness update for Water storage tank

This had been approved and received by the Clerk and circulated to the Allotments group in time for them to receive their grant. The Chairman proposed and it was agreed that thanks to Bob David and the Tandridge Planning team for their prompt response were in order.

  • Shelter request for composting group

The Clerk noted that the relevant documents had been sent to Mr Finch from Tandridge planning for his initial thoughts but no feedback was available as yet.

(h)   Risks assessments: update

No update as Jon Allbutt was away.

11.  MEETINGS TO ATTEND / CORRESPONDENCE:

(a)   to agree attendance at Meetings to which Parish Councillors are invited

1-     Surrey Local Forum: Dorking Halls on Tuesday 21st May 2013 from 0930 registration 1500 close. – to be determined.

2-   TVSC Network Lunch: 18 April 2013 12.00 at   Woldingham Village Hall – no one available

(b)   to discuss Correspondence received by the Clerk:

All correspondence had been covered under other agenda items

 

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

None

 

13.  MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

Only those covered under other agenda items.

 

Matters raised under Public adjournment:

1- Would the Parish Council be thinking of sponsoring an event similar to the Picnic on the Green last year?

2- What is happening about the water leaking down Approach Road? Has Tandridge done anything about enforcing things?

3- What does the Community Right to Bid actually mean for the Community?

 

Item & page

(25 Feb 2013)

Action

Who

Date by

Result

7, 16

Contact Age UK

Peter Kerry

11/3/2013

IN progress

Item & page

(11 Mar 2013)

Action

Who

Date by

Result

7c, 18

Invite attendees to Annual Parish Meeting

Clerk

20/3/2013

COMPLETE

10c, 19

Progress request to Bassetts

Chairman

8/4/2013

COMPLETE

10c, 19

Letter to Mark Stokoe

Clerk

20/3/2013

COMPLETE

Item & page

(8 Apr 2013)

Action

Who

Date by

Result

5a, 25

Provide feedback to Tandridge planning

Clerk

16/4/2013

COMPLETE

6b, 25

Inform TVCC and Kells Electrical of Parish Council decisions

Clerk

16/4/2013

COMPLETE

8b, 26

Request feedback from Communications Advisory Committee

Clerk

16/4/2013

COMPLETE

8d, 26

Contact Steve Hyder

Clerk

12/4/2013

COMPLETE

8f, 26

Contact C Moore re adding to Assets of Community Value

Clerk

18/4/2013

COMPLETE

10c, 27

Agree and send proposal for License to M Iredale

All / Clerk

12/4/2013

COMPLETE

           

 

Agenda for Annual Meeting of the Parish Council on 13th May 2013 at 8.00pm

MINUTES of the Annual Meeting of Tatsfield Parish Council held on the 13th May 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Douglas Massey, Mr Ian Mitchell, Mr Martin Westerman

                                  Mr Peter Kerry

           

In Attendance:  Mrs Ana Hughes (Clerk)

                                                Mr Bob David (Tandridge DC Councillor)

                                                Mr David Hodge (Surrey County Councillor)

                                   

And 4 parishioners.

 

1.    ELECTION OF CHAIRMAN

Susan Smale asked for nominations for Chairman from the members present. Mr Ian Mitchell proposed Susan Smale and this was seconded by Doug Massey. There were no other contenders and all were in agreement with the proposal. Susan Smale was duly elected as Chairman for the year.

 

2.     DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN:

Susan Smale signed her declaration of acceptance of Office of Chairman witnessed by the Clerk.

 

3.     APOLOGIES: Mrs Nichola Stokoe

 

4.    DECLARATIONS OF INTEREST (relating to items on the agenda):

None

.

5.    To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 22nd April 2013

The minutes of the supplementary meeting held on the 22nd April 2013 were approved and signed by the Chairman as a correct record.

 

6.    Proposal for and agreement on committees for the coming year and their members

The Chairman proposed and it was agreed that the 2 existing committees continue in the coming year: the Finance Committee, whose members would be comprised of the Chairman, Ian Mitchell, Nichola Stokoe and Doug Massey; and the Neighbourhood Plan Development Committee, whose members would be Ian Mitchell, Nichola Stokoe and Doug Massey.

 

7.    Proposal for and agreement on Terms of reference for committees

The Chairman proposed and it was agreed that the current Terms of Reference for these committees would continue unchanged.

 

8.    Proposal for and agreement on sub-committees / advisory groups for the coming year and their members

The Chairman proposed and it was agreed that the 2 existing advisory groups / sub-committees should continue: the Communications Advisory Committee, chaired by Peter Kerry and the Green Spaces and Rights of Way advisory group, chaired by Doug Massey. The Chairman proposed and it was agreed that the members accept the Appraisal Group, chaired by Roger Pearce and comprised mostly of residents with 2 parish councillors (Ian Mitchell and Nichola Stokoe). This group would remain in existence until the completion of the Village Appraisal in 2013.

 

9.    Proposal for and agreement on Terms of reference for item 8

Peter Kerry proposed and it was agreed to change item 6 of the Communication Advisory Committee Terms of Reference to ‘The Village website and other social media will be part of the overall responsibility of the Communications Committee.

No other changes were proposed and the clerk was instructed to change and circulate the document.

 

10.  Proposal for and agreement of roles and responsibilities for the coming year for Parish Councillors

The Chairman proposed and it was agreed that the current roles and responsibilities would remain unchanged and that a review of the representatives for the Fair-trade group. Tatsfield in Bloom, Vern d’Anjou Association and Youth, Health and Wellbeing would be deferred to the next parish council meeting, either a supplementary or in June.

 

11.  Review of leases and property agreements

The Clerk noted that the Parish Council entered into single year tenancy agreements for each of the Ground Floor rooms with Chartwell Cancer Trust Ltd (Room 1), Howard & Sons (Room 3) and BiggIn Words Ltd (room 2).

An existing lease for the first floor is still in place with IQ Financial Services Ltd.

The Parish Council also has a lease in place for the land on Approach Road used for Allotments with Whelan Homes Ltd as well as a lease with Surrey County Council for the land surrounding the Tatsfield Community Games Area. These are both long term leases.

An agreement is currently in place with the Allotments Group / Horticultural Society for management of the Allotments on behalf of the Parish Council.

 

12.  Review of Standing Orders and Financial Regulations

The Chairman proposed and it was agreed that both items should remain unchanged following extensive reviews the previous year, but that the financial regulations may require review later in the year should legislation come into effect relating to cheque signatories.

 

13.  Officer's report on actions outstanding since the previous meeting

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

 

14.  PLANNING

(a)   To determine the Parish Councils position on Appendix A:

  • TA/2013/518: El Cumbre, Ricketts Hill Road, Tatsfield, Surrey, TN16 2NF Erection of car port to west elevation.

The chairman proposed and it was agreed that the decision made at the April supplementary meeting under item 8 should be ratified as follows: ‘The response should ensure the inclusion of a condition preventing the carport being converted into a garage in the future, given the dwelling had recently converted their garage into habitable accommodation.’

  • TA/2013/543: Headley, Redhouse Road, Tatsfield, Surrey, TN16 2AB Erection of first floor side extension.

The chairman proposed and it was agreed that the decision made at the April supplementary meeting under item 8 should be ratified as follows: ‘No objection’.

(b)   Planning team for May.

Ian Mitchell proposed and it was agreed that planning should be undertaken by a single member each month with the option to request help if too many applications were made in that member’s month. The first member would be Ian Mitchell.

(c)   Neighbourhood Planning Development Committee / Appraisal Team:

It was noted that a meeting to discuss the current testing of the questionnaire would take place on 30th May 2013. A final version of the questionnaire would then be produced for printing and sending out to residents.

The Chairman requested a copy of the quote from the supplier for the Clerk.

 

15.  FINANCE

(a)   To authorize payments (including presentation of cheques) detailed in Appendix B

These were agreed and signed. The Clerk noted that the payment referring to Brokers Network Ltd would involve a new 3 year agreement with Aviva resulting in a 12% saving over 3 years and the next payment would be due on 1 October 2014.

(b)   To discuss and agree items requiring expenditure:

None

(c)   To receive a report on the Internal Audit progression

The Clerk noted that the Finance Committee had approved the draft accounts to be submitted to the internal auditor on 24th May 2013 and she expected final accounts to be available at the end of May for approval in June 2013.

 

16.  HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

Doug Massey noted there was nothing of significance to report.

(b)   Footpaths: update.

The Chairman reported that Footpath 21 had been upgraded and new stiles and handrail had been added. She proposed and it was agreed to thank the rights of way team in Surrey.

 

17.  NOTIFIED MATTERS

(a)   Affordable Housing.

The Chairman reported that letters should have been received by prospective new tenants for handover in mid-June and that the parish council had performed their input as requested by Tandridge District Council.

(b)   Tatsfield Communications Advisory Committee (TCAC): engaging with the public

Peter Kerry noted that the attendance at the Annual Parish Meeting had been very low and that new ways of engaging with the public needed consideration. The Chairman proposed and it was agreed this should be passed to the Communications Advisory committee for discussion and reporting back to the parish council in due course.

(c)   Westmore Green Play area : update

The Chairman noted that the new sign had been installed and had been very well received.

(d)   Crime reduction and security tagging: discussion

The police liaison meeting had touched on this matter. The Chairman proposed and all agreed a meeting with the police to address safety and tagging would be pursued further.

 

18.  REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   County Councillor:

1-     The Cabinet would be meeting on 28th May 2013 to consider funding options enabling local parish councils to perform tasks relating to highways. The County Councillor is keen that Tatsfield should be involved with other local parish councils.

2-     Paynesfield Road repairs are a high priority but Surrey Highways intend all utilities companies to be present for assistance when they start therefore a date is still to be confirmed.

3-     A 5 year plan for Project Horizon should be available soon.

(b)   District Councillor: receive report.

1-     Bob David noted that the White House had been added to the Tandridge District Council list of buildings of character but he would be pursuing reasons why the Old Ship had not been successful.

2-     Bob David’s recommendation to the planning committee to overturn the planning officer’s proposal for rejecting Green Gables’ planning application had been approved.

3-     Local elections have produced few changes: 34 conservatives, 6 liberal democrats and 2 independents in Tandridge.

4-     No problems with Tatsfield children entry to Tatsfield School were expected in September 2013.

5-     Bob David will be making a formal request to the Parish council to start looking for a new Affordable Housing project.

(c)   Tatsfield Community Responders: update

No update.

(d)   Village Hall Management Committee: update

The Chairman asked for clarification regarding the request for parish council assistance in opening and locking the village hall from 28th May for the floor maintenance contractors. The Clerk to clarify.

(e)   Tatsfield in Bloom:

The village spring clean was successful with lots of volunteers. Hanging basket planting was complete and bed planting would take place on 1st June.

(f)    Airport.

Flight numbers continue to fall and the proportion of commercial flights to rise steadily. No complaints have been received thus far.

(g)   Vern D'Anjou Association.

The Chairman proposed and it was agreed that this matter should be addressed at the next meeting.

(h)   Speedwatch.

Rota has been sent out and all is on the move again following the winter break.

(i)    Tatsfield Fair-trade Steering Group

It was reported that the recent sampling morning outside Linda’s had been successful and there would be a presence at the Scout Fete.

 

19.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update.

Doug Massey reported site visits had taken place for the Royal Oak and pond work. Final approval from the parish council should be requested on these matters shortly.

(b)   Parish Council Car Park and retained facilities:

It was noted that the bulky rubbish collection in May had gone well and care had been taken by the contractors. A stain would be watched closely. The Clerk had confirmed the dates for September and December with Tandridge and times would remain in the morning.

(c)   Tatsfield Community Games Area.

Nothing new to report.

(d)   Aileen McHugo Building.

Doug Massey reported that the lighting upgrades were progressing well. Name plates had been installed and had been well received by the tenants.

(e)   Village Hall.

Addressed under item 18d.

 

 

(f)    Tatsfield Allotments and Community Gardens.

The Chairman proposed and it was agreed that a meeting should take place with Jon Allbutt representing the Tatsfield Horticultural Society and allotments and Martin Allen from the composting group to discuss the response from Tandridge planning that planning permission would be required for erection of the proposed shelter. More information was required to address this matter.

 

20.  MEETINGS TO ATTEND / CORRESPONDENCE:

(a)   to agree attendance at Meetings to which Parish Councillors are invited

1-     East Surrey Community Mediation AGM: Monday 10th June 2013 in the Old Council Chamber at Reigate Town Hall – no one available

2-     TVSC Network Lunch 20th June at Oxted United Reformed Church. – to be determined.

3-     Chairman's Networking Day - Felbridge Hotel & Spa in East Grinstead 12-th June 2013 - S Smale to attend

(b)   discuss Correspondence received by the Clerk:

All correspondence had been covered under other agenda items

 

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

Ian Mitchell proposed that the Clerk should check the legality of holding a meeting on a bank holiday. It was noted that this meeting would be unlikely to take place anyway given that the meeting was likely to be non-quorate. It was agreed to address this out of the meeting.

 

22.  MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

None.

 

The meeting concluded at 9.43pm

 

Matters raised under Public adjournment:

1-     The old bus shelter is in need of repairs

2-     20th December 2013 for Christmas sing-along – an early reminder.

3-     Has anything been determined re the water leaking down Approach Road outside Beaver Water world ? (B David to investigate).

4-     Pot holes at Furze Corner and in Paynesfield Road

5-     Utilities companies digging up the road to install fibre optic cable in village centre.

 

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

Deemed to be complete as Tatsfield in Bloom volunteers litter pick weekly in the car park

Item & page

(22 Apr 2013)

Action

Who

Date by

Result

6b, 31

Progress drafting the License of Works

Clerk

13/5/2013

COMPLETE

Item & page

(13 May 2013)

Action

Who

Date by

Result

9, 33

Change document and circulate

Clerk

31/5/2013

COMPLETE

16b, 34

Thank rights of way team in Surrey County Council

Chairman

22/5/2013

COMPLETE

17d, 35

Agree meeting with Surrey Police

Clerk

31/5/2013

 

18d, 35

Clarify Village Hall management committee request

Clerk

20/5/2013

COMPLETE

 

Agenda for Main Parish Council meeting 10th June 2013

 

MINUTES of the Annual Meeting of Tatsfield Parish Council held on the 10th June 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Douglas Massey, Mr Ian Mitchell, Mr Martin Westerman

                                  Mr Peter Kerry, Mrs Nichola Stokoe

           

In Attendance:  Mrs Ana Hughes (Clerk)

                                                Mr Bob David (Tandridge DC Councillor)

                                                Mr David Hodge (Surrey County Councillor)

                                   

And 9 parishioners.

 

1.     APOLOGIES: None

 

2.    DECLARATIONS OF INTEREST (relating to items on the agenda):

None

.

3.    To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 3 June 2013

The minutes of the supplementary meeting held on the 3rd June 2013 were approved and signed by the Chairman as a correct record.

 

4.    Elect a VICE-CHAIRMAN and receive a signed Declaration of Acceptance of Office

The Chairman called for nominations for Vice-Chairman. Ian Mitchell proposed Doug Massey and this was seconded by Peter Kerry. Mr Douglas Massey signed the Declaration of Acceptance in the presence of the clerk.

 

5.    Co-option of Councillor: signed Declaration of Acceptance of Office and DPI form

The Chairman indicated that, following the resignation of Jon Allbutt as a councillor, the vacancy had been advertised widely. As a consequence Helena Garcia had indicated her willingness to accept co-option. As no other person had indicated any desire to be co-opted, the Chairman proposed that Helena Garcia should be co-opted as a member of the Parish Council. This proposal was seconded by Doug Massey and approved unanimously.

Helena Garcia then signed her Declaration of Acceptance of Office and her Declaration of Pecuniary Interests in the presence of the clerk and took her place in the meeting.

 

6.    Final agreement on roles and responsibilities for the coming year for Parish Councillors

The Chairman proposed and it was agreed that the Roles and Responsibilities be approved as detailed and attached to these minutes as Appendix C.

 

7.    To receive an Officer’s report on actions outstanding since the previous meeting

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

 

8.    PLANNING

(a)   To determine the Parish Councils position on Appendix A (if relevant)

No planning applications had been received in time for the meeting but it was noted a number of decisions had been made on previous applications and these were listed in Appendix A. Ian Mitchell noted a new application – for Thistledown, Shaw Road - had arrived and would be considered at the June Supplementary meeting on 24th.

(b)   Planning member for June

Martin Westerman agreed to take on this role in June.

(c)   Neighbourhood Planning Development Committee / Appraisal Team: update

The chairman of the appraisal team Roger Pearce noted that 750 questionnaires had now been printed and the bill for this submitted to the Parish Council. These would be distributed through the magazine distribution group and by volunteers. The Parish Council supported this endeavour and agreed to promote the filling in of the questionnaires through social media and website channels.

(d)   Tandridge Planning Policy : update

Ian Mitchell noted in his briefing that some parish council recommendations had been taken into account but that although most of Westmore Green had now been excluded from the settlement area, this had not included parts outside the Bakery and the Old Ship.

 

9.    FINANCE

(a)   To authorize payments (including presentation of cheques) detailed in Appendix B

These were agreed and signed. The Clerk noted that the One Year Fixed Rate bond with NatWest had matured and it had provided £391.07 interest, included in Appendix B. She is looking into alternative investments.

(b)   To discuss and agree items requiring expenditure:

2 items would be addressed in the supplementary meeting: £627.50 for the Appraisal questionnaire printing and £34 for printing expenses to Roger Pearce.

(c)   End of Year accounts for 2012-13:

  • Sign accounts and Annual return together with Notes to annual return and accounts

The end of year accounts had been approved at 3rd June 2013. The Accounting Statements, annual governance statement, notes to the accounts and Balance sheet were signed and dated by the Clerk and Chairman.

Ian Mitchell noted the asset register needed some changes and the clerk was to proceed.

 

10.  HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

Doug Massey noted there was nothing of significance to report.

(b)   Footpaths: update.

The Chairman noted she had experienced sections of Footpath 29 barred by electronic fences and this had been reported independently to Surrey County Council.

 

11.  NOTIFIED MATTERS

(a)   Affordable Housing.

The Chairman reported on this item and confirmed estimated completion date for the new tenants was 3 July 2013.

(b)   Tatsfield Communications Advisory Committee (TCAC): update

Peter Kerry proposed and it was generally agreed that the Parish Council would attend the Scout Fete on 7th July. Details to be agreed. More suggestions about engaging with the public would be addressed at the supplementary meeting and the TCAC had requested feedback on these.

(c)   Westmore Green Play Area: update and conclusion

The Chairman proposed and it was agreed that the Clerk would thank Steve Hyder and his team for their involvement in the project and their support throughout the various phases.

 

12.  REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   County Councillor:

1-     Complaint re low flying air craft from Biggin Hill (from resident in Chelsham)

2-     Money is still available from the Community Improvement Fund for Surrey-wide projects.

3-     Project Horizon still going ahead with a 5 year plan for improving roads – Paynesfield Road and Ricketts Hill Road will be included.

4-     There will be 99.9% broadband coverage in Surrey by the end of 2014.

(b)   District Councillor:

1-     Bob David noted that at least 20 people from the original housing needs survey still required affordable housing in Tatsfield and called for a new project to address this.

2-     Missed recycling and rubbish collections are actually only 0.11% in Tandridge.

3-     At the moment there are no plans to implement an additional garden waste collection truck as the numbers do not justify the cost in Tandridge District.

(c)   Tatsfield Community Responders

No update.

(d)   Village Hall Management Committee: update

Nothing to report.

(e)   Tatsfield in Bloom:

Clean up to pond has started. Doug Massey agreed to be the main contact for Tatsfield in Bloom on the parish council.

(f)    Airport.

None.

(g)   Vern D ‘Anjou Association.

Nothing new to report.

(h)   Speedwatch.

Activity is ongoing.

(i)    Tatsfield Fairtrade Steering Group

The group has re-applied for Fairtrade status for the village.

 

 

13.  PARISH COUNCIL PROPERTY AND LAND

To receive updates, discuss matters and where relevant, agree on proposals relating to:

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update and planting of Royal Oak.

The planting of the Royal Oak on Tatsfield Green will take place on 14th July 2013.

(b)   Parish Council Car Park and retained facilities

Nothing to report

(c)   Tatsfield Community Games Area

Nothing to report

(d)   Aileen McHugo Building: update

Chartwell Cancer Trust Ltd in Room 1 have renewed their tenancy for another year and the tenant in Room 3 is currently in the process of doing so.

(e)   Village Hall

Floor maintenance was completed by Ryan Leisure and deemed acceptable to the parish council by Martin Westerman. This will now be revisited in 18 months time.

(f)    Tatsfield Allotments and Community Gardens : update

Activity to complete seeding of the Community Garden continues and benches and picnic tables have been ordered. The request for a shelter is still being addressed.

 

14.  MEETINGS TO ATTEND / CORRESPONDENCE:

(a)   to agree attendance at Meetings to which Parish Councillors are invited

1-     Surrey VCFS Forum on Wednesday 10th July 2013 10am – 1pm at Reigate Baptist Church – theme HEALTH – to be confirmed, Sue Smale or Helena Garcia may attend.

 

(b)   discuss Correspondence received by the Clerk:

Thank you letters were received from Tatsfield Fairtrade and St Catherine’s Hospice for the grants awarded.

 

15.  MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

Business link levy, Scout Fete attendance and general discussion on engagement.

Tatsfield responders update.

Further discussion on the mobile pizza business approach.

 

The meeting concluded at 9.43pm

 

Matters raised under Public adjournment:

1- Water leak in Approach road - this has been raised by Bob David with TDC and he is awaiting a response.
2- What were the Parish Council comments re Footpath 25 (this was from Ann Hayes and she was directed to the minutes from 3/6).
3- What was the PC response to the Fairtrade's request re the sign?
4- Picnic on the Green - will be on 18th August on Westmore Green from 2.15 - 4.30 and Dave Bishop is looking for assistance and support.
5- Carol Sing-along in December.
6- Lights are an improvement in the AMB.
7- Deer culling in and around Tatsfield ? Whose responsibility is this?

 

 

 

Item & page

(25 Feb 2013)

Action

Who

Date by

Result

7, 16

Contact Age UK

Peter Kerry

11/3/2013

IN progress

Item & page

(13 May 2013)

Action

Who

Date by

Result

17d, 35

Agree meeting with Surrey Police

Clerk

31/5/2013

In progress

Item & page

(3 June 2013)

Action

Who

Date by

Result

9, 39

Object to modification order

Clerk

8/7/2013

In progress

Item & page

(10 June 2013)

Action

Who

Date by

Result

9c, 42

Send approved accounts / Annual return to Auditors

Clerk

30/6/2013

 COMPLETE

11c, 42

Thank you to Steve Hyder

Clerk

17/6/2013

COMPLETE