Agenda for Main Meeting of Tatsfield Parish Council held on 13th July 2015 at 8.00pm in the Parish Rooms

MINUTES of a Meeting of Tatsfield Parish Council held on the 13th July 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mrs Nichola Stokoe (in the chair)

                                    Mr Niall Kells, Mrs Althea Davies, Mrs Helena Garcia-Macleod, Mrs Pat Coombe, Mr Mike Sarll                

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 6 parishioners.

 

1             APOLOGIES

416/0715 Mr Ian Mitchell’s apologies were received and accepted by members.

 

2             DECLARATIONS OF INTEREST (relating to items on the Agenda)

None

 

3             Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 29th June 2015

417/0715 The minutes of the meeting held on the 29th June 2015 were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

4             Officer’s report on actions outstanding since the previous meeting

The Clerk noted that most outstanding actions were covered by existing agenda items.

 5             PLANNING

(a)   To determine the Parish Council’s position on Appendix A:

418/0715 Objection on the basis that the proposed increases result in a disproportionate addition over and above the size of the original building which contravenes planning policy DP13.

 

419/0715 No Comment

 

420/0715 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions

 

(b)   Planning team for July: Althea and Helena

421/0715 It was resolved that Althea Davies and Helena Garcia-McLeod would assist in planning for July.

 

6             FINANCE

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

422/0715 The payments on Appendix B were checked and approved. The Clerk noted that some of the cheques had been signed already given there were currently only 2 signatories active on the Parish Council bank account owing to complications with verification by HSBC meant a delay in implementing the new mandate. No objections to the payments were raised. There were a few cheques that could not be signed as they had been presented for payment when Ian Mitchell had already left and therefore could not be signed until he returned or the new mandate was implemented.

The Clerk noted this was hopefully going to take place by week commencing 20th July 2015.

 

(b)   Discuss and agree items requiring expenditure:

  • Discuss Blachere Quotation for Christmas Lights: £266.50 plus VAT

Niall Kells noted that all the avenues he had approached re obtaining power to the traffic island in the Village Centre had been frustrated. He would continue to assess options.

423/0715 It was resolved to revisit this item at the September main meeting to enable further exploration of options for power to the traffic island.

  • Professional Fees incurred re Allotments Agreement changes: £368 + VAT

424/0715 The Clerk noted this item had been incurred following a change to the legal advice framework with SSALC. The expense was noted and approved.

(c)   Annual Accounts: notification of alteration to Annual Report figure Box 6 and 7

425/0715 The Clerk explained that boxes 6 and 7 on the annual return had needed changing from (Box 6) £36,436 to £35,936 as she had found that £500 of discount for the benches had been applied incorrectly as an expense and needed to be journalled into the correct account. Box 7 had been changed to £95,910 to reflect the reduction in expenditure. Both boxes had needed initialling by the Clerk and Chairman and she was presented this to members for their information. The annual return had been sent as required to the external auditor.

The matter was noted and approved.

 

7             HIGHWAYS & RIGHTS OF WAY

(a)   Highways:

Niall Kells informed members that the hole in Paynesfield Road he had reported at the previous meeting had been repaired. He was awaiting action by Surrey Highways on 2 further items: fly tipping in Rag Hill Road and a sign knocked down on the corner of Rag Hill Road and Old Lane.

 

(a)   Rights of Way:

  • Church Lane footpath – update

The Chair noted the letters to land owners were in progress and she hoped to complete them with the Clerk by August.

 

8             NOTIFIED ITEMS

(a)   Housing

Helena Garcia-McLeod noted she was in the process of making contact with the new English Rural representative. She drew attention to the new housing requirements consultation from Tandridge District Council which would need addressing by residents.

(b)   World War 1 100th Anniversary: Benches update

The Chair noted that Steve Hyder had authorised the new bench as agreed at the last meeting and it would be installed shortly by the Parish Council’s contractor – Woodstone Landscaping. The plaque had been placed on the bench outside the Club by the pond. It was suggested this should be reported in the next Parish Council report in the Village magazine.

(c)   Defibrillators – update

The Clerk noted Martin Bullock had agreed to complete the training.

426/0715 it was resolved training dates should be in September – one evening and one weekend – to ensure publicity in the Parish Magazine. Dates to be agreed with the Village Hall Bookings Secretary and Martin Bullock via the Clerk.

(d)   Community Buildings Survey

The Clerk hoped this would be completed and handed in by the end of July for the Aileen McHugo Building.

 

(e)   Volunteers: assign responsible member and update on progress

The Clerk noted she is awaiting confirmation from the Volunteer groups regarding paperwork and process before the insurance company can be notified.

 

(f)    Lay-by parking – Approach Road

The Clerk noted advice from SSALC had suggested requesting high level opinions from Wellers Hedley’s as Anne Bott could not offer any solution at first glance. The Clerk had not found any obvious power for the Parish Council to act as suggested by Anne Bott from SSALC.

427/0715 It was resolved the Clerk should request free advice from Wellers Hedley’s as suggested by Anne Botts' response to the Clerk dated 6 July 2015.

 

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

a)     County Councillor

Mr David Hodge reported on the following matters:

1-     The Approach Road repairs would be undertaken on 27th November 2015 over 5 days.

2-     He asked whether Maddisons in the village had been an active butcher’s business. It was confirmed this was not the case and that it was unlikely the village could support a butcher. Mr Hodge would be writing to Tandridge District Council to confirm this.

3-     Mr Hodge had no knowledge of having commissioned the footpath barrier repair at the northern end of Westmore Green. However the Parish Council was very grateful to the Rights of Way group in Surrey.

428/0715 It was resolved the Clerk should write to the Surrey Rights of Way officer and thank them for the replacement of the barrier in Westmore Green.

b)    District Councillor

Mr Martin Allen reported on the following matters:

1-     Attended a planning meeting.

2-     He has the first full Council meeting on 16/7/15

3-     Mr Allen attended the Titsey Annual Parish meeting.

4-     A parking issue on Westmore Road had been addressed and was ongoing.

5-     He was getting to grips with the Surrey County Council’s school transport policy which would affect Tatsfield parents in the new school year.

c)     Village Hall Management Committee:

  • Update on storage and upstairs room for History Project
  • Update on Little Acorns request for extra external door
  • Windows update

Helena Garcia-McLeod noted a meeting between the Parish Council, Village Hall Management committee and Little Acorns had been arranged for 21st July 2015 and that these matters would be addressed at that time in great detail.

d)    Tatsfield in Bloom: update

Jon Allbutt noted the judging day had gone well, the volunteers had done an amazing job at tidying up the village and many thanks to Tandridge District Council for assisting in the whole effort. The judges had appeared to be very impressed.

e)     Biggin Hill Airport: update

The Chairman noted the next meeting would be attended by Niall Kells in Ian Mitchell’s place on 16th July 2015.

 

f)      Speedwatch

The Chairman noted Ian Mitchell had sent a report detailing success on Ricketts Hill Road but speeding issues remained in the school 20 MPH zone. A letter had been sent to the school requesting information be given to parents on the serious nature of this matter.

 

8.57pm – meeting suspended for public participation

9.16 – meeting reinstated.

 

g)    Tatsfield Fairtrade Steering Group: update

It was noted that members had attended a conference in Bristol providing lots of ideas and inspiration. The next event was to be held on the Green outside Linda’s in September and the group was planning on involving Tatsfield Primary school.

 

h)    Tatsfield Vern d’Anjou Association

Althea Davies reported that this was a quiet period with preparation taking place for the visit to Vern in 2015. A quiz night was being prepared for the end of this year.

 

i)      Oxted Citizens Advice Bureau

Althea Davies noted she had not been contacted by the Citizens Advice Bureau or given information on the next meeting. The Clerk would follow up.

 

j)      Tatsfield Horticultural Society

Martin Allen reported on the following matters:

  • Currently experiencing problems with the new shredder barely out of warranty and in protracted negotiations with the supplier for them to pay for repairs.
  • Tatsfield Open Gardens was successful and interesting
  • Evening Garden walk being organised.
  • Recent appearances at the Scout and School fairs were great with lots of children growing their own beans

 

10           PARISH COUNCIL PROPERTY AND LAND

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

(a)   Parish Land Committee: update

429/0715 It was resolved this should be deferred until the next main meeting as the Parish Land committee was meeting for the first time on 16th July 2015. A short update could be available at the supplementary meeting.

(b)   Westmore Green:

  • Traffic island in Village Centre – update

430/0715 it was resolved that this would be transferred to the Parish Land committee for their consideration.

  • Barrier and path repairs – update

This was covered under item 9a.

(c)   Maesmaur Corner: update

The Chairman noted the letter to residents at Vale House had been sent and the Clerk awaited their reply.

 

(d)   Tatsfield Green:

  • Old Lane ditch

431/0715 It was resolved this should be taken over by the Parish Land committee.

 

(e)   Parish Council Car Park and retained facilities

Althea Davies asked whether the Parish Council needed to place signs warning of CCTV cameras present.

432/0715 The Clerk was instructed to investigate the requirements for CCTV systems for Parish Councils and provide her with recommendations.

Niall Kells noted that one of the bollards in the car park was loose and he was going to obtain a quote for repair.

The Clerk noted that ADT would be collecting the signed contract for processing on 14th July 2015 together with the cheque. She alerted the meeting to the possibility that the Direct Debit form needed 2 signatures and this may cause problems if ADT tried to lodge it before the mandate was complete.

This was noted.

 

(f)    Tatsfield Community Games Area

  • Update on progress for new caretaker

The Clerk informed members she was still awaiting a response from the caretaker and would chase him.

(g)   Aileen McHugo Building

  • Renewal of Room 3

The Clerk informed the meeting that Room 3 tenant had renewed his contract for another year and that the Parish Council needed to sign his copy so she could get it to him.

 

(h)   Village Hall

This item was covered under item 9c.

 

(i)    Hayes Pasture: barrier repairs

Mike Sarll noted he had met with the contractor to discuss the additional requirements. The Clerk had received a revised quote which in total came to £432 + VAT which was well within the limit of delegated power given to her as per resolution 318/0415. The Clerk would be informing the contractor he could proceed.

 

11           MEETINGS TO ATTEND / CORRESPONDENCE:

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

None at this time.

 

(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

  • Feedback following the Village Hall meeting on 21/7/15
  • Feedback from the Parish Land committee on 16/7/15
  • Traffic issues raised

 

The Meeting closed at 9.35 p.m.


 

Subjects raised in Public Adjournments

1-     Would it be possible to place Keep left signs in Ship Hill, Old Lane and Approach Road as currently vehicles are being driven dangerously when they turn into these roads?

2-     David Hodge noted he was now one of the 4 Vice Chairmen of the Local Government Association and therefore may have a challenge attending all meetings in the coming months on time.

3-     Serious concern about the Lusted Hall Lane / Approach Road junction with many drivers not bothering to look before moving straight out onto the Approach Road.

4-     What are the maintenance plans for the pond?

5-     There is a hole in the pavement in the pavement near the Bakery wall near the new water meter.

6-     New benches in Tatsfield Green being overgrown – could the grass around them be cut please.

7-     What is happening with the path across Tatsfield Green?

 

 

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

322/0415

Thank TCAG for their work and invite updates on progress / work as an external organization.

Clerk

07/5/2015

In progress

327/0415

Implement approved steps for volunteers and liaise with TIB / Jon Allbutt

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfillment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(29 June 2015)

Action

Who

Date by

Result

408/0615

Inform Little Acorns of Parish Council decisions and request further information

Helena Garcia-McLeod / Clerk

13/7/2015

COMPLETE

409/0615

Obtain a further quote for painting for Village Hall

Helena Garcia-McLeod / Clerk

7/7/2015

In progress

410/0615

Arrange meeting with VHMC and PC

Clerk

13/7/2015

COMPLETE

412/0615

Draft letter offering licence to Vale House

Nichola Stokoe / Clerk

13/7/2015

COMPLETE

414/0615

Draft letter re footpath

Clerk / Nichola Stokoe

13/7/2015

In progress

Item & page

(13 July 2015)

Action

Who

Date by

Result

418-420/0715 62

Inform Tandridge planning of Parish Council decisions on planning applications

Clerk

20/7/2015

COMPLETE

426/0715

Arrange new training dates

Clerk

31/7/2015

Complete

427/0715

Request high level free advice from Wellers Hedley’s

Clerk

31/7/2015

In progress

428/0715

Write to Rights of Way officer with thanks for Westmore Green barrier repair work

Clerk

31/7/2015

 Complete

432/0715

Investigate requirements for CCTV installation

Clerk

21/7/2015

COMPLETE

 

Agenda for Main Meeting of Tatsfield Parish Council to be held on 14th September 2015 at 8pm at the Parish Rooms

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th September 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mrs Nichola Stokoe (in the chair)

                                    Mr Niall Kells, Mrs Helena Garcia-Macleod, Mr Mike Sarll            

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 4 parishioners.

 

1             APOLOGIES

454/0915 Mr Ian Mitchell, Mrs Althea Davies and Mrs Pat Coombe’s apologies were received and accepted by members.

 

2             DECLARATIONS OF INTEREST (relating to items on the Agenda)

Mike Sarll declared an interest at the time of discussion of item 11j given his position as Chairman of the Tatsfield Allotments and Community Gardens Group. He left the room at the time of discussion of this item and did not return until discussion and voting on the item had been completed.

 

3             Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 27th July 2015

455/0915 The minutes of the previous meeting held on 27th July 2015 were agreed as a true record of the supplementary meeting held on that date and signed by the Chair.

 

8.05pm Meeting suspended for public participation

8.24pm Meeting reinstated.

 

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

The Clerk noted that outstanding actions were covered by existing agenda items.

 

5   Receive and accept the Minutes of the Parish Land Committee Meeting held on 10th September 2015

456/0915 The minutes from the Parish Land Committee Meeting held on 10th September 2015 were received and accepted after individual proposals and recommendations were addressed in the agenda (notably items 9f and 11a) and subject to review of all quotations relating to 11a at the Supplementary meeting on 28th September 2015.

 

6    PLANNING          

(a)   To determine the Parish Council's position on Appendix A:

  • TA/2015/1460: Tatsfield Lodge, Ricketts Hill Road, Tatsfield TN16 2NA
    Erection of two storey extension to west elevation. Erection of detached double garage to north elevation. (Certificate of Lawfulness for a Proposed Use or Development)

457/0915 No comment.

  • TA/2015/1461: Tatsfield Lodge, Ricketts Hill Road, Tatsfield TN16 2NA
    Erection of single storey extension to west elevation. (Certificate of Lawfulness for a Proposed Use or Development)

458/0915 No comment.

459/0915 No objection.

 

460/0915 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s resolutions

 

(b)   Planning team for September: Niall Kells

461/0915 It was resolved that Niall Kells would assist in planning for September.

 

7             FINANCE

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

462/0915 All cheques were presented and duly authorised and signed. All other expenditure presented in Appendix B were approved.

 

(b)   Discuss and agree items requiring expenditure:

  • Electrical inspection to Aileen McHugo Building: £300 total.

463/0915 This item was approved and the Clerk instructed to inform the contractor and agree a date for the inspection.

  • Bollards work in car park: £475 – Parish Council to determine whether this should come from the main budget or from the Car Park maintenance.

464/0915 It was resolved to approve this item and to allocate it to the Car Park Maintenance budget heading – the Clerk was instructed to inform the contractor to proceed.

  • Village Hall car park signs : quote / artwork approval £104.88 including VAT

465/0915 The quote and artwork were approved. The Clerk was instructed to place the order subject to receiving approval from the Village Hall Management Committee.

  • HR Event training – Althea Davies £75

466/0915 This item was approved and the Clerk instructed to book the training.

  • New water butt (replaces damaged one): £150 supply and fit.

467/0915 This item was approved and the Clerk instructed to notify the contractor, subject to confirmation that the new water butt would include a tap that can be used to drain the water for use.

 

(c)   Review Insurance requirements and approve current insurance cover

468/0915 The current insurance cover and renewal details were reviewed. It was resolved the current insurance requirements should be increased with the Parish Council accepting to assume responsibility for replacement or repairs to the fence surrounding the allotments. The increase to the renewal premium would be £45.58. The Clerk was instructed to obtain an updated quote and the payment would be made at the Supplementary meeting as it was due on 1 October 2015. The likely premium would be £3360.46.

 

(d)   External audit: report from Clerk on qualification implications.

The Clerk noted that she had been in communication with BDO LLP regarding the absence of proof of a formal risk assessment for 2014-15 financial year and this was likely to result in a qualification. The impact of this on the Parish Council was likely to be minimal unless the Council wanted to obtain Quality status or apply for a Public Works loan in the near future. Her report was noted.

8             HIGHWAYS & RIGHTS OF WAY

(a)   Highways:

  • Tarmac in Rag Hill Road: update

Niall Kells noted that the tarmac left by the road surfacing contractors from the Ricketts Hill Road work last year was still there and had been reported to Surrey County Council. A further update was made by David Hodge in item 10a.

(a)   Rights of Way:

  • FP21 kissing gate to replace style – update

The new Surrey Footpaths and Rights of Way officer had now started work in her new role. The Clerk would be contacting her shortly.

  • Church Lane footpath – update

The Chair noted that letters had been sent to landowners as agreed at the supplementary meeting in June (resolution 414/0615).

9             NOTIFIED ITEMS

a)     Defibrillators – update

Helena Garcia-McLeod confirmed that 2 bookings for new training sessions had been agree with Martin Bullock and the Clerk had filled in the booking forms for the Village Hall – dates were Sunday 20th September – 10.00 – 12.00 and Thursday 24th September – 17.30 – 19.00. Posters had been placed in noticeboards, there was an advert in the Parish Magazine and on Facebook and the website.

b)    Volunteers: update

The Clerk noted she had not received any update from Jon Allbutt on this matter.

469/0915 It was resolved the Clerk should remind Jon Allbutt about the lack of progress on this item.

c)     Lay-by parking

470/0915 It was resolved that no further action be taken on this matter as there did not appear to be much that could be done without a large amount of public money spent and this was not deemed appropriate at this stage.

d)    Grant award policy: discuss and approve

471/0915 it was resolved that members would prefer this be discussed and approved when a full Parish Council was present and it was deferred to the Supplementary meeting on 28th September 2015.

e)     CCTV policy: discuss and approve.

472/0915 It was resolved that the policy proposed by the Clerk with full appendices and proper forms tailored to Tatsfield Parish Council be approved and adopted as the Parish Council’s CCTV policy. The Clerk was instructed to make this available on the website.

 

f)      Bus stop waiting area proposal : discuss and agree next steps.

The matter was discussed at length following consultation with Alison Houghton from Surrey County Council. The following points were made clear:

  • Hail and ride is being phased out by Transport for London (TfL).
  • There will be fixed bus stops at determined point on Ricketts Hill Road, currently based on data collected by existing services picking up and dropping off users of the service.
  • TfL would like to build a bus stop with hardstanding and a bus stop pole /flag on Parish Council land on both sides of Manor Road which will mean building on Tatsfield Green. They are willing to work with the Parish Council to make the stop as unobtrusive as possible.
  • If the Parish Council refuse this then there will be no bus stop between Eagle Drive and Old Lane.
  • Other options for bus stops were proposed by the County Councillor – to be discussed off site.

473/0915 It was resolved that this matter be deferred to the Supplementary meeting for further discussion and deliberation.

 

g)    Community Recycling Centres: public consultation

474/0915 It was resolved that this consultation be responded by individual members and did not lend itself for an official Parish Council response and that information was already being given to residents to encourage them to respond.

 

h)    Christmas Carol Service

475/0915 it was resolved that the Parish Council should award the requested grant of £350 to Dave Bishop for expenses arising out of the organisation of the Christmas Carol service to take place on Friday December 18th 2015 from 7pm.

The Clerk was instructed to inform Mr Bishop and proceed with steps to close the road, inform the police and the responders.

It was further noted that assistance with lighting and procurement of a Christmas tree were needed.

 

i)      Advertising in the Village: update and next steps.

The Chair reported that a number of local businesses and organisations had removed banner advertising that they had put on display in recent weeks. This was in response to enforcement letters from Tandridge District Council following the Parish Council’s inquiry about their legality. In one case an advert had been replaced by one which conformed to planning law. Beaver Water World had been given approval for many of their adverts when the site was part of London Borough of Bromley. Further information would be made available when received.

8.55pm: Meeting suspended for public participation

9.00pm: Meeting reinstated.

 10  REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

a)     County Councillor

Mr David Hodge reported on the following items:

1-     There is no requirement for Surrey Highways to cut sight lines – Tandridge should be cutting Tatsfield Green as it manages the greens on behalf of the Parish Council.

2-     Approach Road works are scheduled to start on 21st October and it will be closed for 5 days with diversions. The Parish Council should inform residents.

3-     Work to repair Lusted Hall Lane will take place at the same time as Approach Road.

4-     Where does the Parish Council want the road planings left – please determine and inform Mr Hodge after Supplementary meeting on 28th September.

5-     Winter Maintenance plans were in place with wet grit, farmers given salt supplies, grit bins refilled in October 2015 and new improved gritting schedules for Tandridge.

6-     Tatsfield Primary School’s results were very good this year and the County Councillor had written a letter to highlight this.

7-     Six wet spots identified in Tatsfield, including Rag Hill Road, Lusted Hall Lane, Church Hill, Old Lane, Kemsley Road and Maesmaur Road as well as a spot in Clarks Lane.

8-     Has the Parish Council discussed Mr Hodge’s Open Bookcase idea ?

b)    District Councillor

Mr Martin Allen reported on the following items:

1-     Very little in August as the Council closed down

2-     Community Services Meeting disclosed an increase in waste collection efficiency but recycling was status

3-     Food Hygiene project is successful

4-     Tandridge is building more houses in the borough.

 

c)     Village Hall Management Committee:

  • Update on storage and upstairs room for History Project
    Helena Garcia-McLeod reported that there was support in principle for this proposal but that the Village Hall Management Committee (VHMC) was still not ready to completely give up the room before the storage challenges were met.
  • Windows project: request for Parish Council members to join a sub-committee to discuss funding options
    The VHMC would like to work with Niall Kells and Helena in a sub-committee for funding options re the windows replacement project and would like to consider replacing the doors as part of this project too.

9.37pm Nichola Stokoe had to leave the meeting for a short while – Mike Sarll was accepted as Chair until her return.

d)    Tatsfield in Bloom: update

Bob David noted that Tatsfield had been awarded a Gold but Limpsfield had won the overall category (Tatsfield 2nd out of 5).

9.42pm Nichola Stokoe returned to the meeting and took up the Chair once more.

e)     Biggin Hill Airport: update

Ian Mitchell had left a short report including noting his attendance at the Battle of Britain event on 18th August 2015.

f)      Tatsfield Fairtrade Steering Group: update

Bob David noted the next event was a tasting and sale of Fair-trade goods outside the shops on 26th September 2015 to which all were invited.

g)    Tatsfield Vern d’Anjou Association

None

h)    Oxted Citizens Advice Bureau
None

i)      Tatsfield Horticultural Society

Martin Allen reported the THS show had been very successful especially in the Arts and Crafts section

He noted the THS would be looking for assistance from the VHMC and Parish Council to install additional lighting for help in lighting THS shows but that would benefit all Village Hall users. Costs were expected to be around £450.

 

11           PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

  • Discuss proposal to adopt recommended pathway option for the Village Centre island: costs between £4,500 and £7,000: decision on agreement to use reserves to fund project.

476/0915 It was agreed in principle that the recommendation from the Parish Land committee would be accepted subject to full further discussion of quotes and prices at the supplementary meeting as no one had seen any quotes or specifications.

The Clerk noted that all quotes should be requested by her following delegation and instruction by either full Council or an approved Committee with delegated powers (i.e. Finance or Parish Land). Individual councillors could assist with specialised knowledge but quotes and instructions to proceed should only take place through the Clerk. This was noted and agreed by members.

b)    Westmore Green: update on diseased tree and next steps

Mike Sarll reported the diseased tree brought to the attention of the Parish Council by Jon Allbutt would need to be removed according to Steve Hearn from Tandridge. The Clerk had contacted Mr Hearn regarding a further tree and was awaiting his response.

477/0915 The matter should be brought to the attention of residents through the Parish Magazine and social media before the removal of the tree, together with assurances of plans for replacing the tree(s).

c)     Maesmaur Corner:

  • Next steps following receipt of undertaking from solicitors

The Chair noted that the draft License had been sent to the solicitors acting for Vale House and the Clerk was awaiting their reply.

d)    Tatsfield Green:

  • Old Lane ditch : dumping update

Niall Kells reported that Tandridge would be clearing and digging out the ditch beside Old Lane in October.

e)     Parish Council Car Park and retained facilities

None – covered under item 11f.

f)      Tatsfield Community Games Area

  • Update on progress for new caretaker: meeting with Tatsfield Primary School to agree way forward

The Clerk confirmed a meeting had been scheduled for 22nd September to be attended by the caretaker, Jill Hancock, Pat Coombe and Althea Davies. They would report back in time for the Supplementary meeting.

  • Complaints from Bassets Residents re anti-social behaviour.

The Chair noted complaints had been received regarding anti-social behaviour in the car park and most notable the TCGA by Bassets’ residents. A formal letter sent to Tatsfield Primary school had been sent on to the Parish Council. Residents had been strongly encouraged to monitor activity and to report all anti-social incidents to the police immediately – this would highlight the need for additional police presence on site.

478/0915 It was resolved a request be made for assistance in stopping this behaviour through the Parish Magazine, noting that the Parish Council might need to close the facility should it continue to be misused. It was additionally proposed that the cost of an additional camera be investigated and the whole situation should be monitored continuously. The Police Community Support Officer had been notified. The Clerk was asked to enquire about a sign informing TCGA users of the need to behave appropriately.

 

g)    Aileen McHugo Building

  • CCTV progress report: quality of picture not adequate – discuss options

Niall Kells noted a complaint regarding the quality of the CCTV footing picture had been sent to ADT and he was awaiting feedback.

h)    Village Hall:

  • Painting windows quotes / new windows quote: consider and next steps

479/0915 it was noted that in principle the Parish Council would support the option to replace rather than paint the windows on the Village Hall. It was further resolved the Clerk should be instructed to extend existing quotes to include soffits and fascia replacements. Further discussion would take place on this once the new quotes had been received and circulated.

480/0915 The Parish Council agreed with Niall Kells and Helena Garcia-McLeod joining a sub-committee to work with the Village Hall Management Committee to determine possible sources of funding.

  • New door in Village Hall: consideration of new quotes (£1,290 - £4,000)

481/0915 The Finance Committee had resolved this should be a Parish Council project and it was further resolved that a clear specification be agreed taking into account possible building regulation requirements such as steps / ramps connecting the door to the outside space. This would then be discussed at the Supplementary meeting and the Clerk would then contact all suppliers with the uniform specification and request like for like quotations.

i)      Parish Council notice boards: consider proposal to limit size of notices to A5.

482/0915 It was resolved that all notices on the free public notice boards in the Village Centre and elsewhere be limited to A5 only. The Clerk to organise communication to village organisations and a poster on the notice boards informing potential users that non-compliant notices would be removed.

j)      Tatsfield Allotments and Community Gardens: update

483/0915 Once Mike Sarll had left the room it was resolved that the Parish Council should proceed with the steps agreed at resolution item 265/0215 (Supplementary meeting in February 2015) as the Clerk had received written confirmation that Tatsfield Horticultural Society was happy for TACG to take over management of the allotments. The Clerk would proceed with the next step which would be to obtain a copy of the TACG constitution and redraft the agreement. The Clerk was instructed to proceed.

Mr Sarll was asked to re-enter the room once the resolution had been adopted.

12           MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • English Rural Housing event in Guildford on 22/9/2015 – Ian Mitchell attending

(b)   to discuss Correspondence received by the Clerk

The Clerk confirmed all correspondence received had been discussed under relevant agenda items.

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

The Chair noted that a new training course for new councillors was available – a previous one in July at the same venue had been cancelled by SALCC and all new councillors could attend this one, potentially Helena too so she asked that the Clerk be given power to book this to ensure councillors could obtain a place as these were likely to be tight. This was approved to be ratified at the supplementary meeting on 28th September 2015.

14           MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • New bench on square needs a litter bin
  • Is the BT public telephone being used in the village centre ?

 

The Meeting closed at 10.35 p.m.

 

Subjects raised in Public Adjournments

1-     Is the road surface replacement in Approach Road and Lusted Hall Lane to be horse-riding friendly ?

2-     Concern about removal of Hail and ride and replacement with pre-determined bus stops will create more danger for vulnerable users and reduce use of service

3-     Can planings be used for any road and can they be delivered anywhere in the village?

 

 

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

327/0415

Implement approved steps for volunteers and liaise with TIB / Jon Allbutt

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(13 July 2015)

Action

Who

Date by

Result

427/0715

Request high level free advice from Wellers Hedley’s

Clerk

31/7/2015

Cancelled

Item & page

(27 July 2015)

Action

Who

Date by

Result

441/0715, 70

Investigate options for hedge at boundary with Old Police House as well as clarify ownership.

Clerk/ N Stokoe

01/09/2015

In progress

445/0715, 70

Organise new gazebo with accepted writing and return of old one.

Clerk

28/8/2015

COMPLETE

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

457-460/0915 73

Inform Tandridge of Parish Council resolutions

Clerk

15/9/2015

COMPLETE

461-467/0915 72 – 73

Inform contractors and proceed with orders / bookings where instructed

Clerk

25/9/2015

 in progress

468/0915

Obtain an updated quote for insurance

Clerk

17/9/2015

COMPLETE

469/0915

Request update from Jon Allbutt on Volunteers progress

Clerk

20/9/2015

COMPLETE

472/0915

Make CCTV policy available on the website.

Clerk

25/9/2015

 COMPLETE

475/0915

Proceed with arrangements for Christmas Carol service

Clerk

30/9/2015

In progress

477/0915

Inform residents about need to remove diseased lime tree on Westmore Green

N Stokoe / Clerk

30/9/2015

In progress

478/0915

Ask for appropriate behaviour in TCGA and request quote on possible sign

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

479/0915

Contact all suppliers requesting addition of soffits / fascia replacements to quotes.

Clerk

21/9/2015

COMPLETE

481/0915

Specification for door project

Niall Kells / Mike Sarll

28/9/2015

 

482/0915

Contact village organisations and information poster ref A5 size on noticeboards

Clerk

28/9/2015

In progress