Agenda for MAIN meeting of Tatsfield Parish Council held on 11th July 2016 at 8pm in the Parish Rooms

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th July 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mrs Nichola Stokoe – Chair(in the Chair)

                                    Mr Niall Kells, Mrs Helena Garcia-MacLeod Mrs Althea Davies Mr Ian Mitchell

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                   

And 5 parishioners.

 

1.      APOLOGIES

818/0716 Mr Mike Sarll had sent his apologies for this meeting, these were noted and accepted by members.

Mr David Hodge had also sent his apologies as had Mr Martin Allen who warned he would arrive late.

 

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

None

2             Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 27th June 2016

819/0716 It was resolved the minutes of the previous meeting held on 27th June 2016 represented a true and accurate record of the meeting on that date and were signed by the Chair together with the finance appendix.

 

3             Receive and Accept the draft minutes of the Parish Land Committee Meeting on 5th July 2016 together with appropriate recommendations for full council.

820/0717 It was resolved to receive and accept the draft minutes of the Parish Land Committee meeting held on 5th July 2016 together with appropriate recommendations for full council contained therein.

 

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

The Clerk noted that all actions outstanding were either waiting for Councillor Hodge’s feedback or being addressed under other agenda items.

 

5             PLANNING          

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

  • TA/2016/1036: Moorhouse Tile Works, Westerham Road, Westerham TN16 2ET
    Demolition of existing buildings and erection of Class B8 commercial buildings, access, servicing, parking and landscaping.

821/0716 It was resolved to defer the Parish Council’s response to this planning application until the Supplementary meeting on 25th July as there was not enough information received. The Clerk was asked to contact the developer and request plans and information for comparison. She was also asked to advise the planning officer of the deferment.

 

b)    Planning team for July: Niall Kells and Nichola Stokoe

822/0716 It was resolved the planning team for July would be Niall Kells and Nichola Stokoe. It was also noted that on the Agenda issued the month had mistakenly been stated as ‘June’.

 

c)     Limpsfield Neighbourhood Plan: stakeholder letter – discuss / agree next steps.

823/0716 It was resolved the Clerk should respond to the stakeholder letter from Limpsfield Parish Council nominating Mike Sarll as the representative for Tatsfield Parish Council. The Clerk would also be in receipt of correspondence.

 

d)    Tatsfield Parish Council: Neighbourhood Plan – feedback from meeting with Surrey representative and agree next steps

824/0716 It was resolved to accept the recommendation from members who attended the meeting with Tom Warder from Surrey and his colleague, to proceed with the next steps in the process to start a Neighbourhood Plan.

The Clerk was asked to request a formal quote from Mr Warder so that costs could be evaluated. A further 2 quotes would also be necessary as per the Parish Council’s financial regulations.

6             FINANCE

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

825/0716 The items received by members on 5th July with the agenda and subsequently listed were approved and cheques signed as required. The Clerk noted she hoped the online banking would be ready to proceed by the supplementary meeting.

 

b)    Discuss and agree items requiring expenditure:

  • .Fire Risk Assessment signs – up to £150

Niall Kells and the Clerk noted there were a number of items identified in the Fire Risk Assessment as necessary for this to be implemented and the Clerk’s investigation of costs for the various signs and log book was not likely to be more than £150.

826/0716 It was resolved to approve expenditure on the items listed in the Fire Risk assessment as outstanding up to the value of £150.

 

7             HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update

  • Speed sign in Village Centre: discuss progress and next steps.

A discussion took place on where the best location for the proposed speed survey suggested by Surrey Highways in the pursuit of a speed sign should be.

827/0716 It was resolved that the Parish Council had the following main aims

  • People should slow down as they come in to the village especially from the White House end
  • The danger area was mainly between the 30MPH sign from the White House to the school but also from the Ship Hill end
  • The Parish Council did not feel they had the required expertise to agree an exact location for the speed survey

The Clerk was therefore instructed to ask the Surrey Highways team for a site visit to advise members on the best way to locate the speed survey so all the Parish Council’s aims could be met.

 

The Chair noted that the Clerk had only received one set of feedback on the proposals for the speed sign changes listed in the Parish Magazine and these had been received by members. The Clerk was asked to thank the resident for his comments.

 

(b)   Rights of Way:

  • Westmore Road: update on road surface issues

It was noted by Ian Mitchell that the problems with the road surface was actually down near Kemsley Road towards the bottom of Westmore Road and had been made considerably worse by the recent heavy rain. Complaints continued to be received on the state of the road even after the attempts by the builder to rectify earlier attempts. Ian Mitchell had provided Mary Ann Edwards from Surrey Rights of Way with updates and photos and the next steps / proposals needed to come from her. The state of the road at the bottom was effectively only passable by car in a four wheel drive as it appeared at this stage.

 

8             NOTIFIED ITEMS

a)     Housing: Housing needs survey update

The Chair noted a meeting to discuss the site locations had been agreed for 23/8/2016 at 11am and the article for the Parish Magazine needed to be ready by the 16th August.

 

b)    Hail and Ride: 464 update

No update for this meeting.

 

c)     Pathway on verge to Scouts hut / games pitches – update

As this item was left with David Hodge and he had sent his apologies, there was no update.

828/0716 The Clerk was instructed to invite Mr Hodge to the supplementary meeting as there were a number of items that required an update and clarification.

 

d)    Furze Corner: update

Martin Allen had indicated in his update to the Clerk that there was no news regarding the Playing Fields Association applying for a grant from the Rent Subsidy committee in Tandridge, although a meeting was due to discuss applications from other groups.

e)     Emergency Plan update: discuss and approve draft provided

Althea Davies noted a recent meeting to review and update the information in the Emergency Plan that she had presented to members. She reported all had agreed it was most likely to be used in periods of bad weather when Tatsfield might be cut off from the rest of the county. A note had been drafted for the Parish Magazine to see if volunteers would be happy to remain in the plan as contacts. Other named individuals needed to be chased up for an update to their contact details. It was not ready to be approved at this stage.

 

f)      Defibrillators: training update

The Clerk noted Phil Clark had asked her to get a message out through social media requesting interested parties to contact him directly as the dates he had issued were going to prove problematic for him and he needed to liaise directly with people interested in training.

 

g)    Parish Council vacancy: update on co-option

The Clerk and Chair confirmed they had not received any formal expressions of interest. Further enquiries would take place to find a new councillor.

 

h)    Financial Risk Assessment: review and approve for 2016-17

The Chair noted the Clerk had undertaken and updated the Financial Risk Assessment document for 2016-17 and this had been circulated to all members in advance of this meeting for their review. The Clerk mentioned having added in an item with relation to online banking and reviewed the other items.

829/0716 It was resolved that the Financial Risk Assessment TPC Draft 0716 document as reviewed and accepted by Tatsfield Parish Council and should be adopted as such by members at this meeting. The document should be changed to ‘final’ by the Clerk.

 

i)      Dropbox – options for maximising space

Members discussed options including:

  • Options within the British Telecoms broadband account (cloud)
  • Setting up a separate planning folder to be accessed with new email addresses
  • Other alternatives.

Ian Mitchell expressed grave concerns regarding the efficiency and speed of the Tandridge Planning site as experienced recently and especially given the move to no paper planning applications as of October 2016.

 

830/0716 The Clerk was asked to investigate options and report back by the September meeting or before unless there were cost implications.

 

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

a)     County Councillor

The Chair reported Mr Hodge had confirmed he would follow up the date for installation of the Scout Hut pathway.

b)    District Councillor

Mr Martin Allen reported on the following items:

  • Attended a Housing committee that discussed a Sheltered Housing Review – will keep an eye on this with regards to Crossways Court. The District Council is reviewing all its housing stock and assessing the best use of each property and whether it is suited to purposed. Residents have not yet been told about the review.
  • Attended Planning policy meeting and the Oxted CAB AGM.
  • Attended the inaugural meeting of the Treasury and Investments subcommittee.
  • Had a one to one meeting with the Planning Officer to better understand the objection of the OLRG to the local plan.
  • Meeting with the CEO had to be postponed but is rescheduled for the 13th where he will be given an update on the new sickness absence management policy.
  • The new Tandridge news magazine will be delivered to the village next week and I would ask that any address having not received this delivery contact Mr Allen direct.

 

c)     Village Hall Management Committee (VHMC):

  • Windows project : update

Helena Garcia-MacLeod noted the new windows were due to be installed from 1-4 August 2016.

She also reported that the covers for the air conditioning units need refurbishing (VHMC cost) and there are issued with drainage from the kitchen which is also likely to be VHMC costs.

Additionally there were a number of items from a recent event at the hall which were left outside instead of being removed by the organisers and she is having to deal with them herself.

d)    Tatsfield in Bloom: update

Bob David reported that judging day was on 13th July 2016 and thanks be given to the hard work of the volunteers in making the village so lovely. This was echoed by members.

 

e)     Airport

Ian Mitchell reported that one of the main users – Rizon Jet – had left the airport and the hangar had now been split between 2 other users. This had led to redundancies and the owners of the airport blamed the delays by London Borough of Bromley in reaching conclusions on extended opening hours.

 

f)      Tatsfield Horticultural Society

No report as the Society is on its summer break.

g)    Speedwatch

Althea Davies offered to join the Speedwatch team.

 

h)    Citizens Advice Bureau: feedback on AGM

Althea Davies reported the AGM had been well attended and reflected the hard work of the CAB group in Oxted

10           PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

No further updates than what had been received and accepted in the minutes on item 3.

 

b)    Westmore Green:

  • Tatsfield Singers: advertising on Green in December 2016 and June 2017
  • Boundary Agreement: Tatsfield Lodge – update

c)     Tatsfield Green:

The Chair noted a meeting would be taking place on 13th July between all parties.

 

  • Castleneau: update on Deed of Easement

The Chair reported that Mr Syrett would not be able to proceed with the easement over Tatsfield Green due to issues with gas and water supplies requiring him to focus access on other fronts. He had however offered to pay for costs incurred up to this point on securing the documents.

831/0716 It was resolved to suggest a sum of £200 for time spent so far on this matter. The Clerk to proceed.

 

d)    Aileen McHugo Building

  • Room alterations to fixtures and fittings for tenants: update

Niall Kells had visited Room 3 again and had established with Chartwell that the kitchen units should be removed and additional 6-8 sockets and trunking needed installing.

Quotes would be requested for these pieces of work.

e)     Village Hall

  • Door Project: update

This would be installed as soon as Little Acorns were out of the hall for the summer break.

  • Proposed use of Parish Land: update and next steps

The Chair and Helena Garcia-Macleod had attended the recent Village Hall Management Committee (VHMC) meeting and reported the following:

  • Little Acorns accepted all the concerns and items listed in Resolution 807/0616 (page 66 of 27 June 2016 supplementary minutes) and concurred with all of the Parish Council recommendations including completely abandoning the idea of the pergola, with one exception:

‘Metal external fence should be a uniform and neutral colour, not multi coloured - Little Acorns requested this item be reviewed as did the VHMC both of them wanting the fence multi coloured.

832/0717 The item listed was reviewed following the presentation of new information and the Chair proposed that members reconsider the previous resolution and accept multi coloured fencing. This proposal was rejected by all members except for the Chair.

  • The VHMC had agreed to the proposal of adding the land around the Village Hall to the existing lease subject to wording to be agreed between the VHMC and the Parish Council. This would be acted upon subsequently.
  • Little Acorns stated there was permission given by a previous Parish Council for use of the land outside of the Village Hall.

833/0716 The Clerk was instructed to ask Little Acorns Committee for a copy of this permission as she could not find any reference to it in the minutes since she had been Clerk and it was likely to have been before her time.

 

f)      Car Park / TCGA

Nothing new to report.

 

11           MEETINGS TO ATTEND / CORRESPONDENCE:

  • to agree attendance at Meetings to which Parish Councillors are invited
  • Invitation to attend the Royal Naval Parade by Westerham Sea Cadets in Westerham on 14/7/2016 at 18.45

No one could attend

  • to discuss Correspondence received by the Clerk

The Clerk noted a thank you letter had been received from Oxted CAB for the Parish Council’s grant of £250.

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

MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

 

The Meeting closed at 10.25 p.m.

 

Subjects raised in Public Adjournments

1-     How often are the drains in Ship Hill cleared as they are full and overflowing after recent heavy rain

2-     Parish Magazine going live in colour from September – request for additional financial assistance from the Parish Council

3-     Scout Hut pathway – concerns that surface needs to be horse friendly and it is also used by riders so that needs to be taken into account

4-     Parish Council could look into google docs for file sharing

5-     The noticeboard at the bottom of Ship Hill is in a very bad and potentially dangerous state and needs attending to

6-     Catch on Westmore Green noticeboard is not right.

 

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

Item & page

(27 June 2016)

Action

Who

Date by

Result

803/0616 65

Arrange for the summary report to be released for the September edition of the Parish Mag, website and Facebook

Chair / Clerk

16/8/2016

In progress

804/0616 65

Identify a list of 8-10 potential sites and assess them to reach a final list of 2-3

Members

31/8/2016

In progress

812/0616 66

Inform Philippa Gates of the Parish Council’s decision to proceed with the speed survey

Clerk

1/7/2016

COMPLETE

Item & page

(11 July 2016)

Action

Who

Date by

Result

821/0716 70

Request information on TA/2016/1036 from developer and inform TDC of deferment.

Clerk

15/7/2016

COMPLETE

823/0716 70

Respond to Limpsfield Parish Council with Parish Council’s decision

Clerk

13/7/2016

COMPLETE

824/0716 70

Request quote from T Warder and 2 further consultants

Clerk

21/7/2016

In progress

827/0716 71

Request site visit from P Gates ref speed survey

Clerk

14/7/2016

COMPLETE

828/0716 71

Invite D Hodge to supplementary meeting

Clerk

12/7/2016

COMPLETE

829/0176 72

Change Financial Risk assessment to Final

Clerk

13/7/2016

COMPETE

830/0716 72

Assess options for document sharing / storage and report back

Clerk

12/9/2016

 

831/0716 73

Suggest £200 for work done on Castleneau

Clerk

15/7/2016

COMPLETE

833/0716 74

Request proof from Little Acorns ref permission from previous TPC

Clerk

15/7/2016

COMPLETE

 

Agenda for MAIN meeting of Tatsfield Parish Council held on 12th September 2016 at 8.00pm at the Parish Rooms in Aileen McHugo Building

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th September 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                         Mrs Nichola Stokoe – Chair(in the Chair)

                                    Mr Niall Kells, Mrs Helena Garcia-MacLeod Mrs Althea Davies Mr Ian Mitchell

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                   

And 5 parishioners.

 

1              APOLOGIES

Mr David Hodge had sent his apologies.

 

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

None

3              Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 25th August 2016

858/0916 It was resolved the minutes of the previous meeting held on 25th August 2016 represented a true and accurate record of the meeting on that date and were signed by the Chair together with the finance appendix.

 

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

The Clerk noted that all actions outstanding were either waiting for Councillor Hodge’s feedback or being addressed under other agenda items.

 

5              PLANNING         

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

859/0916 It was resolved that a response of No Comment be returned for this application

 

860/0916 The Clerk was instructed to inform Tandridge planning of the Council’s resolutions.

 

b)    Planning team for September: Althea Davies and Ian Mitchell

861/0916 It was resolved the planning team for September would be Althea Davies and Ian Mitchell.

c)    Neighbourhood Plan Development Committee – update

Mike Sarll noted that 3 quotes were required to comply with the Parish Council’s financial regulations. One had been received, one company had declined to quote and the Clerk was awaiting information on a third option.

862/0916 It was resolved to ensure the project proceeded without further hindrance, that the process for further quote should be continued for another 6 weeks after which time a decision should be made on the possible appointment of the existing applicant under item 17.2 of the Financial Regulations currently in force. This would be to ensure that the project could proceed.

d)    Tandridge Planning: official notification of stop to hard copies of planning applications 1/10/16

It was noted that Mr Piers Mason had formally notified the Parish Council of Tandridge Planning’s intention to cease provision of free paper copies of planning applications from 1 January 2017, not 1 October 2016 as had previously been issued on the agenda.

863/0916 The Clerk was instructed to write to Mr Mason reminding him that the Planning site needs to be easily accessible and all items labelled clearly for ease of navigation. Additionally formatting should be standardised for attachments and downloads. It is currently not in a state where the Parish Council could easily find and examine documents, especially in large applications with many responses (EG Moorhouse).

 

6              FINANCE

a)     Authorise payments (including authorisation of internet banking) detailed in Appendix B

  • Finance team for September : Althea Davies and Ian Mitchell

864/0916 It was resolved the Finance team for September would be Althea Davies and Ian Mitchell. Payments detailed in Appendix B were approved and the finance team authorised these and would authorise the payments once set up by the Clerk.

b)    Discuss and agree items requiring expenditure:

  • Training session for planning changes – SSALC 9/11/2016 18.30-21.00 £55 per person (2 councillors)    

865/0916 Attendance at this training session was approved with Nichola Stokoe and Mike Sarll put forward as attendees. The Clerk was asked to book the councillors on to the course.

c)    Review of insurance for 2016-17:

  • Select insurance provider from list of 3 quotes

The Chair noted following a conversation with the Parish Council’s incumbent insurance company (through the brokers) a reduction in their price had been offered. She proposed that the Parish Council had been served well in the past 6 years by the company and they should be re-selected.

866/0916 It was resolved to select Came and Company as the Parish Council’s insurance brokers for a further 3 years at the rate suggested of £2363.50 per annum. The Clerk was instructed to proceed.

  • Review and agree renewal schedule ensuring adequate protection

867/0916 It was resolved to accept the renewal schedule details offered by the selected insurer as adequate following requested assurance from the Clerk who had met with the insurer to review the cover offered earlier in the year.

d)    Annual Audit: receipt and acknowledgement of external audit of Annual Accounts 2015-16 including auditor’s comments and recommendations.

868/0916 It was resolved to accept the external auditors report and completion of the Annual Accounts for 2015-16 and note their recommendations. The Clerk reminded members that all recommendations noted in the report had already been accepted by the Finance Committee in May 2016 and had either already been implemented or were in the process of being implemented. The Parish Council with this resolution received and acknowledged the external audit of the annual accounts for 2015-16.

e)    Possible clerk vacancy – agree way forward

Althea Davies informed members the Clerk had notified the Parish Council of her possible need to give her notice in at some point in November. The Clerk had not formally given in her notice, merely notified the Council of the possibility of a vacancy owing to her personal plans and circumstances, which would be confirmed in the coming months.

869/0916 The Parish Council resolved to advertise in the local Parish Magazine for possible expressions of interest for this position from October 2016.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways: update

  • Speed sign in Village Centre: discuss progress and next steps.

Althea Davies, Ian Mitchell and Mike Sarll had met with Philippa Gates of Surrey Highways to discuss the possible location of a speed sign and the survey.

They had confirmed with Ms Gates the previous Parish Council resolution to proceed with the speed survey and this would take place over a 3 week day period but there was no immediate time frame

  •  Issues with access by lorries to Kemsley Road using Westmore Rd – possible options and next steps.

870/0916 This matter was discussed in detail and it was resolved to ask Mary Anne Edwards of Surrey Rights of Way for her advice owing to the status of the road as a bridleway.

 

  • Travelling to Tatsfield: difficulties finding Tatsfield – lack of road signs- discuss and agree options

Main issues appear to be at roundabout at bottom of Stock Hill in Biggin Hill (no sign) and then no sign pointing to village centre at junction of Old Lane / Rag Hill Road / Ship hill. Existing sign has lost part pointing to Tatsfield.

871/0916 Clerk instructed to request sign for Tatsfield from London Borough of Bromley and to ask Surrey Highways to repair sign at bottom of Ship Hill.

 

b)    Rights of Way:

Ian Mitchell noted the Golf Club had been informed some of its members appeared not to be aware of Footpath 21 crossing the golf course and had challenged walkers. The Golf Club had assured him they would inform members again.

 

8              NOTIFIED ITEMS

a)     Housing:

  • Housing needs survey update

The Chair noted the summary report had been published in the Parish Magazine and on the Parish Council website. The Parish Council had agreed a short list of possible sites and was in the process of arranging a meeting with Louise Williams to go through and then proceed to next steps.

  • NALC Housing survey

The Chair noted the Parish Council had recently filled in and responded to an NALC housing survey.

b)    Furze Corner: update on grant application

The Chair noted a meeting of the Rent Subsidy Grants Sub-Committee would take place at Tandridge offices on 19th September 2016 and that every effort would be made to ensure the Parish Council was present.

872/0916 The Parish Council resolved to instruct the Clerk to send the following draft response to Councillor Martin Allen ‘The Parish Council considers that every effort should be made to ensure that proper provision for outdoor sporting activities is available for Tatsfield residents.  The rental needs to be realistically affordable and the maintenance by TDC needs to be effective.  The grant afforded should be 100%.'

c)    Dropbox – options for maximising space

The Clerk had issued a report with various options ref space and file sharing.

873/0916 It was resolved to attempt to sort out current space problems in house by ensuring all councillors were utilising Dropbox to its best advantage and a meeting would be agreed with as many members as could attend to examine current setups.

9.00 pm:   Meeting suspended for audience participation

9.10 pm:   Meeting reinstated

 

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

a)     County Councillor

The Clerk had received an email which was detailed by Councillor Allen stating that David Hodge was still not working but recuperating slowly and he hoped to return to work soon. The Parish Council wished him a speedy recovery.

b)    District Councillor

The following matters were raised by Martin Allen:

1-     Community Transport: the provision methods of this item were being reviewed. Martin Allen was trying to ensure that relevant Tatsfield residents had access to various transport schemes such as the taxi voucher scheme.

2-     A visit from the Police and Crime Commissioner was arranged for 18th October 2016 and the Clerk was asked to book the Parish Rooms 9-11am for this purpose. Invites to individuals would follow.

3-     The new Chief Inspector of Surrey Police had been invited to the village but a date and time had yet to be agreed.

c)    Tatsfield in Bloom:

It was noted that the results of the In Bloom competition would be announced in Fareham on 14th September.

  • Request to take over maintenance of land in Lusted Hall Lane

Mike Sarll informed members he had received a request from Jon Allbutt on behalf of the volunteers to take over management of a shrub border in Lusted Hall Lane (track) near Westmore Green. It was established this was Common Land but not part of Westmore Green per se.

873/0916 it was resolved the Clerk should approach Tandridge (Steve Hyder) to ascertain whether he would be able to add it on to existing maintenance schedules. Further options could then be examined once his response is clear.

d)    Airport

Ian Mitchell noted that the number of flights is still falling, especially for light aircraft. Corporate jet flights are increasing and complaints are also less than last year.

The new noise monitoring system is on schedule for installation.

 

9.25pm Chair left meeting temporarily – Vice Chair took over meeting

e)    Tatsfield Horticultural Society

Martin Allen was pleased that the latest Horticultural Show on 10th September had been extremely successful with some excellent feedback and record attendance. Next event will be the Gardening Club and then the AGM.

 

9.28pm Chair returned and took back meeting from Vice Chair.

f)     Speedwatch

Ian Mitchell informed members that further session had taken place over the summer with 2 more recruits in the pipeline. The recent session at Ricketts Hill Road had not caught any drivers over the limit.

g)    Citizens Advice Bureau: feedback on AGM

Althea Davies noted she had been involved with interviewing for new volunteers with CAB and that this had been a successful enterprise.

10            PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

874/0916 It was resolved that quarterly meeting dates be set with a meeting as soon as possible to discuss outstanding items.

b)    Tatsfield Green:

  • Boundary Agreement: Tatsfield Lodge – update and next steps

Ian Mitchell’s update noted that the arbitration system both parties to this dispute had agreed to abide by from the Land Registry, no longer existed. The Parish Council’s surveyor had suggested approaching Surrey ALC for assistance and advice on how to proceed on this matter and to obtain a digital topographic survey (costs could be split with Tatsfield Lodge).

875/0916 It was resolved the Clerk should contact Anne Bott at SSALC to request advice on the matter and also a firm price on the digital survey

 

  • Castleneau: final agreement and removal from agenda

The Chair confirmed through the Clerk that the amount invoiced had been paid.

876/0916 It was resolved this item be removed from future agendas.

c)    Westmore Green:

  • Signpost on W Green – agree changes

Ian Mitchell had noted the fingerpost sign appeared to be pointing at Bassetts rather than the Village Hall and the sign towards the school could be misleading.

877/0916 It was resolved to monitor this further and determine whether any more action was required.

 

  • Request for using Green behind old bus shelter for a Community Garden – discuss / approve

Mike Sarll had received a request from the In Bloom team who had the possibility of a £6,000 grant to create a community garden. Several options were discussed for location, one being behind the old bus stop.

The Chair noted members had concerns regarding ongoing maintenance and costs involved.

878/0916 It was resolved this was not a project the Parish Council had much interest in supporting and would be kept in mind for the future.

d)    Aileen McHugo Building

  • Room alterations to fixtures and fittings for tenants: update

Niall Kells confirmed all alterations had now been completed.

e)    Village Hall

  • Village Hall Management Committee : windows project update

Helena Garcia-MacLeod confirmed the new windows had been installed over the summer and all appeared pleased with them.

  • Door Project: final update

The Chair noted the new door and ramp had now been completed and the new coir matting had also been installed ready for use. There was outstanding decoration around the new door frame needed and the Clerk was awaiting a quote from Lloyd Gulley.

 

  • Proposed use of Parish Land:
    • Agree proposals for bow top fencing colour / style

879/0916 The Parish Council resolved to agree the style presented by Little Acorns for the bow top fencing and the green colour.

  • Agree Action point list for handover of new fencing

880/0916 It was resolved the following handover action point list is approved:

  • List of contractors and whether Terms and Conditions were agreed / signed
  • Little Acorns to ensure copy of the contractor’s PLI or Professional Indemnity Insurance is obtained
  • Make Little Acorns aware of agreements with the Old Police House or Village Hall Management Committee for proposed affected areas – i.e. the hedge and / or bollards
  • Ensure inspection by Parish Land Committee and sign off / agreement by at least 2 councillors
  • Copy of guarantee / warranty and whether Parish Council can claim on it as owner after work done.

These had already been agreed and adopted by Little Acorns Pre School chair.

 

  • Sign agreement for proposed use with Little Acorns

The Chair noted that some changes to the original proposals by Little Acorns had surfaced and that signing the Agreement between the Parish Council and Little Acorns should await finalisation of quotes for the new kerb work. Once all the information was available and agreed then the agreement could be signed and work could start.

f)     Car Park / Tatsfield Community Games Area (TCGA)

  • Complaint about anti-social behaviour in TCGA: possible action

881/0916 Following recent complaints by residents of Bassetts of anti-social behaviour in the TCGA, the PCSO for Tatsfield had been informed and it was resolved to request that the Clerk write to Inspector Dan Gutierrez requesting support from Surrey Police. A draft form of words would be circulated and agreed.

It was also resolved to arrange a meeting to debrief the last few months with Derek Rose for week commencing 10th October.

 

11            MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Parish Assembly – TDC offices 21/9/2016 6.30pm - Helena Garcia-McLeod and Niall Kells attending
  • Tandridge Local Committee – 23/9/1610.15am – TDC offices – open meeting, no specific notice for attendance required.
  • SSALC AGM and Conference –on 13/10/16 Wotton House, Guildford Road, Dorking RH5 6QQ from 0945 (cost of £20 for 1st delegate with 2nd half price) –

882/0916 it was resolved that 2 delegates should attend and to refer approval of costs to Supplementary meeting on 26/

b)    to discuss Correspondence received by the Clerk

  • Apology from Unity Trust Bank to formal complaint lodged against customer services

This item was received and noted by members.

  • Johns Road minutes – notification of receipt

This item was received and noted by members and thanks had already been issued by the Clerk.

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

  • Rubbish bin on Tatsfield Green not being emptied – need to follow up in Supplementary

 

The Meeting closed at 10.25 p.m.

 

Subjects raised in Public Adjournments

1-     Strong concerns over flashing speed signs as they do not work – what evidence does the Parish Council have that flashing speed signs work ?

2-     May be time to extend the Village Centre traffic scheme and 20mph up to Tatol bed and 30 mph to Scout hut

3-     When will there be another Village traffic survey?

4-     What happened to the idea of a speed hump near the pond?

 

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

Item & page

(11 July 2016)

Action

Who

Date by

Result

824/0716 70

Request quote from T Warder and 2 further consultants

Clerk

21/7/2016

SEE 862/0916 84

Item & page

(12 Sep 2016)

Action

Who

Date by

Result

859-860/0916 84

Inform Tandridge planning of the Council’s resolutions

Clerk

16/9/2016

COMPLETE

862/0916 84

Attempt to obtain 2 further quotes over next 6 weeks

Clerk

31/10/2016

In progress

863/0916 85

Write to Mr Mason ref concerns about the Tandridge planning website

Clerk

30/9/16

COMPLETE

865/0916 85

Book councillors onto planning training

Clerk

16/9/16

COMPLETE

869/0916 85

Parish Magazine piece ref possible clerk vacancy

Althea Davies

16/9/16

COMPLETE

870/0916 86

Request advice ref signs etc. for lorries access to Kemsley Road

Clerk

16/9/16

In progress

871/0916 86

Ask LBB for new sign and ask Surrey Highways to repair sign to assist visitors finding Tatsfield

Clerk

30/9/16

In progress

872/0916 86

Send response ref PFA support to Martin Allen / Vince Sharp

Clerk

14/9/16

COMPLETE

873/0916 86

Ask Steven Hyder ref taking over maintenance of shrub borders on LHL track

Clerk

30/9/2016

COMPLETE

874/0916 87

Set schedule of quarterly meetings for PL committee

Clerk

16/9/2016

COMPLETE

881/0916 88

Clerk to write to Inspector Dan Gutierrez ref recent complaints of anti-social behaviour in TCGA

Clerk

16/9/2016

COMPLETE

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

In progress