Agenda for Supplementary Meeting of Tatsfield Parish Council - 27/1/14

DRAFT MINUTES of the Meeting of Tatsfield Parish Council held on the 27th January 2014 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Sue Smale (in the chair)

                                    Mr Martin Westerman, Mr Peter Kerry, Mr Doug Massey

Ms Helena Garcia, Mr Ian Mitchell

           

In Attendance:  None

 

1.   APOLOGIES: Mrs Nichola Stokoe

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

None

3.   To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 13th January 2014

The minutes and associated appendices were agreed and signed by the chairman.

4.   PLANNING

(a)     TA/2014/9: 1 Whitewood Cottages, Crossways, Tatsfield, TN16 2BP
Erection of outbuilding. (Certificate of lawfulness for a proposed development)

No comment.

(b)     TA/2014/47: Land south of The Red House, Ricketts Hill Road, Tatsfield, TN16 2NB
Formation of vehicular access, turning and gates.

No comment for proposals in current format.

The Clerk was instructed to inform Tandridge planning of the parish council's decisions.

(c)     Tandridge detailed planning policies: inspector's preliminary report

The chairman proposed and it was agreed that the parish council should await the final report before further action even though it appeared the inspector would not be commenting on the item relating to Tatsfield (REP 6).

5.    Assets of Community Value: acknowledge Old Ship acceptance onto register at Tandridge

The chairman proposed and it was agreed that the parish council’s successful registration of the Old Ship as an asset of community value be noted and recorded.

6.    Requests for Grants:

(a)     North Downs Sinfonia: £500 to replace timpani

The chairman proposed and it was agreed to accept this request.

(b)     Tatsfield Vern d'Anjou Association: £500 for Easter visit to France.

The chairman proposed and it was agreed that this new more inclusive approach and attempts to bring the association to many more residents be welcomed and the request was approved.

(c)     Victim Support: general request

The chairman proposed and it was agreed that a grant of £100 be awarded this financial year.

7.    NHS Surrey and Sussex Trust Consultation on becoming a Foundation Trust - discuss / agree response:

The chairman proposed and it was agreed that Helena Garcia would feedback results following her attendance of the public meeting on 6th February, but that it was unlikely this item would affect many local residents as most attended surgeries either in Westerham or Biggin Hill and therefore did not use the NHS Surrey and Sussex Trust.

8.                Old Lane: plan of action initial discussion / agreement

Doug Massey noted this item would be discussed at the Green Spaces and Rights of Way committee on 28th January 2014. The parish council’s responsibility and a maintenance plan needed to be agreed with Surrey County Council and Tandridge District Council. This item would remain on the main meeting agenda to be discussed on 10th February.

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

None

 

  1. MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

The parish council agreed a preliminary date of 6th May 2014 for the Annual Parish Meeting at which the Appraisal and report would be discussed with residents.

 

The meeting concluded at 9.40pm

 

Item & page

(9 Sept 2013)

Action

Who

Date by

Result

8c, 60

Investigate prices / styles for war memorial

Clerk

14/10/2013

Appraisal recommendation override

Item & page

(14 Oct 2013)

Action

Who

Date by

Result

8f, 70

Arrange meeting with key parties for Old Lane discussions

D Massey

31/10/2013

In progress

Item & page

(9 Dec 2013)

Action

Who

Date by

Result

10d, 84

Trolley for village hall

Clerk / Helena Garcia

16/12/2013

COMPLETE

10f, 84

Contact police to request cover for car park and play area

Chairman

16/12/2013

In progress

11a, 85

Action tree quote and removal

Sue Smale

ASAP

In progress

Item & page

(13 Jan 2014)

Action

Who

Date by

Result

8e, 2

Ascertain whether formal permission for using fair-trade sign is needed

Clerk

27/1/2014

COMPLETE

 

Agenda for Supplementary Meeting of Tatsfield Parish Council on 24th February 2014

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 2nd February 2014 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Sue Smale (in the chair)

                                    Mr Martin Westerman, Mr Peter Kerry, Mr Doug Massey

           

In Attendance:             Mrs Ana Hughes (Clerk)

                                    Councillor Bob David (Tandridge District Councillor)

 

1.   APOLOGIES: Mrs Nichola Stokoe , Mr Ian Mitchell, Ms Helena Garcia

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

None

3.   To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 10th February 2014

The minutes and associated appendices were agreed and signed by the chairman.

4.   PLANNING

(a)     TA/2014/163: The Bakery, Westmore Green, Tatsfield, Surrey, TN16 2AG

Variation of condition 2 of permission TA/2011/1136 to allow for additional bedroom and toilet facilities.

No objection – previous concerns were addressed by changes to planning application (TA/2011/1136).

(b)     TA/2014/192: Grasshopper Inn, Westerham Road, Moorhouse, TN16 2EU

Demolition of manager's office and single storey rear extensions. Erection of single storey extension to north and west elevations, extension to existing roof, erection of dormer windows in north and south facing roof slopes providing enlarged restaurant and guest bedrooms within roof slope. Erection of 3-storey extension to western elevation providing guest bedrooms and first floor extension providing link.

Parish Council has not changed its concerns and objections voiced in response to TA/2013/1480 as follows:

  • Presumption against building on the Green Belt (policy RE2) - the parish council does not feel that the 'special circumstances' as detailed in the design statement should outweigh the strict application of Greenbelt policies
  • Concern that the proposals represent a substantial increase to the overall footprint of the original building.
  • Concern about the bulk and overall size of the proposed plans
  • Concern about the proximity and loss of privacy to immediate neighbouring properties, especially given the commercial nature of the Grasshopper Inn

These have not been addressed in the new planning application submitted and therefore the parish council’s objections as detailed above remain.

The Clerk was instructed to inform Tandridge planning of the parish council's decisions.

 

(c)     Challenge to Tandridge planning Core Strategy: discuss and agree Parish Council support and / or involvement to local initiatives.

The Chairman proposed and it was agreed unanimously that the Chairman should draft a response to be sent by the Clerk to the Inspector in support of the Tandridge District Council Core Strategy.

 

5.    Request for grant

(a)     Little Acorns: £500 to replace chairs and tables

The chairman proposed that this be approved conditional to Little Acorns continuing to provider their services to the community from the Village Hall. This was agreed.

The Clerk to proceed.

(b)     Clerk attendance of CPD course - Quotes, Contracts and Tendering (£125)

The Clerk noted an additional course that could be more relevant had been discovered and would be addressed at a later meeting.

(c)     Village Hall Lighting:

The Chairman proposed and it was agreed to approve Niall Kells’ quote of £148.40 plus VAT to replace remaining bulk heads on the pedestrian access side of the Village Hall and repair a damaged fitting.

The Clerk to proceed.

 

6.    Westmore Green:

(a)     Tatsfield Primary school PTA - Beer Festival 13/9/2014

The Chairman proposed and it was agreed that this be approved subject to acceptance of the Terms and Conditions of use for Westmore Green. The Clerk was instructed to send these and include a condition requesting appropriate action be taken by the PTA should there be complaints about the volume of the music after 8pm, to include stopping it altogether.

(b)   Claim: update and new information

The Clerk noted that the claim had been transferred to a judge in Bromley Court and that no contact had yet been received regarding mediation. The Clerk was asked to keep an eye on the progress and continue to update the parish council and act in their best wishes through delegated powers as per determinations in previous meetings.

7.                Village Hall: items for Parish Council consideration re structure and village hall floor

The chairman proposed and it was agreed that the Clerk should contact Ryan Leisure for immediate action on the floor owing to the guarantee nearing its end date.

The Chairman proposed and it was agreed that all other items should be submitted to the Clerk through the parish council representative Helena Garcia and as she was absent from the meeting these should be considered at a later date.

8.    Ashen Shaw Woods: update on complaint re trees.

The Vice Chairman noted that a site visit had taken place between Acacia Tree Surgeons and Jon Allbutt as the parish council’s consultant and thanked him for his expertise and advice. A revised quote would be considered at the March meeting. The Clerk confirmed the resident had been contacted and updated.

9.    WiFi in Aileen McHugo Building: update

The Chairman proposed and it was agreed that the Clerk should contact British Telecomm to arrange for a review of the problems with the wireless in the Aileen McHugo Building and following this to arrange estimates to upgrade the service to unlimited broadband as requested by Peter Kerry.

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

None

 

  1. MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

Place all appraisal recommendations for discussion on the March agenda and create a working group to address third party organisations contained in the appraisal.

 

The meeting concluded at 9.55pm

 

Item & page

(14 Oct 2013)

Action

Who

Date by

Result

8f, 70

Arrange meeting with key parties for Old Lane discussions

D Massey

31/10/2013

In progress

Item & page

(9 Dec 2013)

Action

Who

Date by

Result

10f, 84

Contact police to request cover for car park and play area

Chairman

16/12/2013

COMPLETE

11a, 85

Action tree quote and removal

Sue Smale

ASAP

COMPLETE

Item & page

(10 Feb 2014)

Action

Who

Date by

Result

8a, 11

Presentation for APM on Housing

Parish members

6/5/2014

In progress

8b, 11

Assign recommendations to TCAC for discussion

Chairman

10/3/2014

In progress

8c, 11

Working party and presentation

Chair and members

24/3/2014

In progress

10c. 12

Formulate response to complaint

Chairman

17/2/2014

COMPLETE

10d, 12

Implement summer opening times for TCGA

Clerk

21/2/2014

COMPLETE

Item & page

(24 Feb 2014)

Action

Who

Date by

Result

4a + b, 16

Inform Tandridge planning office of parish council decisions

Clerk

28/2/2014

COMPLETE

4c, 16

Letter to Inspector to support TDC core strategy

Chair + Clerk

5/3/2014

COMPLETE

5a, 16

Inform Little Acorns of condition and grant

Clerk

28/2/14

COMPLETE

5c, 17

Inform N Kells of acceptance of quote

Clerk

7/3/14

COMPLETE

 

Agenda for Supplementary Meeting of Tatsfield Parish Council on 24th March 2014 at 8.00pm

DRAFT MINUTES of the Meeting of Tatsfield Parish Council held on the 24th March 2014 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Sue Smale (in the chair)

                                    Mr Martin Westerman, Mr Peter Kerry, Mr Doug Massey

           

In Attendance:             Mrs Ana Hughes (Clerk)

                                   

 

1.   APOLOGIES: Mrs Nichola Stokoe , Mr Ian Mitchell, Ms Helena Garcia

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

None

3.   To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 10th March 2014

The minutes and associated appendices were agreed and signed by the chairman.

4.   PLANNING

(a)     Tandridge Local Plan: consultation on Main Modifications proposed – due 25/4/14

The chairman proposed and it was agreed that this needed to be researched further with more members present for a decision and this should be deferred to the April meeting.

5.    Finance

(a)     Clerk attendance of CPD course – CiLCA final module

This was approved pending confirmation of total price.

(b)     Hedge and Lawn Cutting: - £700 for 2014-15 (£20 more than previous year)

This was approved. The Clerk to inform the supplier.

(c)     Review Rent for Aileen McHugo Building

The Chairman proposed to approve the Clerk’s suggestion of a 2.8% increase in rent for the Aileen McHugo Building to apply to all tenants, in line with the Retail Price Index displayed on 25th March 2014. This was agreed unanimously.

The Chairman also proposed an increase of 5% to the service charge element of the ground floor tenancies ( and the service charge for the first floor (£690 to £724.5 per annum). This was based on utility bill increases proposed by suppliers.

This was also approved.

The Clerk to confirm as and when tenancies came up for renewal, starting with IQ Financial.

(d)     Request for Financial assistance from Tatsfield Allotments and Community Gardens ref drainage project.

The chairman proposed and it was agreed that based on the Clerks having confirmed budget remained for the Tatsfield Allotments and Community Gardens group an amount of £500 be granted. The Clerk to proceed.

 

6.    Parish Council Property:

(a)     Westmore Green: St Marys Church request ‘open air' service on the morning of Sunday 7th September

This was approved and the Clerk to proceed.

(b)     Green Belt Relay: request use of Green and facilities for toilets / car park on 18/5/14 11.30-2.30pm

The Chairman requested that the Clerk find out more information on expected attendance and numbers of vehicles as the Village Hall was not available and it was feared the Aileen McHugo building would be inadequate as it only had 2 toilets.

(c)     Village Hall: floor maintenance and general repairs – discuss items presented by Village Hall Management committee.

The Clerk listed items brought to the parish council’s attention by Helena Garcia:

  • Big crack in wall in back upstairs room
  • movement to window sill and window needs sealing in L shaped room
  • Back window of ladies, downstairs, flaking. (outside)
  • Outside of green room evidence of efflorescence.
  • Something scratched into window (side roof near green room).
  • Hung tiles are loose (above green room)

The chairman proposed and it was agreed that all matters relating to ensuring the safety of the structure should be addressed and all above items were approved except the one relating to the window. The Clerk was awaiting quotes.

7.    Consultation: Review of the Surrey Rights of Way Improvement Plan – discussion

Doug Massey proposed and it was agreed that this report be passed to the Green Spaces and Rights of Way Committee for further consideration. The chairman proposed and it was agreed that the clerk should submit a response noting general approval for the aims but also including pointers towards links with other counties (i.e. Kent and London Borough of Bromley) and possible co-operation between Surrey and the parish council to address funding shortcomings.

8.    Consultation: Surrey County Council: Setting Local Speed Limits and Road Safety Outside Schools – due 25/4/2014

The chairman proposed and it was agreed that there was no comment to make on either consultation but that it was interesting to have the process explained and the documents should be kept for use in the future.

9.                Consultation: Surrey County Council Roundabout sponsorship - proposal to extend scheme to parish and town

The chairman proposed and it was agreed that no comment was required as it did not affect Tatsfield.

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

None

 

  1. MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

Recent consultation on potential Traveller and Gypsy site identification.

Furze Corner Playing Fields – recent contact from Bob David/Tandridge District Council.

 

The meeting concluded at 9.25pm

 

Item & page

(14 Oct 2013)

Action

Who

Date by

Result

8f, 70

Arrange meeting with key parties for Old Lane discussions

D Massey

31/10/2013

In progress

Item & page

(10 Feb 2014)

Action

Who

Date by

Result

8a, 11

Presentation for APM on Housing

Parish members

6/5/2014

In progress

8b, 11

Assign recommendations to TCAC for discussion

Chairman

10/3/2014

In progress

8c, 11

Working party and presentation

Chair and members

24/3/2014

In progress

Item & page

(24 Mar 2014)

Action

Who

Date by

Result

4a, 24

Prepare for meeting in April

All

14/4/2014

In progress

5b, 24

Inform supplier of approved quote

Clerk

28/3/2014

COMPLETE

5c, 24

Confirm increase to rent and service charge

Clerk

2/4/2014

 

5d, 24

Inform TACG of grant allocated

Clerk

27/3/2014

COMPLETE

6a, 24

Inform St Marys of result

Clerk

27/3/2014

COMPLETE

6b, 24

Request further information

Clerk

27/3/2014

 

7, 25

Feedback to consultation

Chair/Clerk

14/4/2014