Agenda for Finance Committee Meeting - Tatsfield Parish Council 28th April 2014 at 7pm

MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 28th April 2014 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.00 pm

Present:                  Mrs Susan Smale   (in the chair)           

                              Mr Ian Mitchell               Mr Doug Massey

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Apologies: Mrs Nichola Stokoe

2.        Declarations of interest (relating to items on the Agenda):

None

3.       Agree and Sign the Minutes of the Last Meeting held on 18th November 2013

The minutes of the meeting held on the 18th November 2013 were approved as a correct record and signed by the Chairman.  

4.       End of Year accounts - first draft

The Clerk noted that she just needed to alter some of the figures relating to interest on bank accounts, which was considerably higher than the previous year owing to investments having come to term on Fixed Rate Bonds for 2 accounts, and this was reflected in the figures received.

The remaining figures presented were generally agreed – the Chairman requested that an additional meeting be arranged to approve the final accounts towards the end of May.

Ian Mitchell proposed that some of the funds currently in the deposit account should be placed in longer term investment accounts (18 -24 months). The Clerk to investigate.

The Clerk also noted virements to several budget headings and these would be presented for approval at the next meeting.

5.       Repeal of section 150(5) of the Local Government Act 1972: impact and next steps.

The Chairman proposed and it was agreed that the Financial Regulations be revised in light of the changes to the rules for 2 signatories to cheques. The Chairman also proposed and it was agreed that the Clerk should present bank account options for the parish council to consider with a view to using internet banking in the near future, and that this should be reflected in the new Financial Regulations.

6.       Local Audit and accountability Act – update on new act and impact for Tatsfield Parish Council

Following an update by the Clerk the Chairman noted the potential issues relating to filming and tweeting the new Act could bring to Parish Council meetings and it was agreed this should be reviewed and monitored as and when the situation should arise in the future. The Clerk to notify other members on the changes.

7.       Employment Allowance – up to £2,000 off National Insurance bill

The Clerk confirmed that owing to its legal entity the Parish Council would not be eligible for this benefit.

8.       Review of Grant requests 2014/15:

The Clerk provided a list of all grants awarded in 2013/14.

a)    St. Catherine's Hospice (request received)

The Chairman proposed and it was agreed that a grant of £200 be awarded this financial year.

b)    Oxted CAB (request received)

The Chairman proposed and it was agreed that a grant of £200 be awarded this financial year with the option to review the amount later in the year.

c)    Other local organizations usually supported

Other local organisations were reviewed and it was agreed that as a rule the parish council should continue its policy of supporting local organisations over and above other requests unless there was a direct benefit to the community.
The Chairman noted that Tatsfield Vern d’Anjou was likely to be asking for a larger grant this financial year.

The Clerk was instructed to inform the organisations of the committee’s decisions.

9.       Financial contribution to support Parish Council / OLRG action in TDC planning appeal action (/M3645/A/13/2209654 and APP/M3645/A/13/2209687)

The Clerk reported that her consultation with SALC had confirmed that Section 137 funds could be used for the support of the planning appeal action – the power granted through Section 222 of the Local Government Act 1972 would have been a better one to use but unfortunately this was aimed directly at the Parish Council’s participation and representation in the public enquiry and this was not the case at this time. The Chairman proposed and it was approved that an amount of £2,000 should be granted for the procurement of a barrister for this appeal as it was of substantial importance that support was given to the Tandridge Local Plan and Housing Policy and the threat this appeal had to the Green Belt and surrounding areas in Tatsfield should it be successful.
The Chairman further proposed that this matter be taken to the supplementary meeting later that evening for approval. This was agreed.

10.    Items for Discussion or Referral to Future Agendas.

None

The Meeting closed at 8.55 p.m.

 

Item & page

(28th April 2014)

Action

Who

Date by

Result

4, 1

Make changes to accounts and present final options

Clerk

20/5/2014

 COMPLETE

4, 1

Investigate longer term investment options

Clerk

31/5/2014

 in progress

5,1

Investigate new account options

Clerk

31/5/2014

  in progress

5 ,1

Review Financial Regulations

Clerk

12/5/2014

  in progress

6, 1

Update members on changes brought about by new act

Clerk

12/5/2014

  in progress

8, 1

Inform organisations of grant awards

Clerk

12/5/2014

 COMPLETE

 

Agenda for Supplementary meeting of Tatsfield Parish Council on 28th April 2014 at 8pm

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 28th April 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

                                    Mrs Nichola Stokoe, Mr Ian Mitchell, Ms Helena Garcia

           

In Attendance:             Mrs Ana Hughes (Clerk)

 

And 0 parishioners.                              

 

1.   APOLOGIES: None

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

None

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

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

4.   PLANNING

(a)     TA/2014/545: The White House, Westmore Green, Tatsfield, TN16 2JS
Demolition of existing garage and wood store. Erection of part single storey, part 2-storey extension to southwest elevation, single storey extension to include new garage to northeast elevation and single storey rear extension.

Objection: The White House is a designated 'Building of Character' and listed as such by virtue of its design, largely unaltered facade and contribution to the overall setting of the local area. It is a distinctive landmark in a prominent position on the edge of Westmore Green at the entrance to Tatsfield.

The Parish Council feels that by abandoning the symmetry of the original building, the planned changes to the facade would detract from the qualities which led to the 'Building of Character' designation in the first place.

(b)     TA/2014/546: Vine Cottage, Westmore Road, Tatsfield, TN16 2BJ
Demolition of rear conservatory. Erection of 2 storey rear extension and first floor side addition.

No objection to make to this planning application subject to the imposition of a condition on the use of obscured glazing in the window overlooking Squirrels Den.

(c)     TA/2014/548: July Cottage, 4 Grove Road, Tatsfield, TN16 2BB
Demolition of part existing single storey rear extension. Erection of single storey extension and first floor addition to rear of property.

No objection

(d)     TA/2014/549: July Cottage, 4 Grove Road, Tatsfield, TN16 2BB
Erection of dormer windows to rear roof slope and conversion of loft space to habitable accommodation (Certificate of Lawfulness for Proposed Development).

No comment

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

5.    Finance

(a)     Kells Electrical services quote for AMB - £521.56 + VAT

Doug Massey proposed and it was agreed this should go ahead to bring the first floor to the same standard of lighting as the ground floor. The Clerk to proceed.

(b)     Printing for new Parish map – in principle costs agreement.

The Chairman noted that the changes requested would be relayed for inclusion in the updated version of the map. The Chairman proposed and it was agreed that 5-6 copies of the final map be printed at a total cost not to exceed £240.

(c)     Financial contribution to support Parish Council / OLRG action in TDC planning appeal action (/M3645/A/13/2209654 and APP/M3645/A/13/2209687)

The Chairman proposed and it was agreed to accept the Finance Committee’s decision to support the appeal with a financial contribution of £2,000 for this appeal action.

 

6.    Parish Council Property:

(a)     Westmore Green – The End: agree completion of Licence of Works and return of Deposit of £1000

Nichola Stokoe confirmed that all conditions had been agreed and that the License of Works had been completed as detailed. The Chairman proposed and it was agreed that the Parish Council return Mr Iredale’s deposit of £1,000 as stated in the terms and conditions of the License. The Clerk to inform Mr Iredale and thank him for his assistance.

7.    Rights of Way: Planning inspectorate letter ref Objection to Footpath 25 becoming a bridleway – review of objection in light of planning inspectorate letter.

The Chairman proposed and it was agreed that the Clerk should send a letter to the planning inspectorate as detailed in the letter, withdrawing the Parish Council’s complaint, but also send a letter to Surrey County Council re-iterating members’ concerns regarding the Health and Safety aspects of the footpath/bridleway.

8.    Consultation: Alcohol Section of the new Surrey Substance Misuse Strategy

Helena Garcia noted that any new initiatives relating to health would not really be available to Tatsfield residents as most were signed up with Kings College NHS Foundation Trust through the Stock Hill Surgery in Biggin Hill.

The Chairman proposed and it was agreed that no comment was required for this strategy document.

9.    Consultation: Gatwick Airport new Runway option (due 14/5/14)        

Ian Mitchell noted that it was unlikely the noise effect would impact on Tatsfield according to the consultation plans.

The Chairman proposed and it was agreed that no comment was required for this consultation.

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.

Rural Sounding Board update – need volunteers for Transport and Fuel Poverty – this should be discussed at the May supplementary or June Meetings.

Annual Parish Meeting – email to Little Acorns requesting the boards be emptied for Parish Council items and entry to hall for 6.0pm.

 

The meeting concluded at 9.40pm

 

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

COMPLETE

8b, 11

Assign recommendations to TCAC for discussion

Chairman

10/3/2014

COMPLETE

8c, 11

Working party and presentation

Chair and members

24/3/2014

COMPLETE

Item & page

(24 Mar 2014)

Action

Who

Date by

Result

4a, 24

Prepare for meeting in April

All

14/4/2014

COMPLETE

7, 25

Feedback to consultation

Chair/Clerk

14/4/2014

COMPLETE

Item & page

(14 Apr 2014)

Action

Who

Date by

Result

6b, 27

Inform contractors of success and arrange works to go ahead

Clerk

12/5/2014

In progress

8a, 27

Arrange for Jon Allbutt to attend the meeting at Gresham Close

Chair

TBC

 

11b, 29

Notify business of parish council in principle support for proposed venture in car pool

Clerk

In progress

COMPLETE

Item & page

(28 Apr 2014)

Action

Who

Date by

Result

4a-d, 32

Inform Tandridge District council on decisions re planning applications

Clerk

2/5/2014

COMPLETE

5a, 32

Inform and organise lighting quote for first floor

Clerk

12/5/2014

In progress

6a, 33

Inform Mr Iredale of completion of Licence and thank for his involvement.

Clerk

6/5/2014

COMPLETE

7, 33

Planning inspectorate letter re objection and letter to Surrey County Council

Clerk

30/4/2014

COMPLETE

 

Agenda for Finance Committee Meeting 2 June 2014

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 2nd June 2014 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 pm

Present:                  Mrs Susan Smale   (in the chair)           

                              Mr Ian Mitchell               Mr Doug Massey

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Apologies: Mrs Nichola Stokoe

2.        Declarations of interest (relating to items on the Agenda):

None

3.       Agree and Sign the Minutes of the Last Meeting held on 28th April 2014

The minutes of the meeting held on the 28th April 2014 were approved as a correct record and signed by the Chairman.     

4.       End of Year accounts - final draft to submit to Internal Auditor

The Chairman proposed and it was agreed that the finance committee would recommend acceptance and sign off on the items relating to the End of Year accounts presented by the Clerk, subject to any final recommendations from the internal auditor visit on the 5th June 2014. These items include :

  • Draft income and expenditure account
  • Balance sheet
  • Annual return summary
  • Reserves reconciliation
  • Bank statement reconciliation
  • Asset register
  • Notes to the accounts 2014 (for Parish Council use)
  • Annual notes to the accounts 2014 (for external auditor use)

 

5.       Review of Grant requests 2014/15:

a)    Tatsfield Community Composting Group : request for £500 to service machinery and replacement materials

The chairman proposed and it was agreed to approve this request for the 2014-15 financial year.

b)    Fair trade group : looking to raise £750 for advertising boards and events

The chairman proposed and it was agreed to approve a grant of £650 for the Fair Trade group as per their submission request and that this should last for all events and items for this financial year.

The Clerk was instructed to inform the grant recipients of the Parish Council decisions.

6.       Tatsfield Community Games Area: review current insurance options

The Chairman proposed and it was agreed to determine the extent of damage to tennis posts and nets reported to the Parish Council and then to confirm with the insurance provider what the cost would be to add the tennis posts, net and netball posts to the parish council’s insurance.

7.       Financial contribution to support Parish Council / OLRG action in TDC planning appeal action (/M3645/A/13/2209654 and APP/M3645/A/13/2209687) : adoption of proposal for contribution.

8.       Items for Discussion or Referral to Future Agendas.

The Clerk noted that St Marys Church had requested assistance from the Parish Council with provision of fencing near St Marys Hall to protect users. The chairman suggested that when this was discussed at the parish council meeting on 9th June that a grant to cover materials up to £600 be offered.

The Clerk requested that the committee review her proposals for carry forward balances on budget headings and virements and provide feedback on 9th June at the main parish council meeting.

The Meeting closed at 9.15 p.m.

 

Item & page

(28th April 2014)

Action

Who

Date by

Result

4, 1

Investigate longer term investment options

Clerk

31/5/2014

In progress

5,1

Investigate new account options

Clerk

31/5/2014

In progress

5 ,1

Review Financial Regulations

Clerk

9/6/2014

In progress

6, 1

Update members on changes brought about by new act

Clerk

9/6/2014

In progress

Item & page

(2nd June 2014)

Action

Who

Date by

Result

5a + b, 3

Inform grant recipients of awards

Clerk

5/6/2014

COMPLETE

6, 3

Confirm prices and damage for TCGA items

Clerk

20/6/2014

In progress

 

 

 Agenda for Supplementary  Meeting of Tatsfield Parish Council held on the 23rd June 2014

MINUTES of the Meeting of Tatsfield Parish Council held on the 23rd June 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

                                    Mrs Nichola Stokoe, Mr Ian Mitchell, Ms Helena Garcia

           

In Attendance:  Mrs Ana Hughes (Clerk)

                                    Mr Bob David (District Councillor)

 

And 1 parishioner.                                

 

1.         APOLOGIES

001/0614           Helena Garcia – personal reasons.

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

002/0614           Ian Mitchell declared a personal interest in item 5a. He did not take any part in the discussion or voting on this item

3.         To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 9th June 2014

003 /0614          The minutes and associated appendices were agreed as a correct record and signed by the chair.

4.         Receive and accept the Finance Committee minutes of 2nd June 2014

004/0614           The chair proposed and it was resolved that the minutes from the Finance committee on 2nd June 2014 be received and accepted.

5.         PLANNING

(a)     TA/2014/907 Hawthorns, Greenway, Tatsfield, TN16 2BT
Demolition of existing conservatory. Erection of single storey extension with roof lights to rear elevation.

005/0614           No comment.

(b)     TA/2014/941 5 Limetree Mews, Johns Road, Tatsfield, TN16 2AP
Installation of bi-fold doors to rear elevation.

006/0614           No comment.

 

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

(c)     Notification of appeal for Castleneau

007/0614           It was resolved that the parish council cannot offer additional relevant information to the facts presented and therefore no further comment would be made on this appeal.

6.         Finance

(a)     Benches on Westmore Green / Tatsfield Green : update and next steps.

008/0614           Further to the parish council’s original decision in December 2013 to proceed with pricing and purchase of benches, it was further resolved with new information available and 2 further benches requiring replacement that Doug Massey would investigate prices of replacement timber boards to replace on to existing frames.

 

7.         Parish Council Property :

(a)     Aileen McHugo Building – sign tenancy agreement for Room 1

009/0614           The Clerk witnessed the tenancy agreement renewal by 2 councillors following receipt of the signed contract and declaration form from Chartwell Cancer Trust for Room 1.

(b)     Car Park and TCGA – discuss.

The Clerk noted she had got a crime number for the damage done to the Community Games Area gate belonging to the school.

010/0614           It was resolved the Clerk should ask for written confirmation from Tatsfield Primary school re locking the gate in the mornings over the summer months, as this contravened the Management Agreement.

 011/0614           It was resolved the Clerk should get prices for litter bins for the car park.

 Ian Mitchell expressed concern regarding the front of the new houses just beside Westmore Green (formerly The End). The chair confirmed Tatsfield in Bloom had been tasked with planting new flowerbeds as per the main meeting in June. A temporary solution could be moving the grit bin to the front to discourage potential new owners from using it for parking.

 

8.         Recycling and Refuse in Johns Road – discuss request for assistance from Tandridge

The Clerk noted she had received a request for Parish Council assistance in liaising with residents in Johns Road from Tandridge refuse and recycling by becoming the single point of contact following a mailshot re the general bad state of the road surface which impedes the collection of rubbish.

012/0614           The Clerk was instructed to respond by offering to distribute the letter with the parish magazine in September but that the parish council did not feel they can take up the role requested and would prefer that contact details remain directly with the Tandridge refuse and recycling department.

9.         Tatsfield History Archives – discuss and decide on future of original material.

013/0614           It was resolved to accept the motion that archive information currently held on site at the Aileen McHugo Building should be transferred to either a safe storage facility in Woking History Centre or Caterham Local History Centre as and when required.

10.      Risk Assessments: receive, discuss and determine action as detailed for Westmore Green, Tatsfield Green, Car park and Kemsley Wood.

014/0614           The chairman proposed and it was resolved that the Green Spaces and Rights of Way committee be tasked with prioritising an action list for the items highlighted on the risk assessments for Westmore Green, Tatsfield Green, Kemsley Wood and the Village Hall/Aileen McHugo Building car park. This list would then be submitted to the parish council for action.

11.      Tandridge District Council – play equipment strategy.

015/0614           It was resolved that the focus for the Parish council should be awareness of a regular inspection and maintenance programme on the play area equipment and Community Games Area. This needs to be obtained from Tandridge. It was resolved that it is more important to ensure equipment is repaired and replaced as soon as possible. The Clerk was tasked with responding on this matter as resolved.

The chairman mentioned some equipment that could be hung on the side of fencing and Peter Kerry agreed to investigate.

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.

  • Maesmaur Corner – A surveyor visited the site with Ian Mitchell and Nichola Stokoe. An initial report noted that it appeared there is a potential boundary dispute and that this should initially be addressed directly with Vale House. This should be on the agenda for July.
  • Verges / Tatsfield Green – a complaint has been received and the parish council need to be aware of a potential sight line danger on Rag Hill Road junction with Church Lane.
  • Scout Fete will be an ideal place to address the need for a new parish councillor and this will be also pushed for in the September edition of the parish magazine.

 

The meeting concluded at 9.40pm

Item & page

(10 Mar 2014)

Action

Who

Date by

Result

8e, 19

Arrange meeting with key parties for Old Lane discussions

D Massey / Chair

31/3/2014

In progress

8g, 19

Agree follow up of progress on appraisal recommendations with members of the appraisal group

Chair

30/4/2014 (to be done in autumn 2014)

 

Item & page

(14 Apr 2014)

Action

Who

Date by

Result

8a, 27

Arrange for Jon Allbutt to attend the meeting at Gresham Close

Chair

TBC

 

Item & page

(12 May 2014)

Action

Who

Date by

Result

20d, 36

Informal meeting to appeal for assistance to the community for possible involvement in War Memorial project

Chair

5/6/2014

In progress

Item & page

(9 June 2014)

Action

Who

Date by

Result

5a, 42

Write and request clarification re Building of Character

Clerk

23/6/2014

In progress

Item & page

(23 June 2014)

Action

Who

Date by

Result

005-006, 48

Inform Tandridge planning of parish council decisions

Clerk

30/6/2014

COMPLETE

008, 48

Produce prices

D Massey

14/7/2014

 

010, 48

Write to school confirming no locking of gate in summer

Clerk

12/7/2014

 COMPLETE

011, 48

Pricing for litter bins

Clerk

12/7/2014

 COMPLETE 

012, 49

Confirm Parish Council decision to Tandridge Refuse re Johns Road

Clerk

4/7/2014

COMPLETE

015, 49

Confirm current inspection and maintenance programme

Clerk

12/7/2014

  in progress