Agenda for Meeting of the Neighbourhood Plan Development Committee on 9th October 2014 at 10am in Parish Rooms

DRAFT MINUTES of a Meeting of the Neighbourhood Plan Development Committee of Tatsfield Parish Council held on the 9th October 2014 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 10.00 a.m.

 

Present:                  Mr Ian Mitchell (in the chair)       

                              Mrs Susan Smale          Mrs Nichola Stokoe

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Apologies: None

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

None

3.       Agree and Sign the minutes of the last meeting on 4th September 2014

005/NP1014      It was resolved that the minutes were a true representation of the meeting and they were signed by the Chair.

4.       Update on the Village Design Statement

006/NP1014 The updated design statement document was discussed and the following items were agreed:

1-     Aims and Background sections – satisfactory

2-     Strategy section:

  • A Green Belt – approved.
  • B Development Transition – move and restructure paragraph on Affordable Housing to G Housing.
  • C Natural Environment – add reference to need for Parish Council awareness re Tree Preservation Orders on existing properties and relevant policy
  • D Village Centre – add reference to The White House being designed as a Building of Character
  • E Development within the Defined Village – make the parking into a separate and new heading
  • F Parking – New section – include paragraph from E and add references to issues with parking in Westmore Green, Paynesfield Road and Lusted Hall Lane that need to be considered in planning responses.
  • G Housing – add reference to Affordable housing and downsizing challenges
  • H Roads – include section reference to unmade roads
  • I Utilities – include section on Broadband for completeness and update from 2007. Capacity of infrastructure to support new housing is important in planning considerations for large scale developments
  • J Hedges, Fences and Walls – acceptable

 

007/NP1014 It was further resolved that once the above had been included the final document be presented to full council for members’ consideration as soon as possible.

5.       Items for Discussion or Referral to Future Agendas

None – no further need to a meeting in the immediate future.

The Meeting closed at 11.05 a.m.

 Agenda for Finance Committee Meeting on 20th October 2014 at 8.30pm

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 20th October 2014 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.30 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:

001F/2014 Mrs Nichola Stokoe – all members agreed and accepted the apologies presented.

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

None

3.       Agree and Sign the Minutes of the Last Meeting held on 2nd June 2014

002F/2014 The minutes of the meeting held on the 2nd June 2014 were approved as a correct record and signed by the Chairman.        

4.       Budget 2015-16 : first thoughts on main headings

003F/2014 Members resolved the following alterations to proposed budget amounts and headings presented initially by the Clerk :

  • To carry forward the £5000 from 4291 Neighbourhood Plan in case there are expenses for the Development Statement and also to provide a base for the next Parish Council
  • Increase 4205 Repairs and Maintenance Recurring to £1200 to reflect maintenance plans for small parcels of parish council land.
  • Increase 4250 Professional Fees to £1000
  • Reduce 4270 Village Pond expenditure to £70 as rest should be covered by unspent amounts in current year budget to be carried forward
  • At this stage maintain the precept at the mark of £42,000

 

004F/2014 It was resolved the Clerk should ask Nick Dance to quote for Hayes Pasture and Shaw Road Triangle should no word be received on this matter from Ian Reeves.

005F/2014 it was resolved the Clerk should request a quote to steam clean the carpets and other floors in the Aileen McHugo Building

5.       Grant requests 2014/15:

·         Surrey Air Ambulance :
006F/2014 It was resolved to provide a grant amount of £500, following receipt of a request for support in financial year 2014-15.
·         Crimestoppers – open request

007F/2014 It was resolved that a grant amount of £50 be awarded should the Clerk receive a request this financial year.

·         Review of further grant recipients

008F/2014 it was resolved to approach Tatsfield Drivers, St Marys Church for youth club and village organisations catering for the elderly to see if support was required.

6.       Tandridge District Council – removal of Council Tax support grant :discuss and agree way forward

009F/2014 It was resolved that the cost of complete removal of the Council Tax support grant from Tandridge District Council be absorbed by the Parish Council as there were no plans to increase the precept for the coming financial year.

7.       Items for Discussion or Referral to Future Agendas.

Tatsfield Allotments and Community Gardens, map changes, car park

The Meeting closed at 10.05 p.m.

 

Item & page

(20 Oct 2014)

Action

 

Who

Date by

Result

003F, 5

Change budget items as directed

Clerk

31/10/14

COMPLETE

004F, 5

Contact N Dance

Clerk

31/10/2014

COMPLETE – not needed

005F, 5

Contact Goldservice ref steam clean

Clerk

31/10/2014

COMPLETE

006F, 007F, 5

Contact recipients of grants and arrange payment

Clerk

10/11/2014

In progress

008F, 5

Approach village organisations

Chair

20/11/2014

In progress

 

 

 

 

 

 

Agenda for Supplementary Meeting of Tatsfield Parish Council on 27th October 2014 at 8.00pm

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

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Doug Massey, Mr Ian Mitchell, Mr Peter Kerry

 

In Attendance:  Ana Hughes (Clerk)       

 

And 1 parishioners.                              

 

1.         APOLOGIES

123/1014           Mrs Nichola Stokoe, Mrs Helena Garcia – these were received and accepted by members.

 

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

None

3.         Approve and sign the MINUTES OF THE PREVIOUS MEETING held on 13th October 2014

124 /1014          The minutes and appendices of this meeting were approved and signed by the Chair as a correct record.

4.         PLANNING

(a)     a)      TA/2014/1673: The Spinney, Maesmaur Road, Tatsfield, TN16 2LD
Erection of single storey rear extension and pitched roof to existing side elevation.

125/1014 Objection : The Parish Council objected to the previous planning application in 2007 (TA/20071840) and is objecting to this planning application on the grounds that the proposal would result in a progressive and disproportionate addition changing the scale of the dwelling to the detriment of the openness of the Green Belt.

 126/1014 The Clerk was instructed to respond to Tandridge planning as resolved above.

 08.13pm The meeting was suspended for Parishioner’s queries

08.28pm The meeting was reinstated.

5.         Finance:

(a)     Defibrillator – update

127/1014 It was resolved to defer this matter to the November meeting as neither the Clerk nor the Chair had received further information to assist in this discussion.

(b)     Tandridge Council Tax Support reduction proposed – agree response

128/1014 The Clerk reported she had received no update on this matter from SSALC. It was resolved that the Clerk should write to Tandridge District Council before the next meeting on the above matter to inform them the Parish Council is extremely disappointed with the recommendation by the Resources Committee following their meeting in September  that Council Tax support to Parishes be eliminated entirely.

6.         Parish Council property and Land:

(a)     Car Park – update on consultation with Hedleys and decision on way forward

129/1014 Following reports from the Clerk on the advice obtained from Roger Taylor at Hedleys on the possible avenues open to the Parish Council it was resolved that the Chari should draft a response to be sent out to D Gibbons, N Reeves and other interested parties to inform them that there was no immediate direct action to be taken on the matters raised regarding the problems of inconsiderate parking, but that should safety concerns become paramount then the Parish Council may have no choice but to close access to their side of the car park.

(b)     Shaw Road Triangle / Hayes Pasture – update

130/2014 It was resolved following contact from Ian Reeves on the above matter that the Parish Council welcomed and thanked his offer to maintain the Hayes Pasture pathway and Shaw Road Triangle as detailed in the recent letter from the Clerk as a volunteer and would pay any direct expenses incurred as a result of his voluntary actions in maintaining the 2 parcels of land.

7.         Surrey Local Transport Plan – consultation response

131/1014 It was resolved that no official Parish Council response would be made on the Local Transport Plan due 28th October 2014 as none of the items impacted directly on the parish.

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

None

 9.         MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

  • Van parking in lay-by next to The White House

  The meeting concluded at 9.05pm

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

TBC

 

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

008, 48

Produce prices

D Massey

14/7/2014

 

Item & page

(9 Sept 2014)

Action

Who

Date by

Result

075/0914

Request plan for maintenance for Parish Council land and green spaces to include Hayes pasture and Shaw Road triangle as soon as possible

Clerk

18/9/2014

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

090/0914

Request review of insurance elements to add items from TCGA and Aileen McHugo Building

Clerk

13/10/2014

In progress

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(13 Oct 2014)

Action

Who

Date by

Result

107/1014

Report on findings re benches for decision

N Stokoe

10/11/2014

In progress

114/1014

Present report on specification and decision on path

N Stokoe

9/11/2014

In progress

Item & page

(27 Oct 2014)

Action

Who

Date by

Result

126/1014

Respond to Tandridge planning on Parish Council decision

Clerk

01/11/2014

COMPLETE

128/1014

Write to TDC ref Council Tax support removal proposed

Clerk

20/11/2014

COMPLETE

129/1014

Draft response ref car park action

Chair

9/11/2014

 

 

Agenda for Supplementary Parish Council meeting on 24th November 2014 at 8.00pm

 

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

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Doug Massey, Mr Ian Mitchell, Mr Peter Kerry, Mrs Nichola Stokoe, Mrs Helena Garcia

                                    Michael Rennie (following co-option)

 

In Attendance:  Ana Hughes (Clerk)       

                                    Bob David (Tandridge District Councillor)

 

And 2 parishioners.                              

 

1.         APOLOGIES

None

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

None

3.         Approve and sign the MINUTES OF THE PREVIOUS MEETING held on 10th November 2014

153 /1114          The minutes and appendices of this meeting were approved and signed by the Chair as a correct record following 2 amendments both on page 83 – one to change ‘Kills’ to Kells in item 11d and the other in Item 11f to add ‘P’ to CSO to make PCSO.

4.         Co-Option to fill the vacancy of Parish Councillor and select a candidate by majority vote

154/1114   Three candidates had put themselves forward to fill the Parish Councillor vacancy. It was resolved unanimously that Michael Rennie be co-opted to the vacancy and become a Parish Council member from that moment. Michael Rennie signed his Declaration of Acceptance of Office provided and witnessed by the Clerk and took his seat with other members. It was further resolved that the other candidates be involved in other areas of the Parish Council such as the Green Spaces and Rights of Way committee.

5.         PLANNING:

(a)     TA/2014/1744: The Ingle, Ricketts Hill Road, Tatsfield, TN16 2NB
Demolition of existing and erection of detached house and garage.

155/1114   Objection: it was resolved the Parish Council objected to this planning application on the basis that the proposed substantial increase to the property would contradict policy DP13(E) and represent a disproportionate increase to a building in the Green Belt.

(b)     TA/2014/1702: Libra, Ricketts Hill Road, Tatsfield, TN16 2NB
Erection of single storey extensions to north west, north east and south east elevations. (Certificate of Lawfulness for a Proposed Use or Development

156/1114   No Comment: it was resolved the Parish Council could not offer a comment on this planning application as it was a Certificate of Lawfulness for a Proposed Use or Development, but that the planning and development history of the site was noted and would be observed for future possible applications.

 

157/1114 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

 

8.26pm The Meeting was suspended for parishioner questions and comments

8.41pm The meeting was reinstated

 

6.         Parish Council property and Land:

(a)     Pippins: update

158/1114 It was resolved to wait until the December meeting before acting further with a possible letter to the estate agents to be considered if no solution has been reached until then with Pippins’ solicitors (should the property still be on the market at that time). A general letter to estate agents in the area would also be considered making them aware of the ownership of Tatsfield Green and the need for a wayleave if properties came up for sale.

 

(b)     Aileen McHugo Building: Surrey WISE project - discuss and agree requirements

159/1114 The Clerk noted she had had a meeting with the selected trainer for the project and requirements were for a 6 dates, 2 hours long for use of the room, with enough power for 11 computers or devices, a projector and screen and use of Wi-Fi. It was resolved to accept these conditions and agree free use of the room as long as at least 1 Tatsfield resident was benefitting from the course. Thus far there had been 4 applicants for the course and at least 2 were from Tatsfield.

(c)     Maesmaur Road Corner: discuss findings of survey and agree next steps

160/1114 The findings from the survey by the Parish Council’s selected specialists had been received. The Surveyor’s conclusions indicated that Parish Council land had been encroached upon and it was resolved the Clerk should draft a letter to be approved providing factual results of the report and offering a meeting to assist in resolving the situation.

7.         Finance:

(a)     Christmas Tree for Village Centre: approve purchase up to £300

161/1114 It was resolved that an amount up to £300 be approved to purchase a Christmas Tree, either by direct means or to assist in transport and delivery costs incurred by Ken Thurgood.

8.         Surrey Local Transport Plan - consultation response (due Jan 15)

162/1114 It was resolved that the consultation was not suitable for a Parish Council response but individual members and residents were urged to respond with their own usage of the public transport system – this could impact on the provision of services in the future. The Clerk was instructed to obtain paper copies of the consultation.

9.         Safer Internet Day: agree action and Parish Council position

163/1114 It was resolved that this should be supported by the Parish Council through promotion by social media, website and Peter Kerry would write an article for the January edition of the Parish Magazine.

10.      Parish Council communications policy: agree draft for approval.

164/1114 It was resolved that the first draft provided by the Chairman and that this be circulated for final approval in December. It was agreed concerns brought to the Parish Council’s attention through social media should be considered as all other methods of communication.

165/1114 it was resolved that the Facebook site should not be used to advertise businesses or items for sale.

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

None

 

12.      MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

Ian Mitchell updated the meeting on the recent Local Plan meeting and was encouraged by the new consultants brought in to conduct a new housing needs survey, who appeared to be interested in obtaining Parish Council and resident input on housing needs and related matters.

 

   The meeting concluded at 9.32pm

 

Matters raised under Public adjournment:

1-     Bring to the Parish Council’s attention the problems being experienced by the residents of 1 Pond Cottages with confusion on their address and the address of the new houses next door. B David trying to find solution with new residents.

2-     Fair-Trade sign on Parish Council land – this may need advertising consent from Tandridge if it goes ahead.

 

 

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

TBC

 

Item & page

(23 June 2014)

Action

Who

Date by

Result

008, 48

Produce prices

D Massey

14/7/2014

 

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

Inform organization of grant approval and obtain required proof of purchase to support grant paperwork

Clerk

30/11/14

COMPLETE

147/1114

Action points for Village Hall damaged items

Clerk

8/12/2014

COMPLETE

150/1114

Tatol damages actions

Clerk

30/11/2014

In progress

Item & page

(24 Nov 2014)

Action

Who

Date by

Result

155-157/1114, 88

Inform Tandridge planning of Parish Council decisions

Clerk

27/11/2014

 COMPLETE

159/1114

Liaise with J Barrie for booking AMB for Surrey WISE

Clerk

31/12/2014

 in progress

160/1114

Draft letter to send ref Maesmaur Road survey findings

Clerk

27/11/2015

 COMPLETE

162/1114

Obtain paper copies of the Transport consultation

Clerk

3/12/2014

 

 

 

Agenda for Finance Committee Meeting on 25th November 2014 at 8.00pm