Agenda for Main Meeting of Tatsfield Parish Council on 14th April 2014 at 8.00pm

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 14th April 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 Douglas Massey Mr Ian Mitchell, Mr Martin Westerman, Mr Peter Kerry

Ms Helena Garcia Mrs. Nichola Stokoe

 

           

In Attendance:           Mrs Ana Hughes (Clerk)

                                                Mr Bob David (Tandridge DC Councillor)

                                   

                                                           

And 5 parishioners.

 

1.    APOLOGIES: Mr David Hodge (Surrey County Councillor)

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

Ian Mitchell declared a personal and pecuniary interest in item 4a (TA/2014/453: Greenway Cottage, Greenway, Tatsfield, TN16 2BT) – he left the room during the discussion of this item.
Nichola Stokoe declared an interest in one of the items discussed under Item 11b and took no part in the decision making on this item.

3.    To agree and sign the MINUTES OF PREVIOUS MEETING held on 24th March 2014

The minutes of the meeting held on 24th February 2014 were approved and signed by the Chairman as a correct record.

4.    To receive an Officer’s report on actions outstanding since the previous meeting

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

5.    PLANNING

(a)     To determine the Parish Councils position on Appendix A (if relevant)

No objection.

The council expressed concern at the proposed increase in size over the original dwelling size put forward in this planning application.

Apart from the above mentioned concern that parish council does not object as long as the planning authority does not consider the proposed increase to contradict planning policy.

  • The Clerk noted TA/2014/580/NHTatsfield Cottage, Ricketts Hill Road, Tatsfield, TN16 2NA
    Erection of single storey rear extension with part pitched and part flat roof, measuring 5.0 metres deep with a maximum height of 3.87 metres and an eaves height of 2.33 (Notification of a proposed larger home extension). This was for information only as the parish council is not consulted on this planning application type.
  • The Chairman determined that the planning application TA/2014/513 Castleneau, Ricketts Hill Road, Tatsfield, TN16 2NA to be consideredunder item 12 as the due date for responses fell before the next parish council meeting on the 28th April 2014. This was agreed.

The Clerk was instructed to inform Tandridge District Council of the parish council’s decisions.

(b)     Planning member for April: Ian Mitchell
(c)     Tandridge Local Plan: consultation on Main Modifications proposed – due 25/4/14

The chairman proposed and it was agreed that the main modifications were positive and in general underlined the protection of the Green Belt. The Clerk was instructed to respond to this effect.

(d)     Neighbourhood Plan Development Committee: update

Nichola Stokoe reported that no meeting had yet been held but preparations were underway for the Annual Parish Meeting.

(e)     Challenge to Tandridge planning Core Strategy: discussion on possible further action.

The Chairman proposed and it was generally agreed that following new information on this matter, as well as confirmation from the clerk that there were powers to enable further involvement, the parish council should investigate the level of contributions of surrounding parish councils – notably Woldingham and Caterham, before making further decisions on whether a financial contribution should be provided.

6.    FINANCE

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

Appendix B payments were authorised and cheques duly signed.

(b)     Discuss and agree items requiring expenditure:
  • Aileen McHugo Building repairs: of £275 + VAT for ceiling and gutter
    This was approved and the Clerk instructed to proceed.
  • Village Hall Repairs – comparing quotes and decision

The chairman proposed and it was agreed the Clerk should proceed in principle with the 2nd quote of £770 as long as a date could be agreed with the contractor to ensure work was completed in time for the Village Hall redecoration plans.

(c)     Approve increase to Clerk salary to SCP 19 – hourly rate of £9.345 following successful Annual review backdated to 1 February 2014.

This was approved unanimously.

 

7.    HIGHWAYS & RIGHTS OF WAY

(a)     Highways: No update
(b)     Rights of Way: update – Footpath 19a and signs

The Chairman proposed and it was agreed that the relationship with Sarah Jenman at Surrey Rights of Way needed to be improved to encourage co-operation and communication with regards to scheduled works within the parish. The Clerk was auctioned to make contact and arrange a talk / meeting with the chair or Doug Massey.
The Clerk confirmed that footpath and bridle path signs had been replaced around the parish by Surrey Highways which was welcomed by members.

 

8.    NOTIFIED MATTERS

(a)     Housing: update

The chairman proposed and it was agreed that Jon Allbutt be asked to represent the parish at the upcoming meeting with the landscaper at Gresham Close. The chairman to arrange.

(b)     Tatsfield Communications Advisory Committee: Rural Sounding board – draft response

The chairman asked that this be considered by the TCAC at their upcoming meeting – the Clerk to send details to Peter Kerry in time for the meeting.

(c)     World War 1 100th Anniversary / War memorial: Annual Parish Meeting

The chairman confirmed that some idea of costs would be available for the APM.

(d)     Village Signs: update

No update.

(e)     Old Lane ditch: update

No update.

(f)      Call for Sites’ for Gypsy, Traveller & Travelling Showpeople Development Plan Document: discussion

The chairman proposed and it was agreed that the Clerk should contact Paul Newdick regarding a letter to a local landowner on this matter.

The chairman proposed that the Development Plan document appeared to support the Green belt and not support inappropriate development and that the parish council had no comment to make. This was agreed.

(g)     Furze Corner Playing Fields: update

The Chairman reported that the complaint regarding the state of the playing fields investigated by Bob David appeared to have been resolved with the various village organisations responsible agreeing to resolve the matter.

(h)     Annual Parish Meeting: finalise roles and agenda

The Agenda put forward by the Clerk was generally approved and would be displayed shortly. The Clerk confirmed Inspector Austin, Councillor Hodge and Councillor David had agreed to speak. Final arrangements and entry to the Village Hall would be organised out of session.

(i)      Tandridge Overview and Scrutiny Committee: youth provision in Tandridge discussion

The chairman requested that this be considered by the Tatsfield Communications Advisory Committee who should then submit recommendations to the parish council.

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

(a)     County Councillor: no report available.
(b)     District Councillor: the following points were raised by Bob David:

1-     Councillor David welcomed the inclusion of Item 5e on the agenda and noted how important it was to show a strong support of the Local Plan at this time.

2-     The Furze Corner playing fields matter had now hopefully been resolved and he would monitor progress.

3-     Matters at Tandridge were quiet as elections were imminent in May.

4-     The village spring clean had been very successful – thanks to all who took part.

(c)     Tatsfield Community Responders: no update.
(d)     Village Hall Management Committee: update

Helena Garcia noted the floor refurbishment was complete and Ryan Leisure had made recommendations re the cleaning which had been passed on to the VHMC. She also noted that the redecoration project was requesting new quotes based on a more minimalist approach due to costs.

(e)     Tatsfield in Bloom: update

It was reported that there would be no entry in competitions this year – all other matters proceeding.

(f)      Police: update

Moira Cocks was now also assigned to the local PCSO team.

(g)     Biggin Hill Airport:
Next meeting will take place on 17th April 2014.
(h)     Speedwatch:

The team had started up again and matters were proceeding but new volunteers still needed.

(i)      Tatsfield Fairtrade Steering Group:
No update.

 

10.  PARISH COUNCIL PROPERTY AND LAND

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

(a)     Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update

Doug Massey noted that a pond dipping activity day was scheduled for 15th April 2014 organised by Nigel Shaw with Tatsfield primary school and that the parish room had been booked. Invoices should be expected for items associated with this activity.

(b)     Millennium Wood: update on soil deposit / decision on further action

Doug Massey reported that no further action was needed as the soil and other items deposited on parish council land had been removed as agreed by the resident.

(c)     Parish Council Car Park and retained facilities: Green Belt Relay final authorisation

The chairman proposed and it was agreed that this event could take place in light of communications between the organisers and the Clerk. It was anticipated that all users should have left the car park by 13.30. The clerk to confirm.

(d)     Tatsfield Community Games Area: request from school for closure on 7/6/14

The chairman proposed and it was agreed that the Parents Association request was approved for exclusive use of the TCGA for the School Fete on 7th June 2014 from 10.30am – 3pm as per the email received by the Clerk on 2/4/2014. The organisers of the Fete would be notifying users of the closure and contacting emergency services.

(e)     Aileen McHugo Building:

No matters outstanding.

(f)      Village Hall:

Covered under 9d.

(g)     Tatsfield Allotments and Community Gardens:

Nothing to report.

 

11.  MEETINGS TO ATTEND / CORRESPONDENCE:

(a)     to agree attendance at Meetings to which Parish Councillors are invited
  • Annual Meeting of the community – Chelsham & Farleigh on 27th May 2014 – the Clerk may be able to attend.
  • The clerk noted that a thank you letter had been received from Little Acorns pre school for the grant.
  • Notification from Bromley Court re Claim
    The chairman notified the meeting that the clerk had received notification from the claimant which had been confirmed by Bromley Court that the claim initiated in July 2013 against the parish council had been withdrawn. This was welcomed
  • Car business – support from Parish Council
    The chairman proposed and it was agreed that in principle there was support from the parish council for a scheme to reduce car use within the village and that the parish council would welcome information for next stages of implementation.
(b)     to discuss Correspondence received 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

The chairman proposed this be considered under Item 12 as the due date for responses was before the next scheduled parish council meeting. This was agreed.

TA/2014/513: Castleneau, Ricketts Hill Road, Tatsfield, TN16 2NA

Demolition of existing dwelling, outbuildings and garage. Removal of selected trees within tree preservation order area. Erection of detached dwelling with integral garage, driveway and associated tree planting and landscaping

The chairman proposed and it was agreed that there was no objection to the proposal.

 

13.  MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

The parish council needs to consider replacing the tables in the parish room.

 

The meeting concluded at 10.12pm

 

 

Matters raised under Public adjournment:

 

1-     Please investigate letter sent to local landowner proposing to buy a parcel of land for use as a site for Travellers and travelling show people.

2-     Is Surrey highways responsible for Croydon Road as the number of pot holes there is alarming and INCREASING?

Item & page

(10 Feb 2014)

Action

Who

Date by

Result

 

8a, 11

Presentation for APM on Housing

Parish members

6/5/2014

In progress

 

8c, 11

Working party and presentation

Chair and members

24/3/2014

In progress

 

8c, 11

Working party and presentation

Chair and members

24/3/2014

In progress

 

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

(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

In progress

 

Item & page

(14 Apr 2014)

Action

Who

Date by

Result

 

5a, 26

Inform Tandridge District council on decisions re planning applications

Clerk

17/4/2014

COMPLETE

 

5c, 26

Respond and submit to Tandridge District Council

Clerk

25/4/2014

COMPLETE

 

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

 

 

10c, 28

Notify Green Belt Relay of final decision

Clerk

COMPLETE

25/4/2014

 

10d, 28

Notify PA of decision re TCGA closure

Clerk

COMPLETE

1/5/2014

 

11b, 29

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

Clerk

COMPLETE

1/5/2014

 

             

 

Agenda for Annual Meeting of Tatsfield Parish Council on 12th May 2014 at 8.00pm

DRAFT MINUTES of the Annual Meeting of Tatsfield Parish Council held on the 12th May 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 Douglas Massey Mr Ian Mitchell, Mr Martin Westerman, Mr Peter Kerry

Ms Helena Garcia Mrs. Nichola Stokoe

 

           

In Attendance:   Mrs Ana Hughes (Clerk)

                                                Mr Bob David (Tandridge DC Councillor)

                                   

                                                           

And 2 parishioners.

 

1.    ELECTION OF CHAIRMAN

Susan Smale asked for nominations for Chairman from the members present. Mr Ian Mitchell proposed Susan Smale and this was seconded by Helena Garcia. There were no other contenders and all were in agreement with the proposal. Susan Smale was duly elected as Chairman for the year.

2.    DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN

Susan Smale signed her declaration of acceptance of Office of Chairman witnessed by the Clerk.

3.    ELECTION OF VICE CHAIRMAN

Susan Smale asked for nominations for Vice Chairman from the members present. Mr Ian Mitchell proposed Doug Massey and this was seconded by Nichola Stokoe. There were no other contenders and all were in agreement with the proposal. Doug Massey was duly elected as Vice Chairman for the year.

 

4.    DECLARATION OF ACCEPTANCE OF OFFICE OF VICE CHAIRMAN

Doug Massey signed the declaration of acceptance of Office of Vice Chairman witnessed by the Clerk.

 

5.    APOLOGIES: Mr Peter Kerry, Mr Martin Westerman

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

None.

7.    Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 28th April 2014

The minutes of the meeting held on 28th April 2014 were duly signed as a correct record by the Chair.

 

8.    Proposal for and agreement on committees for the coming year and their members

The Chairman proposed and it was agreed that the 2 existing committees continue in the coming year: the Finance Committee, whose members would be comprised of the Chairman, Ian Mitchell, Nichola Stokoe and Doug Massey; and the Neighbourhood Plan Development Committee, whose members would be Ian Mitchell, Nichola Stokoe and Doug Massey.

 

9.    Proposal for and agreement on Terms of reference for committees

The Chairman proposed and it was agreed that the current Terms of Reference for these committees would continue unchanged.

10.  Proposal for and agreement on sub-committees / advisory groups for the coming year and their members

The Chairman proposed and it was agreed that the 2 existing advisory groups / sub-committees should continue: the Communications Advisory Committee, chaired by Peter Kerry and the Green Spaces and Rights of Way advisory group, chaired by Doug Massey.

11.  Proposal for and agreement on Terms of reference for item 10

The Chairman proposed and it was agreed that the current Terms of Reference for these committees would continue unchanged.

12.  Proposal for and agreement of roles and responsibilities for the coming year for Parish Councillors

The Roles and Responsibilities document had been circulated and included as Appendix C to these minutes. The only changes from the previous year were the removal of Martin Westerman from his duties and Doug Massey to be included in the Parish Property section. The Chairman proposed that Appendix C be approved and all agreed.

13.  Review of leases and property agreements

The Clerk noted the following leases property leases were unchanged:

  • Aileen McHugo Building: single year tenancy leases (annually renewable) with Chartwell Cancer Trust Ltd (Room 1), Howard & Sons (Room 3) and BiggIn Words Ltd (Room 2).
  • Aileen McHugo Building: ongoing 5 year lease (with 2 years left) for first floor with P Clark (IQ Financial Planning).
  • Land on Approach Road used for the Allotments with Whelan Homes Ltd (long term lease)
  • Land on which the Tatsfield Community Games Area stands – lease with Surrey County Council (long term lease )
  • An agreement is currently in place with the Allotments Group / Horticultural Society for management of the Allotments on behalf of the Parish Council.
  • An agreement is currently in place with Tatsfield Primary School for management of the Tatsfield Community Games Area.
  • An agreement is currently in place with the Village Hall Management Committee for the lease and management of the Village Hall (long term lease).

14.  Review of Standing Orders and Financial Regulations

The Chairman proposed and it was agreed that this be deferred to June owing to other commitments by the clerk and members.

15.  Receive and accept the Finance Committee Minutes from 28th April

The Chairman proposed and it was agreed that the draft minutes of the Finance Committee meeting be received and accepted.

16.  To receive an Officer’s report on actions outstanding since the previous meeting

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

The Clerk agreed to follow up the guttering work to be done on the Aileen McHugo building and ensure it was completed within the next 4 weeks.

17.  PLANNING

(a)     To determine the Parish Councils position on Appendix A (if relevant)

No comment.

No objection.

  • The Chairman determined that the planning application TA/2013/1499 Motorway Services Area, M25 Westbound, Clacket Lane, Tatsfield, TN16 2ER and TA/2013/1500 Motorway Services Area, M25 Eastbound, Clacket Lane, Tatsfield, TN16 2ER to be consideredunder item 24 as the due date for responses fell before the next parish council meeting .This was agreed.

The Clerk was instructed to inform Tandridge District Council of the parish council’s decisions.

(b)     Planning member for May: Nichola Stokoe
(c)     Neighbourhood Plan Development Committee: update

The Chairman proposed and it was agreed that the Neighbourhood Plan Development Committee should meet and produce a worded statement of recommendation on the future of the committee and next steps to be considered at the next parish council meeting.

18.  FINANCE

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

Appendix B payments were authorised and cheques duly signed.

(b)     Discuss and agree items requiring expenditure:
  • St Mary’s Flower Festival – grant for flower arrangement (usually £50-£100) – the chairman proposed and it was agreed that an amount of up to £100 be approved and that the Chairman would prepare a flower arrangement to be presented to the festival on behalf of the Parish Council.
  • Replacement of tables and carpets in Parish Room.

The Chairman thanked Peter Kerry for his work on obtaining quotes to replace tables in the Parish room. The Chairman proposed and it was agreed that the Clerk should enquire about pricing to refurbish the existing tables. She further proposed that the Clerk obtain quotes from local carpet suppliers with Helena Garcia providing contact details. This was also agreed.

(c)     Update on Annual Accounts progress

The Clerk noted draft accounts had been considered and some changes approved – the final draft to be considered at the Finance Committee meeting on 2nd June 2014 and these would then be given to the internal auditor that week with final signoff of the accounts to be done at the main meeting on 9th June 2014.

19.  HIGHWAYS & RIGHTS OF WAY

(a)     Highways: update.

The vice chairman noted work had begun on Paynesfield Road with closures expected until the end of next week. Ricketts Hill Road had also been closed but was likely to be open by the 13th May.

(b)     Rights of Way: update

The Chairman confirmed no bridge or kissing gate had been installed as previously feared on the footpath – a gate had been installed towards the top of FP19a.

20.  NOTIFIED MATTERS

(a)     Resignation of Parish Councillor (Martin Westerman): acceptance and notification of vacancy procedure

The Clerk informed the meeting that according to Clive Moore – monitoring officer at Tandridge District Council Martin Westerman could not resign as he fell under the auspices of being appointed by the parish council as he filled an existing vacancy, not co-opted due to a casual vacancy. This meant that the position could only be vacated following 6 months of non attendance at meetings. The Clerk was looking to confirm this with Anne Bott at SALC.

(b)     Housing


The Chairman confirmed the Parish Council could not comment on any informal plans to build in the field behind the school until formal planning applications and notification had been submitted by the developer.

(c)     Tatsfield Communications Advisory Committee (TCAC): no update
(d)     World War 1 100th Anniversary / War memorial: Annual Parish Meeting update

The chairman expressed concern that the Annual Parish Meeting had not provided the parish council with a clear mandate or feedback from other than a few members of the community on the matter of a War Memorial. She proposed and it was agreed to meet informally and produce a request to the community for involvement to take this project forward.

(e)     Village Signs: update

No update.

(f)      Old Lane ditch: update

No update

 

21.  REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)     County Councillor: no report available.
(b)     District Councillor: the following points were raised by Bob David:

1-     All quiet in Tandridge District Council due to impending elections.

2-     The Planning Committee refused the Red House planning application but approved the resubmitted Grasshopper Inn Planning application considering it to be meriting acceptance under an economic case for exceptional circumstances in building in the Green Belt, despite Bob David’s resistance.

(c)     Tatsfield Community Responders:

The Chairman noted that Phil Clark had informed her he had recently lost 3 responders – she proposed and it was accepted that the Clerk request an update on how many responders were left and enquire as to how the parish council could help.

(d)     Village Hall Management Committee: update

Helena Garcia proposed and it was agreed that following the apparent failure of the most recent floor refurbishment the Clerk request a return of Ryan Leisure to do a full resanding and sealing of the floor, as suggested by Ryan Leisure themselves at the recent visit.

(e)     Tatsfield in Bloom: update

Bob David noted outside planting would take place in early June and the In Bloom group were assisting Tatsfield Primary School that was participating in the School in Bloom competition this year.

(f)      Police:

No update

(g)     Biggin Hill Airport:

The Festival of Flight is to take place in June.

(h)     Speedwatch:

Speedwatch now active and lots of people had been caught speeding near Old Lane recently.

(i)      Tatsfield Fairtrade Steering Group:

Doug Massey noted that the group would be serving tea and coffee on Westmore Green on 17th May 2014.

 

22.  PARISH COUNCIL PROPERTY AND LAND

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

(a)     Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update

Doug Massey praised Nigel Shaw for organising the recent pond dipping activity with school children in the village and noted a meeting of the GS&ROW committee would be taking place shortly.

(b)     Westmore Green: Tree complaint

Doug Massey proposed and it was agreed to accept Jon Allbutt’s recommendation on reducing and cutting back a lime and ash tree on Westmore Green. Initially a request would be put to Tandridge District Council to do the work but this may return to rest on the Parish Council’s shoulders if no budget available.

(c)     Parish Council Car Park and retained facilities

The Clerk noted that it was likely the upcoming risk assessment on the car park would point it out as a serious access risk for emergency vehicles, especially at key school drop off and pick up times.

(d)     Tatsfield Community Games Area: lock on gate change

The Chairman noted Tatsfield Primary school had purchased a new lock and was locking the access gate behind the TCGA. It was agreed that the combination would be given to main group users on request as access was possibly down the alley between Bassets and the TCGA main fence.

(e)     Aileen McHugo Building: Little Acorns request for 22 May 2014

The chairman proposed and it was agreed to approve Little Acorns’ request to use the parish room for breakfast club on 22nd May 2014 between 7.15 and 8.45 subject to acceptance of Terms and Conditions of hire. The Clerk to inform tenants.

Ian Mitchell noted the connecting door between the ground and first floors appeared to be unlocked. The Clerk was asked to remind tenants of this requirement and to lock the door.

(f)      Village Hall

Covered under item 21d.

(g)     Tatsfield Allotments and Community Gardens

No updates.

23.  MEETINGS TO ATTEND / CORRESPONDENCE:

(a)     to agree attendance at Meetings to which Parish Councillors are invited
  • Annual Meeting of the community – Chelsham & Farleigh on 27th May 2014 – the Clerk may be able to attend
(b)     to discuss Correspondence received by the Clerk

 The Chairman proposed and it was agreed that 40 poppies be ordered through Tandridge District Council (Ms R Stennett) ‘Poppies on the Street Campaign’ to place the names of those who lost their lives in World War I with a Tatsfield connection. The Clerk to expedite.

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

The chairman proposed this be considered under Item 24 as the due date for responses was before the next scheduled parish council meeting. This was agreed.

No objection.

  • TA/2013/1500: Motorway Services Area, M25 Eastbound, Clacket Lane, Tatsfield, TN16 2ER
    Installation of electric vehicle quick charging points at each half of the MSA

No objection.

The Chairman proposed that matters of commercial sensitivity would need to be discussed and that the Public and Press should be asked to leave. This was agreed and the contents of this item are disclosed in a confidential Part 2 memorandum to these minutes.

 

25.  MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

None.

 

The meeting concluded at 10.12pm

 

 

Matters raised under Public adjournment:

 

1-     Why did the Parish Council object to upgrading FP25 to a BRIDLEWAY?

2-     Would it be worth having a one way system in place for Westmore Road, Paynesfield Road and Crossways?

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

 

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

 

 

Item & page

(28 Apr 2014)

Action

Who

Date by

Result

 

5a, 32

Inform and organise lighting quote for first floor

Clerk

12/5/2014

In progress

 

Item & page

(12 May 2014)

Action

Who

Date by

Result

 

16, 35

Ensure guttering work is completed within 4 weeks

Clerk

12 June

COMPLETE

 

17a, 35

Inform Tandridge planning of Parish Council decisions

Clerk

18/5/2014

COMPLETE

 

20d, 36

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

Chair

5/6/2014

In progress

 

22e, 37

Inform tenants of Little Acorns preschool parish room use

Clerk

19/5/2014

COMPLETE

 

             

 

Agenda for Main meeting of Tatsfield Parish Council on 9th June 2014 at 8.00pm

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 9th June 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 Douglas Massey Mr Ian Mitchell, Ms Helena Garcia Mrs. Nichola Stokoe

 

           

In Attendance:          Mrs Ana Hughes (Clerk)

                                                Mr Bob David (Tandridge DC Councillor)

                                                Mr David Hodge (Surrey County Councillor)

                                   

                                                           

And 4 parishioners.

 

1.    APOLOGIES: Mr Peter Kerry

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

Ian Mitchell declared an interest in TA/2014/907 in case the Chairman decided to address this under item 12.

3.    To agree and sign the MINUTES OF PREVIOUS MEETING held on 12th May 2014

The minutes of the annual meeting held on 12th May 2014 were approved and signed by the Chairman as a correct record together with associated appendices.

4.    To receive an Officer’s report on actions outstanding since the previous meeting

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

5.    PLANNING

(a)     To determine the Parish Councils position on Appendix A (if relevant)
  • TA/2014/667: Moorhouse Tile Works, Westerham Road, Westerham, TN16 2ET
    Erection of two storey temporary office building, storage unit, underground storage tank and security fence.

No comment

  • TA/2013/1041/cond1: Shelleys, 10 Westmore Road, Tatsfield, TN16 2AX
    Details persuant to condition 6 of TA/2013/1041

FOR INFORMATION ONLY

  • TA/2014/849: Woodlands, Ricketts Hill Road, Tatsfield, Westerham, TN16 2NB

Demolition of part single storey ground floor, part basement level, existing dormer windows and chimneys. Erection of single storey extensions to northeast and southeast elevations. Alterations to roof to provide additional habitable accommodation. Erection of one dormer window to northwest elevation, and one dormer window and chimney to southeast elevation.
No objection unless the Tandridge planning officer considers the proposals to be an excessive increase over and above the original dwelling size.

The Clerk was instructed to inform Tandridge District Council of the parish council’s decisions.


Ian Mitchell proposed and it was agreed the Clerk should write requesting clarification from Tandridge planning of the ‘Building of Character’ assignment to a property and what protection it can give.

(b)     Planning member for June:

Peter Kerry – Clerk to email and remind him.

(c)     Neighbourhood Plan Development Committee: update

No update.

(d)     Hillside Road – enforcement update

Ian Mitchell noted that the Tandridge enforcement team had been brought in and determined items on the property were in contravention of the planning use. This is a complex matter which has only just been brought to the attention of the Parish Council and further updates may be required.

 

6.    FINANCE

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

Appendix B payments were authorised and cheques duly signed.

(b)     Discuss and agree items requiring expenditure:
  • Land Survey Maesmaur Corner – the Chairman proposed and it was agreed that a budget of up to £1000 be approved for this item with further cost requiring additional approval before it is incurred.
  • Grant for St Marys Church ref fencing – quote £1315 / £1546. The Chairman proposed and it was agreed that an amount of £600 be awarded to cover materials for the fencing.
  • Carpets for Aileen McHugo Building ground floor. The Chairman proposed this should await an additional quote.
  • Sign accounts and Annual return together with Notes to annual return and accounts
(c)     End of Year accounts for 2013-14:

The Chairman proposed and it was unanimously agreed the approval of the accounts reviewed the previous week by the Finance Committee and internal auditor. The Accounting Statements, annual governance statement, notes to the accounts and Balance sheet were signed and dated by the Clerk and Chairman and these would be duly returned for review to the external auditor by the Clerk.

(d)     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.

The chairman proposed and it was agreed to adopt the proposal from the finance committee to destroy the cheque originally assigned to the Oxted and Limpsfield Residents Group and instead send it to Woldingham Parish Council. |this was deemed safer and with less overall risk to community money.

(e)     Approve carry forward / virements for Budget 2013-14 to 2014-15

The proposed carry forward budget amendments and virements were approved.

 

7.    HIGHWAYS & RIGHTS OF WAY

(a)     Highways:

Doug Massey proposed and it was agreed to thank Surrey County Council and the Highways team through David Hodge for their work in Paynesfield Road.

Helena Garcia requested that David Hodge ensure a minibus was made available to take people into the village once Ricketts Hill Road was closed in July.

(b)     Rights of Way:
  • FP25 – further action following Surrey County Council’s response?
    The Chairman proposed and it was agreed that the Parish Council should continue to remind Surrey to assist in keeping FP25 clear as stated in their email to the Clerk on 16th May 2014.
  • FP19a and 570 – notification of concern to Surrey Rights of Way
    it was noted that a response from Surrey Rights of Way clarified the electric fence erected along this footpath as complying with legal requirements and no further action was possible on this matter.

8.    NOTIFIED MATTERS

(a)     Housing: update

The Chairman confirmed she would clarify whether Jon All butt had attended the meeting at Gresham Close.

(b)     Tatsfield Communications Advisory Committee: Rural Sounding board – additional representatives required

The Chairman proposed and it was agreed this would be deferred until Peter Kerry returned.

(c)     World War 1 100th Anniversary / War memorial:

The Chairman noted she had placed a request for assistance in forming a community group to facilitate this project in the parish magazine. No one had as yet been in touch.

(d)     Village Signs: update

Doug Massey proposed and it was agreed that this item be removed from the agenda until further notice.

(e)     Old Lane ditch: update

No update available.

(f)      Citizens Advice Bureau: management meeting update

The report from Peter Kerry was received by members.

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

(a)     County Councillor: the following points were raised by David Hodge

1-     Confirmed that work in Ricketts Hill Road scheduled for July would be preceded by intermediate and utility repair work.

2-     Confirmed that he was going to look into a request to look at implementing a footpath from the old primary school along the Golf course

3-     Tatsfield would be part of a case study for identifying potential Sat-Nav errors for drivers and most particularly large articulated Lorries.

(b)     District Councillor: the following points were raised by Bob David:

1-     No change in the Tandridge District Council elections – although no UKIP candidates won seats they all did very well in the local elections.

2-     Upcoming whole council meeting to determine various people’s positions on local committees.

(c)     Tatsfield Community Responders: no update.
(d)     Village Hall Management Committee: update

Helena Garcia proposed and it was agreed that the Parish Council accede to the Village Hall Management Committee’s request to lend Parish council chairs to the Carol Singers at the Christmas Carol event.

(e)     Tatsfield in Bloom: update

It was reported that a good amount of volunteers had assisted in planting on 31st May. Tatsfield in Bloom was assisting the school in their Schools in Bloom competition entry and judging would be taking place shortly.
The Chairman asked whether plans for a flowerbed in front of the new houses on Westmore Green were being discussed.

(f)      Police: update

Parish Council should obtain a crime number for the damage to the Westmore Green play area equipment.

(g)     Biggin Hill Airport:
Festival of Flight due to take place this coming weekend.
(h)     Speedwatch:

No new update – volunteers still needed and checks were progressing.

(i)      Tatsfield Fair-trade Steering Group:
Presence at the school fete. No upcoming events scheduled.

 

10.  PARISH COUNCIL PROPERTY AND LAND

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

(a)     Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update

Doug Massey noted goldfish had been found in the pond and that there was no real evidence of the new plants.

(b)     Parish Council Car Park and retained facilities: no update.

 

(c)     Tatsfield Community Games Area: insurance update.

The Clerk noted insurance queries continued.

(d)     Aileen McHugo Building: Guttering and first floor

The Chairman confirmed that the first floor water leak and bees did not require further action by the tenant.

The Clerk noted that she had requested the guttering be checked by 2 contractors to suggest possible solutions.

(e)     Village Hall:

Covered under item 9d

(f)      Tatsfield Allotments and Community Gardens:

The drainage project was being assessed. The Clerk noted she had not yet received a request for rental from Whelan Homes and would follow this up.

 

11.  MEETINGS TO ATTEND / CORRESPONDENCE:

(a)     to agree attendance at Meetings to which Parish Councillors are invited
  • No meetings scheduled
  • The clerk noted that a thank you letter had been received from the Composting group for the continued support and an invitation had been issued to attend the unveiling of the new shredder.
  • The Clerk had received a letter of thanks from the Stragglers Running Club ref the Green Belt Relay.
  • The Clerk had received an email acknowledging receipt of the cheque and the conditions attached to it from Woldingham Parish Council.
(b)     to discuss Correspondence received 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

Castleneau appeal and new benches.

 

The meeting concluded at 9.42pm

 

 

Matters raised under Public adjournment:

 

1-     There should be a response to the article in the parish magazine proposing a 20 mph speed limit

2-     when is the 1 way system mentioned in the last meeting going to be implemented or proposed ?

3-     the new arrangements for the parish magazine should be available in the next issue – thanks to the editor for all his hard work

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

 

6b, 27

Inform contractors of success and arrange works to go ahead

Clerk

12/5/2014

COMPLETE

 

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

Inform Tandridge planning of Parish council decisions

Clerk

16/6/2014

COMPLETE

 

5a, 42

Write and request clarification re Building of Character

Clerk

23/6/2014

 

 

10f, 44

Request invoice from Whelan Homes

Clerk

30/6/2014

COMPLETE