Agenda for Main Meeting of Tatsfield Parish Council on 13th April 2015 at 8.00pm in the Parish Rooms - Aileen McHugo Building.

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 13th April 2015 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, Ms Helena Garcia-Macleod, Mr Michael Rennie,

Mr Ian Mitchell, Mrs Nichola Stokoe Mr. Peter Kerry

In Attendance:     Mrs. Ana Hughes (Clerk)

                                Mr. Bob David (Tandridge DC Councillor)

Mr David Hodge (Surrey County Councillor)

 

                And 3 parishioners.

1              APOLOGIES

None.

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

Nichola Stokoe declared a personal interest in item 5a on the agenda. She did not leave the room but did not participate in either the discussion or voting on this item.

Ian Mitchell declared a personal interest in item 10b

 

3              Agree and sign the MINUTES OF THE PREVIOUS MEETINGS held on 9th March 2015 and 23rd March 2015

309/0415   The minutes and appendices of the meeting held on 9th March 2015 and the minutes for the meeting held on 23rd March 2015 were approved as a correct record and signed by the Chair.

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

The Clerk noted all actions should be covered under existing agenda items.

 

5              PLANNING  

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

310/0415  If the District Council considers that this proposal – based on the further increase in useable floor space – is inappropriate development, we suggest that special circumstances exist. The floor space already exists and is merely being put to an alternative use. The impact of the increase in bulk will be negligible as seen from the street and minimal as seen from neighbouring properties.

 

  • TA/2015/572: Castleneau, Ricketts Hill Road, Tatsfield TN16 2NA
    Demolition of existing dwelling, outbuilding, garage and sheds. Erection of dwelling, outbuilding, garage and shed with associated driveway and landscaping

311/0415 No objection.

It was noted that a High Court hearing for the previous appeal overturned by the Planning Inspector for TA/2014/1321 at the same address would be held in June 2015.

 

The Clerk noted that the item on Appendix A relating to 2015/566/NH - Hillside, Ricketts Hill Road, Tatsfield TN16 2NB was for information only as it was a Notification of a Proposed Larger Home Extension and the Parish Council was not consulted on these types of planning applications.

 

312/0415   The Clerk was instructed to inform Tandridge Planning of the Parish Council decisions.

 

(b)   Planning member for April: Susan Smale

313/0415   Susan Smale agreed to be the planning member for April.

 

(c)   Tandridge District Council Planning Policy:

  • Strategic Housing Land Availability Assessment – Ian Mitchell noted that Tandridge District Council had invited offers of land for possible development under their Strategic Housing Land Availability Assessment. Several parcels of and had been put forward for Tatsfield on and are listed on a map and include Thistledown site, Paynesfield Road back gardens, George’s Road and the site of The Ship – all sites that had been listed previously.
  • Tandridge Council Strategic Housing Market Assessment 2015 – Consultation – discuss and respond

314/0415 The Parish Council has until 1st May 2015 to respond. It was resolved that Ian Mitchell and Nichola Stokoe should review the consultation and propose a discussion document to be reviewed at the Supplementary Meeting on 27th April on this matter.

 

It was noted that there was a review of the Green Belt included as part of this Assessment process and that this could pose a real threat for the Green Belt in Tatsfield.

  •  Inclusion of the former Redlands plant as one of the Tatsfield sites proposed for development: this is a new site that has been put forward as a possible site for development to Tandridge and is listed on their Strategic Housing Land Availability Assessment map. Ian Mitchell noted this is a large site.

6              FINANCE

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

315 /0415 It was resolved that the contents of Appendix B be approved and the cheques were duly signed.

 

(b)   Discuss and agree items requiring expenditure:

  • Shredder : Swordfish 800XXC 8 Sheet Micro Cut Paper/Document Shredder - £139.23

316/0415 It was resolved that this item be approved as listed.

 

  • Car park flower beds

The Clerk noted she had not yet received a quote for this item and that it should be deferred.

  • Aileen McHugo Building – replace hot water pump (£226)

317/0415 Following a short discussion it was resolved that the Parish Council did not feel this was necessary expenditure, and that if hot water was required then tenants should use the kitchen.

 

  • Quote for work to northern end Westmore Green / Hayes pasture

318/0415   The Clerk noted she was still awaiting a quote on this item – she suggested asking the contractor who had installed the benches and this was agreed. It was further resolved to save time and progress this item that the Parish Council approved a quote up to £750 to repair the barriers in Hayes Pasture and the northern end of Westmore Green.

(c)   Ratify and approve increase to Clerk’s salary to SCP 20 : increase to £9.90 per hour successful annual review backdated to 1 February 2015

319/0415 The Chair noted a successful annual review had taken place in February and it was resolved the Parish Council approve her recommendation to increase the Clerk’s salary to SCP 20 - £9.90 per hour and backdate this to 1 February 2015 as per the Clerk’s contract of employment.

 

8.51 – Parish Council meeting suspended for Public discussion

8.53 - Parish Council meeting reinstated.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways:

320/0415 The Parish Council discussed an email from Surrey County Council informing the Clerk the grit bin at the junction of Church Hill with Clarks Lane would not be replaced by Surrey Highways. It was resolved that the Parish Council accepted at this juncture that the grit bin would not be replaced and would revisit the situation should events and circumstances require it. The Clerk was asked to inform Surrey County Council of the Parish Council’s decision.

 

Doug Massey noted that traffic signs near Monks Cottage had been reported to Surrey Highways as vandalized and replacements had been made.

 

The Clerk noted a resident had complained to David Hodge regarding the upcoming resurfacing work at Approach Road and asked that Church Hill be considered instead. The Parish Council would await the response from David Hodge.

 

b)     Rights of Way:

  • Stile on footpath 21 – update ref petition – response from SCC

Ian Mitchell noted that a reply to the petition lodged with the Local Committee last month had been received from Surrey County Council. Initially the Countryside Group would be looking to attempt a resolution through local landowners. The Parish Council could consider offering to install a stile should it be provided by Surrey.

321/0415 It was resolved this item should be kept on the agenda for the next few months and reviewed for progress.

8              NOTIFIED ITEMS

(a)   Housing: update

No update

(b)   Facebook Management handover: agree handover of Tatsfield Village Facebook page to Sue White

Peter Kerry noted that Sue White from the Tatsfield Communications Advisory Committee had agreed to take over management of Twitter and Facebook pages and make them more user friendly and village centric.

Peter Kerry advised the Parish Council should consider reviewing current electronic and media infrastructures on an annual basis to ensure the best possible use was made of all advances. This would need to be considered by the new Parish Council.

 

322/0415 it was resolved that the Parish Council write to the TCAG and thank members for their work the past 4 years, as well as inviting them to submit reports or updates through the new Parish Council as an external organisation.

323/0415 It was further resolved that Sue White should arrange for a handover with Nichola Stokoe and the Clerk who currently managed Facebook and Twitter on behalf of the Village.

 

(c)   World War 1 100th Anniversary: update

Ian Mitchell noted that another anniversary of a Tatsfield resident’s death would take place in May and more in August.

324/0415 It was resolved that the display should continue to take place to mark these anniversaries on the windows of the Aileen McHugo Building as they appeared to be a good location and very visible to the community.

 

(d)   Youth Club proposal – update

No update.

 

(e)   Defibrillators – update

The Chair noted that 2 training sessions for defibrillator use had been organised in the Village Hall but that they needed to check the timings with Martin Bullock who would be doing the training on 19th and 23rd April 2015. Current times listed were 10.30-12.30 on 19th and 18.00 – 19.15 on 23rd but these would be confirmed by Susan Smale.

 

(f)    Parish Council position statements : update

325/0415 It was resolved that as the new Parish Council was not going to be composed entirely of new councillors as there were 3 current councillors standing, this item was no longer considered as necessary and therefore it should be removed from the agenda. All position statements made so far would still be passed on to the new Parish Council.

 

(g)   Annual Parish Meeting – update

326/0415 It was confirmed access would be available from 6.30pm to set up for the Annual Village Meeting. Refreshments to be purchased and arranged and upon request, David Hodge’s agenda item was moved to a later slot as he would not be attending until after 8.15pm.

 

(h)   New arrangements for use of volunteers : agree new proposals and implement

327/0415 Based on the new requirements from the Parish Council’s insurers regarding volunteers and their cover under the Parish Council insurance, the Clerk had put forward a number of steps needed to ensure that volunteers would continue to be granted cover (Appendix C). It was resolved to accept the steps detailed in Appendix C and the Clerk was instructed to proceed in implementing them to the best of her ability and to liaise with volunteer groups – namely Tatsfield in Bloom.

 

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

(a)   County Councillor

David Hodge provided an update on the following items:

 

1-     Mr Hodge noted the possible change of dates in the May Parish Council meeting.

2-     Mr Hodge detailed the resident complaint raised in Item 7a had been handed over to Highways officers.

3-     Mr Hodge informed the Parish Council that a Community Buildings Fund might be of interest to groups in the village once it is implemented in the near future.

(b)   District Councillor

Bob David reported on the following points:

1-     Tandridge District Council had no choice regarding the review of the Green Belt as part of their Housing Assessment. They were informed by the Government minister that their Local Plan would not be approved unless the process included a review of the Green Belt.

2-     The poll cards issued did not mention the possibility of a Parish Council election. Bob David has written to Louise Round (Chief Executive in Tandridge District Council) to request that new poll cards be issued with details of the Parish Council election for Tatsfield voters.

3-     A village Spring Clean is taking place on 18th April 2015.

4-     The hustings for election candidates for parliament has been arranged to take place in the WI Hall on 22nd April 2015.

(c)   Tatsfield Community Responders:

No update.

(d)   Village Hall Management Committee:

328/0415 It was resolved that the list of items provided would need to be examined by the new Parish Council and a maintenance plan for annual tasks should be determined, preferably by a parish councillor who could be responsible for buildings.

(e)   Tatsfield in Bloom: update

Bob David noted that planting had been completed with a focus on French colours and a French theme to celebrate the 40 years of twinning with Vern d ‘Anjou. Flower boxes and planters would be done in May / June.

 

9.47pm – Parish Council meeting suspended for Public discussion

9.50pm – meeting reinstated

(f)    Police: update

No update.

(g)   Biggin Hill Airport: update

Ian Mitchell reported Bromley Council had approved the Biggin Hill Airport’s application for extended hours and that the upcoming meeting would likely focus on a debrief of the process.

(h)   Speedwatch

Ian Mitchell noted the group was continuing its work.

(i)     Tatsfield Fairtrade Steering Group

Doug Massey reported the next meeting would take place on 20th April 2015.

 

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):

  • Maintenance plan for parish land – update

329/0415 Doug Massey noted this was still outstanding and would need to be addressed by the new Parish Council – this proposal was approved by members.

).

b)    Westmore Green :

  • Traffic island in Village Centre – update

330/0415 it was resolved that following the Chair’s report that she had not received any further proposals, progress on the changes to the traffic island and location of the new bench and paths would need to be passed to the new Parish Council.

 

  • Damage to Westmore Green near Whitewood Cottages / layby – update

This had been covered under Item 6b and the Clerk would progress.

 

  • Request to advertise on Westmore Green : South East Open Studios

331/0415 The request to advertise the South East Open Studios event on the island as part of Westmore Green opposite the Ship was approved subject to the standard advertising conditions and the Clerk instructed to inform the applicant .

c)     Maesmaur Corner: update

The Chair noted that a letter had been drafted and sent by the Clerk confirming what had been agreed at the meeting with residents in January 2015. This would need to be monitored to ensure the new boundary was implemented as agreed.

d)   Tatsfield Green:

  • Damage to verge outside Top o the Down – update

The Clerk noted she had not received further contact but the earth appeared to have been cleared although further work was expected before full reinstatement of the verge was going to take place.

  • Pippins wayleave : confirm agreement to complete the process

332/0415 The Clerk had received a request from Pippins solicitors for the Parish Council to proceed as per the initial letter sent in September 2014 with fees of £1400 to cover the wayleave and the drafting of the document. This was confirmed by members. The Clerk noted she had been in contact and a draft wayleave had been sent. She had received an undertaking from the solicitors (Charles Clarke & Co) that the wayleave would proceed even if the sale of the property was not completed and was awaiting their signed copy and the payment which was expected to take place by 27th April 2015.

 

(e)   Parish Council Car Park and retained facilities:

  • Peters Traditional Fish and Chips : update

Helena Garcia-Mcleod confirmed she had shown Alex Peters how to use the bollards and provided a bollards key. They had to delay their opening until the 9th April 2015 and had quickly

(f)    Tatsfield Community Games Area:

The Chair noted that Summer timings would be in effect as of 13th April 2015 and the Community Games area would be open between 5pm and 8am weekly and all weekend.

(g)   Aileen McHugo Building:

  • Discuss outstanding items on list for ongoing maintenance and improvement of AMB

The Clerk noted most outstanding items required a handyman and Helena Garcia-McLeod agreed to provide a couple of possible names.

 

(h)   Village Hall :

This item had been covered under item 9d.

 

(i)     Tatsfield Allotments and Community Gardens: update

Nichola Stokoe confirmed that the Clerk needed to receive a statement from Tatsfield Horticultural Society confirming they are in agreement for Tatsfield Allotments and Community Gardens to take over the management of the allotments in their place, together with the original signed copy of the agreement they hold before progress could be made. It was noted that concerns had been expressed at a recent meeting regarding the Composting Group and the storage containers.

333/0415 It was resolved that the Parish Council needs to receive a detailed list of the THS concerns regarding the change of management group listed in an email to the Clerk so that these can be addressed.

 

(j)    MEETINGS TO ATTEND / CORRESPONDENCE:

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

None

(b)   to discuss Correspondence received by the Clerk

  • All correspondence had been covered in the agenda.

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

The Chair thanked Ian Longley and Bob David for their consistent attendance and support of Parish Council meetings during this last 4 years. This was echoed by all members.

 

The   meeting concluded at 10.14pm

Matters raised under Public adjournment:

 

1-     There is a serious pothole on Rag Hill which has been reported to Surrey Highways and has a reference number.

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8g, 19

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

Chair

New Year

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

Item & page

(26 Jan 2015)

Action

Who

Date by

Result

225/0115

Arrange guidelines for policy on items to be presented for approval in February

Chair / all

9/2/15

COMPLETE

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

253/0415

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0415

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0415

Action the list of items for the AMB

Clerk

09/3/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

266/0215, 19

Inform Whelan of new management group

Clerk

TBC

 

268/0215., 19

Complete door installation

Clerk

11/3/2015

COMPLETE

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

285/0415, 22

Progress invitations for APM and complete advertising

Clerk / members

31/3/2015

COMPLETE

289/0415, 23

Arrange quote for work

Clerk

31/3/2015

In progress

Item & page

(23 Mar 2015)

Action

Who

Date by

Result

300/0315

Inform Scouts of approval and obtain documentation

Clerk

31/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

310-312 /0415, 31

Inform Tandridge Planning of Parish Council decisions

Clerk

18/4/2015

COMPLETE

314/0415

Review consultation and provide discussion document

Nichola Stokoe / Ian Mitchell

27/4/2015

COMPLETE

320/0415

Inform Surrey County Council of grit bin decision

Clerk

27/4/2015

COMPLETE

322/0415

Thank TCAG for their work and invite updates on progress / work as an external organization.

Clerk

07/5/2015

In progress

323/0415

Arrange handover to Sue White for Twitter and Facebook

Clerk / Nichola Stokoe

07/5/2015

COMPLETE

327/0415

Implement approved steps for volunteers and liaise with TIB / Jon Allbutt

Clerk

07/5/2015

In progress

331/0415

Inform SEOS of approval for advertising event

Clerk

30/4/2015

COMPLETE

           

 

Agenda for Annual Meeting of Tatsfield Parish Council to be held on 18th May 2015 at 8pm in the Parish Rooms.

MINUTES of a Meeting of Tatsfield Parish Council held on the 18th May 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mrs Susan Smale(in the chair until item 1)

Mr Ian Mitchell (in the chair from Item 2)

                                    Mrs Nichola Stokoe, Mr Niall Kells, Mrs Althea Davies, Mrs Helen Garcia-Macleod,

                                    Mrs Pat Coombe, Mr Mike Sarll 

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge DC Councillor)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 7 parishioners.

 

1             ELECTION OF CHAIRMAN.

343/0515   Susan Smale asked for nominations for Chairman from the members present. Mike Sarll proposed Ian Mitchell and this was seconded by Helena Garcia-Macleod. There were no other contenders and all were in agreement with the proposal. Susan Smale then handed over Chairmanship of the Parish Council and the meeting to Ian Mitchell and retired from the meeting.

 

2             DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN

            Ian Mitchell signed his declaration of acceptance of Office of Chairman witnessed by the Clerk.

 

3             ELECTION OF VICE CHAIRMAN

344/0515 Ian Mitchell asked for nominations for the office of Vice Chair from the members present. Ian Mitchell proposed Nichola Stokoe and this was seconded by Mike Sarll. There were no other contenders and all were in agreement with the proposal.

4             DECLARATION OF ACCEPTANCE OF OFFICE OF VICE CHAIRMAN

Nichola Stokoe signed her declaration of acceptance of Office of Vice Chairman witnessed by the Clerk.

 

5             APOLOGIES

None

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

None

 

7             Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 27th April 2015

345/0515 The minutes of the meeting held on the 27th April 2015 were approved and signed by the Chairman as a correct record.

 

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

346/0515 It was resolved that there should be 2 committees for the coming year:

  • Finance Committee – this committee would be comprised of Ian Mitchell, Nichola Stokoe, Pat Coombe, Niall Kells and Mike Sarll. The Chairman would be proposed at the first meeting of the committee.
  • Parish Land Committee – this would replace the previous Green Spaces and Rights of Way Advisory Committee and would be promoted to full committee status. Members would be Mike Sarll, Althea Davies and Niall Kells. The Chairman would be proposed at the first meeting of the committee.

 

9             Proposal for and agreement on Terms of reference for committees

347/0515 It was resolved that the Terms of Reference for the Finance and Parish Land committees would be agreed upon at the next Parish Council meeting in June.

 

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

348/0515 It was resolved that there would be no sub-committees or advisory groups for this coming year at this stage.

 

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

None

 

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

349/0515 The Chairman listed the Roles, Responsibilities and assignment to external groups as listed in Appendix C. These were approved by all members. All roles were filled apart from the Volunteers role and the Parish Council representative to SSALC. It was resolved that these should be deferred to a later meeting.

 

350/0515 The Chair noted that the role of planning member would have 2 permanent members assigned – Nichola Stokoe and Ian Mitchell and that each month 2 further members would be assigned to assist and consult with. This would ensure new members were given experience of the role. This was approved and meant that no recommendation to full council on planning applications would be possible without consultation between the 4 members assigned to planning for that month. This should reduce the likelihood of needing more than one Parish Council meeting per month.

 

13           Review of leases and property agreements

351/0515 It was resolved that these should be reviewed at the next Parish Council meeting in June 2015.

 

14           Review of Standing Orders and Financial Regulations

352/0515 It was resolved that this should be deferred to the next Parish Council meeting in June 2015.

 

15           Receive and accept the Finance Committee Minutes from 27th April 2015

353/0515 It was resolved that these were received and accepted.

 

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

The Clerk noted that most outstanding actions were covered by existing agenda items but that the Appraisal follow-up was still outstanding and that no action or date had been set.

354/0515 It was resolved that the Clerk should send around a list of all the outstanding Parish Council appraisal recommendations and that the Chairman should liaise with Susan Smale who offered to contact Roger Pearce to evaluate the current position on a follow up appraisal group.

 

17           PLANNING

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

  • TA/2015/788: Hillside, Ricketts Hill Road, Tatsfield TN16 2NB
    Erection of single storey extension to north east elevation and single storey extension to south east elevation. (Certificate of Lawfulness for a Proposed Use or Development)

355/0515 No comment

 

  • TA/2015/803: Sylvan Bank, Ship Hill, Tatsfield TN16 2JY

Erection of single storey extension to north east elevation and erection of porch to south west elevation. (Certificate of Lawfulness for a Proposed Use or Development)

356/0515 No Comment

 

  • TA/2015/857: 1 Rag Hill Close, Tatsfield TN16 2LR

Erection of single storey extensions to north, east and west elevations and two storey extension to west elevation. (Certificate of Lawfulness for a Proposed Use or Development)

                       

The Chairman noted this application had been withdrawn by the applicant and therefore no action was required by the Parish Council

 

Erection of single storey side extension, raised roof ridge height with gable end to south elevation, rear dormer and two dormer windows to front roof slope in association with conversion of loft space to habitable accommodation.

357/0515 No objection

 

358/0515 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

The Chairman noted that 2 further planning applications had been received but not in time to be addressed at this meeting: TA/2015/870 (Pipersdene) and TA/2015/902 (Red House). The new rules for planning would be applied in these 2 cases and recommendations made to full council on 8th June 2015.

(b)   Planning team for May:

359/0515 It was resolved that Pat Coombe and Mike Sarll would assist in planning for May.

18           FINANCE

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

360/0515 It was resolved that the contents of Appendix B be approved and the cheques were duly signed.

 

(b)   Discuss and agree items requiring expenditure:

  • Request for Grant from Oxted CAB

361/0515 It was resolved that a grant amount of £200 be awarded to the Oxted Citizens Advice Bureau for the 2015-16 financial year. The Clerk to proceed.

(c)   Update on Annual Accounts progress

The Clerk noted the internal audit was booked for 2nd June 2015 and the Finance Committee had approved the draft accounts to be recommended to full council for approval, subject to no changes required following the internal audit. Copies of the draft accounts were available for all members on Dropbox or direct from the Clerk.

362/0515 It was resolved that there was no need for an additional Finance Committee meeting before the main meeting on 8th June 2015.

 

19           HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update

The Chair noted notification of road works forthcoming for Approach Road (in June) and for White lane in September. These would be notified through Facebook, the Parish Magazine and website as appropriate.

(b)   Rights of Way:

The Chairman noted that he and Susan Smale had approached Millwood Designer Homes and Parkwood Golf Club regarding the possibility of a new footpath in Church Lane and that this would be addressed further in due course by the new Parish Council.

 

8.57pm – Parish Council meeting suspended for Public discussion.

9.10pm – Parish Council meeting reinstated.

 

20           NOTIFIED ITEMS

(a)   Housing

No update.

(b)   World War 1 100th Anniversary: update

The Chairman noted individual casualties would continue to be displayed on the Aileen McHugo building as agreed.

363/0515 it was resolved details of each casualty should be sent to Sue White as the anniversaries came up so that they could be displayed on Facebook as well

(c)   Youth Club proposal – update

364/0515 As the Clerk had not received any further updates on this matter it was resolved she should try one last time to obtain progress report by emailing the young people concerned.

(d)   Defibrillators – update

The Clerk noted Phil Clark from the Tatsfield Community Responders had offered to take over the outstanding training session should Mr Bullock from London Ambulance service not be able to do it.

365/0515 It was resolved the Clerk should ask for a possible date from Mr Bullock and then follow up with Phil Clark should he not be able to deliver the training.

(e)   Community Buildings Survey

366/0515 It was resolved the Clerk should attempt to find out a little more about the reasons behind the need for filling this survey in as it was going to be quite a lot of work. The Clerk should also resend the survey email to all members.

Niall, Helena and the Clerk were the likely candidates to be filling the survey in for starters but all members could be needed to assist.

 

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

a)     County Councillor

David Hodge updated the meeting with the following points:

1-     There is a Surrey County Council Annual meeting this week and he suggests the Parish Council takes stock of the roads in Tatsfield and submits proposals to him about those needing repair.

b)    District Councillor

Martin Allen, the new District Councillor, informed members he had his induction at Tandridge on 19th May 2015 and would report back at the following main meeting.

c)     Tatsfield Community Responders:

Covered under item 20d.

d)    Village Hall Management Committee:

  • Bees in side wall: Helena Garcia-MacLeod noted the bees had been checked out but she had received no further complaints. She offered to follow up for further possible steps.
  • Maintenance plan: Helena and Niall Kells would be addressing the creation and ongoing update of a regular maintenance plan for the Village Hall in the coming weeks.

e)     Tatsfield in Bloom: update

Bob David informed the meeting a planting session for baskets and mangers had taken place and a further session for containers and beds would take place on 6tth June 2015. Judging for South East in Bloom would be on 9th July 2015.

f)      Police: update

The Chairman noted that the complaints regarding people camping near Footpath 17 had been resolved – they were known to the householder.

g)    Biggin Hill Airport: update

The Chairman noted a new consultation on changing approach paths would be taking place on 29th May 2015.

h)    Speedwatch

The Chairman informed members several sessions had taken place. The most successful - with no one caught speeding – and demonstrated the deterrent effect of Speedwatch.

i)      Tatsfield Fairtrade Steering Group

Jennie South noted that the review of Tatsfield’s Fairtrade status would take place this year. They had held a successful tea tent on Westmore Green recently and Doug Massey was investigating a new gazebo. The Clerk reminded her that any order would need to be placed by her as the item would belong to the Parish Council.

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

It was noted this item should be changed to the new Parish Land Committee who would be addressing the relevant items and arranging a meeting in the coming month.

b)    Westmore Green:

  • Traffic island in Village Centre – update

The Chairman noted this item would need to be addressed by the new Parish Council – most specifically the location of paths, possible new Christmas tree and the new bench.

  • Damage to Westmore Green near Whitewood Cottages / lay-by – update

367/0515 It was resolved that the 2 quotes received were not comparable and the Clerk was instructed to request an update from one of the contractors, as well as asking both contractors for their availability to start the replacement of barrier. This would be required for a decision in June 2015.

c)     Maesmaur Corner: update

The Chairman noted that a response was awaited from the residents at Vale House on this boundary matter.

d)    Tatsfield Green:

  • Damage to verge outside Top o the Down – update

Mike Sarll noted it appeared the residents had cut some trees possibly on Parish Council land on the verge. The Chairman said he would check this.

  • Pippins wayleave : update

The Clerk noted payment for the wayleave had been received but no signed document and therefore the Deed was still not in place. Nichola Stokoe suggested looking up the contact details for the buyer’s solicitor.

10.10pm Parish Council meeting suspended for Public discussion

10.16pm Parish Council meeting reinstated.

 

e)     Parish Council Car Park and retained facilities

  • Pitch update – Fish and Chips Van

368/0515 It was resolved to instruct the Clerk to contact the new owners of the Fish and Chips business and request the paperwork and keys before a meeting could take place.

f)      Tatsfield Community Games Area

  • Mike Lambert notice given – discuss and agree new maintenance person.

369/0515 It was resolved that the Clerk should write a letter thanking Mike Lambert for all of his hard work and commitment these past years. The Clerk was further instructed to contact the caretaker at Tatsfield Primary school to see if he would be interested in the work.

g)    Aileen McHugo Building

No update.

h)    Village Hall

The Chairman noted he had been approached by the Chair of Little Acorns Pre School with a proposal for a new side door leading to the outside of the village Hall. This had been discussed a few times during the previous Parish Council. Tandridge Planning had stated no planning permission would be required.

370/0515 It was resolved a number of items needed addressing such as Building Regulation requirements, at least one further quote and more detailed plans. Helena Garcia-MacLeod and Niall Kells to liaise with the Clerk and Little Acorns.

i)      Tatsfield Allotments and Community Gardens

Mike Sarll noted that the proposed new management agreement was under control and being addressed.

 

23           MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Chelsham and Farleigh Village Meeting : 26th May 2015 at 8pm – Farleigh Hall – no-one available
  • Oxted and Limpsfield Residents Group meeting 4/6/15 at 7pm - South Godstone Community Centre. : Althea Davies, Mike Sarll, Ian Mitchell and Helena Garcia-MacLeod to attend

(b)   to discuss Correspondence received by the Clerk

All correspondence was covered under previous headings.

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

25           MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Settlement Plan consultation from Tandridge District Council – as a Defined village in the Green Belt Tatsfield would need to address this survey and produce a response by the next Parish Council meeting as it was due by 26th June 2015.
  • Commercial vehicles parking in the Approach Road lay-by next to the White House.
  • Banners and advertising in Tatsfield generally – is the Parish Council concerned enough about all these to place them on the agenda next month?

 

The Meeting closed at 10.30 p.m.

 

 

Subjects raised in Public Adjournments

1-Susan Smale offered to assist with the follow up to the Appraisal.

2-Can the Parish Council do anything about the vans parking almost permanently in the lay-by opposite the Tatol bed on the Approach Road.

3-Is the Parish Council going to discuss the planning application on 35 Paynesfield Road with neighbours?

4- The Parish Council should keep an eye on the forthcoming London Borough of Bromley’s plan to review the Green Belt designation near Biggin Hill airport. It is most likely to be out towards Downe but it could affect Tatsfield.

5- Why are there some village groups and organisations on the agenda and some are not?

6- Traffic island in Village Centre: are there not too many paths producing possible exits and therefore making the island dangerous?

 

 

     

 

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8g, 19

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

Clerk / Chair

July 2015

See 354/0515

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

253/0415

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0415

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0415

Action the list of items for the AMB

Clerk

09/3/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

266/0215, 19

Inform Whelan of new management group

Clerk

TBC

 

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

322/0415

Thank TCAG for their work and invite updates on progress / work as an external organization.

Clerk

07/5/2015

In progress

327/0415

Implement approved steps for volunteers and liaise with TIB / Jon Allbutt

Clerk

07/5/2015

In progress

Item & page

(27 Apr 2015)

Action

Who

Date by

Result

338/0415 40

Inform Scouts of decision and pass details to new Parish Council

Clerk

18/5/2015

In progress

Item & page

(18 May 2015)

Action

Who

Date by

Result

354/0515, 42

Contact Roger Pearce ref review of Appraisal.

Circulate list of outstanding Parish Council appraisal items

Clerk / Chair

July 2015

 

358/0515, 43

Inform Tandridge District Council of resolutions on planning

Clerk

21/5/2015

COMPLETE

361/0515

Inform Oxted CAB of grant award

Clerk

31/5/2015

 COMPLETE

363/0515

Inform Sue White of WW1 anniversary details

Chair

20/5/2015

COMPLETE

364/0515

Request update from Youth Club parties

Clerk

31/5/2015

COMPLETE

365/0515

Request information from M Bullock ref training for defibrillator

Clerk

31/5/2015

COMPLETE

366/0515

Resend email with Survey and find out more about reasons behind needing to fill it in.

Clerk

31/5/2015

COMPLETE

367/0515

Obtain further quote from re comparable work and request availability from both contractors.

Clerk

31/5/2015

In progress

369/0515

Request keys and paperwork from Fish and chips owner

Clerk

31/5/2015

Complete

369/0515

Write letter to Mike Lambert and contact school caretaker.

Clerk

08/6/2015

 

370/0515

Further details for proposed door in side of Village Hall from Little Acorns

H Garcia-Macleod, N Kells, Clerk

08/06/2015

In progress

 

Agenda for Main Meeting of Tatsfield Parish Council on 8th June 2015 at 8.00pm in the Parish Rooms - Aileen McHugo Building

DRAFT MINUTES of a Meeting of Tatsfield Parish Council held on the 8th June 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Ian Mitchell (in the chair)

                                    Mr Niall Kells, Mrs Althea Davies, Mrs Helena Garcia-Macleod, Mrs Pat Coombe, Mr Mike Sarll    

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

And 6 parishioners.

 

1             APOLOGIES

371/0615 Mrs Nichola Stokoe’s apologies were received and accepted by members. Apologies were also received from Mr David Hodge (County Councillor and Mr Martin Allen (Tandridge DC Councillor).

 

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

None

 

3             Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 18th May 2015

372/0615 The minutes of the meeting held on the 18th May 2015 were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

4             Proposal for and agreement on Terms of reference for Finance and Parish Land Committees

373/0615 It was resolved to accept the existing Terms of Reference for the Finance Committee. It was resolved that the decision on the proposed Terms of Reference for the Parish Land Committee would be deferred to the next meeting as not all members had managed to examine the document.

 

5             Review of leases and property agreements

374/0615 The Clerk noted that there had been no change in the leases and property agreements in the past year.

The following leases and property agreements are currently in place :

There has been no change in the following currently active leases / property agreements:

  • 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 1 year 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 Tatsfield 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).

The Parish Council noted their existence. The review of tenancies for the Aileen McHugo building would take place annually as usual in March. It was further noted that the tenancy agreement for the first floor would be up for renewal in 2016 and this would need reviewing in early March.

6             Review of Standing Orders and Financial Regulations

375/0615 It was resolved that the current Standing Orders (2014) would be accepted and only reviewed on the recommendation of the Clerk in the current year. The Financial Regulations (2012) would be reviewed this year by the Clerk.

 

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

The Clerk noted that most outstanding actions were covered by existing agenda items.

 

8             PLANNING

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

376/0615 No comment

377/0615 No Comment

378/0615 It was noted that Tandridge District Council has a policy (DP3) to resist the loss of shops and that they may ask for a retail marketing exercise. It was resolved not to object to this application – the business has not operated for about 10 years.

  • TA/2015/1003: 5 The Square, Tatsfield TN16 2AS

Conservatory - (Notification of a Proposed Larger Home Extension)

FOR INFORMATION ONLY.

 

379/0615 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

 

The Chairman noted that an additional and retrospective planning application TA/2015/996 would be addressed at the next meeting.

 

(b)   Planning team for June

380/0615 It was resolved that Pat Coombe and Mike Sarll would continue to assist in planning for June.

 

(c)   Tandridge Settlement Survey – deadline 26/615 – agree response

381/0615 It was resolved to accept the draft circulated for submission as the Parish Council’s response to the Tandridge Settlement Survey, with the following alterations:

  • Add Charles Darwin to school facilities used
  • Remove Oxted from facilities used outside of the District and add in Biggin Hill (sports facilities, swimming pool, library)
  • Add a Cash machine to facilities that would be useful to the village in Any Other Comments.

 

The Chairman reported on his attendance at the Green Belt Assessment Methodology Workshop he attended on 8/6/15 – this covered methodology to be used in preparing the next Local Plan which would include an examination of the state of the Green Belt. He noted there were concerns from several local groups and Parish Councils that this could then lead to a review of the Green Belt boundaries.

 

Mike Sarll noted attendance at the CPRE meeting the previous week, which made new members aware of the campaigning body. It appeared well funded and with good staff and was looking to set up a local branch in Tandridge.

 

9             FINANCE

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

382/0615 It was resolved to accept the payments presented on Appendix B – cheques would be signed outside of the meeting as the other active signatory – Nichola Stokoe – was unwell and this meant the cheques would need to be brought to her to be signed.

 

The Clerk noted the new bank mandate had now been almost completed and members now needed to present the completed mandate and their identity for verification at HSBC. As soon as this was completed new signatories could be added. It was expected this could take up to 10 days following completion of all verification.

 

(b)   Discuss and agree items requiring expenditure:

  • Grant request from Victim Support 2015-16

383/0615 It was resolved that this should be delegated to the Finance Committee for a final decision.

 

  • Approve Training for Councillors - £50+VAT (training budget)

384/0615 It was resolved that training provision for all councillors at £50 + VAT per councillor be approved and the Clerk should investigate the possibility of obtaining training at Tatsfield.

 

(c)   Annual Accounts : presentation of annual accounts 2014/15 for approval by full council

385/0615 Following a brief explanation by the Clerk, the Parish Council members resolved to accept the accounting statements as presented in the Section 1 of the Annual Return 2014/15 and the Annual Governance statement as detailed in Section 2 of the Annual Return 2014/15. These were duly signed and dated by the Chairman and the Clerk. It was further resolved that the Balance sheet and annual notes to the accounts be accepted as presented and these were also signed and dated by the Chairman and the Clerk.

 

9.00pm – Meeting adjourned for public participation

9.09pm – meeting reinstated.

 

10           HIGHWAYS & RIGHTS OF WAY

(a)   Highways:

  • List of roads to submit to David Hodge requiring repairs. ACTION

386/0615 It was resolved to inform David Hodge the following roads in Tatsfield required attention as he requested at the meeting on 18th May 2015:

  • Church Lane / Church Hill – most urgent
  • Bottom of Rag Hill Road
  • Lusted Hall Lane (near The Copse)
  • Junction of Lusted Hall Lane and Approach Road

The Parish Council would continue to monitor and examine the state of highways in the parish and inform David should further roads were brought to its attention.

The Clerk to inform Mr Hodge.

(b)  Rights of Way:

  • FP21 kissing gate to replace style – update

The Clerk noted she had received an email from Surrey County Council notifying of Sarah Jenner’s retirement and the new officer starting only at the end of July. This indicated no action would be taken until the new officer was up and running. The Chairman requested that he and Althea Davies be sent a copy of the email.

  • Parish Council Footpaths inspection

The Chairman noted the footpaths inspection had been started and would proceed over the summer.

  • Church Lane footpath – update

The Chairman noted he was not optimistic of a speedy solution to this matter. Members suggested the possibility of assistance from Surrey County Council and the landowner on the other side of the road.

 

11           NOTIFIED ITEMS

(a)   Housing

No update.

(b)   World War 1 100th Anniversary: Bench siting

387/0615 It was resolved that the bench with the memorial plaque would be sited at square on Paynesfield Road. Niall Kells had contacted Steve Hyder to understand whether permission would be required to site a new bench at this location.

(c)   Defibrillators – update

388/0615 It was resolved the Clerk should call Mr Bullock and request an update on this matter before passing it to the Responders – the Parish Council appreciated all his hard work during the defibrillator installation and the training he gave before coming unwell.

 

(d)   Community Buildings Survey

Helena Garcia-McLeod noted Carol Jordan had assisted in completing the Village Hall survey and this would be finished by the end of June. Niall Kells and the Clerk were completing the Aileen McHugo Building survey.

 

(e)   Volunteers: assign responsible member and update on progress

389/0615 It was resolved that Pat Coombe would be assigned the responsibility for Volunteers and become the Parish Council representative in liaising with volunteer groups. The Roles and Responsibilities list to be updated by the Clerk to reflect this appointment.

Volunteer groups needed to be identified and asked whether they wished to be included in the Parish Council insurance by complying with the list of items approved by the Parish Council in April 2015.

Details of compliance to be agreed outside of the main meeting.

390/0615 It was resolved that once the items in the list approved by the Parish Council in April 2015 had been fulfilled, then the Clerk would notify the insurance company and request confirmation of the volunteers being covered under the terms of Parish Council insurance. It was noted that this was not a requirement for all volunteer groups, but if they wished to be covered then each group would need to fulfil the set of measures.

 

(f)    Lay-by parking

391/0615 It was resolved this should be deferred until the next meeting.

 

(g)               Tatsfield Parish Council presence at Scout Fete – 21/6/2015

392/0615 It was resolved to agree in principle to a Parish Council presence at the fete and to accept the kind offer of a place in the Tatsfield Horticultural Society’s gazebo. The Clerk to proceed.

 

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

a)     County Councillor

Mr David Hodge had sent his apologies and an update regarding the surface repairs for Approach Road which were scheduled to start in autumn 2015. Surrey Highways will be resurfacing from Ship Hill to south of Waylands, a length of approximately 800 meters. The section from South of Waylands to Clarks Lane (Approximately 450m) does not require the same construction and will be highlighted for future surface treatment works to protect the road.

b)    District Councillor

The Chairman noted Mr Martin Allen had sent his apologies to the Clerk along with the following update:

1-     He has been assigned to Housing Committee and as No.2 for the Biggin Hill Airport Consultative Committee.

2-     Had Planning Training and sat in on his first formal committee on 4th June 2015.

3-     First attendance on the Housing Committee will be on the 18th but he will be having some training with an appropriate officer on the 15th.

4-     An event will be held on the outdoor Gym on Westmore Green at 1.45pm on 10th 17th 24th and 1st and 8th July hosted by Ben Stubbs an instructor from the Tandridge Trust. Martin has asked for a " flyer" so that it can be included in the Parish Magazine for July

c)     Village Hall Management Committee:

  • Maintenance plan – update

Helena Garcia-McLeod noted new internal doors were ordered for the Village Hall and that the contractor asked to provide a quote for the list of items confirmed by Niall Kells stated he was not a painter and the Parish Council would need a painting contractor for the external work on the list.

 

10.02 pm – meeting adjourned for public participation

10/06 pm – meeting reinstated

 

d)    Tatsfield in Bloom: update

Jon Allbutt noted the judging date for South East in Bloom was in July and that the TIB volunteers were going to assist the school as their judging date was 17th June 2015. All work was on schedule.

 

e)     Biggin Hill Airport: update

The Chairman updated members on a new noise tracking and monitoring system to be implemented should Bromley Council agree and an imminent consultation on a new route for incoming aircraft, which in his opinion should not impact Tatsfield.

 

f)      Speedwatch

The Chairman noted the recent session had been successful but that sessions outside the school still showed parents especially both breaking the 20mph limit and using mobile phones whilst approaching Tatsfield Primary School.

 

g)    Tatsfield Fairtrade Steering Group: update

No update.

 

h)    Tatsfield Vern d’Anjou Association

No update.

 

i)      Oxted Citizens Advice Bureau

No update.

 

j)      Tatsfield Horticultural Society

The Chairman noted the following items from Martin Allen:

  • The Plant Sale held in May was very well supported - a small balance of items will be replanted out in to larger pots and available for sale at some point in June.
  • THS at the Tatsfield School Fair on the 6th June, where they will be trying to encourage young green fingers to " pot out some french beans " and take them home and look after them.
  • Sunday 14th June will see the 15th Tatsfield Garden Tour, between 1 and 5pm to visit 6 separate sites.

Proceeds will go to a good cause.

  • THS will also be at the Scout fete on the 21st June and looking further ahead they are arranging an evening garden visit on the 15th July.
  • The treasurer has confirmed receipt of the £ 500 grant towards the annual costs of maintaining the compost site and equipment and thanks the Parish Council for their continued support.

13           PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

Mike Sarll noted the group had met informally – a formal meeting is yet to be agreed. Items discussed included :

  • Traffic island : agreed paths were rough and a trip hazard – resurface in stone
  • Researched possibility of electricity to the traffic island to power Christmas Tree lights – need to obtain a quote for a pillar and connection to low voltage electricity
  • Briefly discussed a war memorial should the village start up a group.
  • Traffic island in Village Centre – update

b)    Westmore Green:

Discussed in item 13a.

  • Barrier and path repairs – update

393/0615 It was resolved that Kevin Agate be appointed to replace the barriers in Westmore Green as per his quote of £186 +VAT and that the Clerk should request an update of his quote for work in Hayes Pasture to include further barriers from marker stone to marker stone. As long as the new quote fell within the £750 approved for the clerk to action this item back in April 2015 (318/0415) then he should be appointed as the contractor for this work as well.

 

c)     Maesmaur Corner: update

394/0615 It was resolved that this be deferred to the next meeting as Nichola Stokoe’s expertise was necessary.

d)    Tatsfield Green:

  • Pippins wayleave : update

The Clerk noted she had received the signed wayleave from Pippins solicitors and had returned the Parish Council’s copy signed and dated.

395/0615 it was resolved this item could be removed from the agenda.

  • Old Lane ditch

Althea Davies noted this was an ongoing matter and should be dealt with under the Parish Land heading.

e)     Parish Council Car Park and retained facilities

  • Update on bollard keys

The Clerk confirmed this related to the keys passed to the new business owner of the Fish and Chips van.

396/0615 it was resolved the Clerk should contact the current owner stating the keys should be returned and that the Parish Council was going to consult legal advisers, as well as offer postage for the keys.

f)      Tatsfield Community Games Area

No update.

g)    Aileen McHugo Building

  • Renewal

The Clerk noted Room 1 had renewed and Room 3 was up for tenancy renewal shortly.

The recent vandalism to the building was discussed (notice board damaged and water butt) – the Clerk noted that it would not be worth claiming on the Parish Council’s insurance as the policy excess was £250 and the notice board was likely to be repairable.

397/0615 it was resolved the Clerk should investigate the costs of repairing the water butt and notice board.

h)    Village Hall

  • Discuss feasibility of side extension to Village Hall and possible soft play area.

398/0615 It was resolved this matter should be deferred to the next meeting as it was extremely late.

i)      Tatsfield Allotments and Community Gardens

  • Management agreement : update

399/0615 It was resolved this matter required Nichola Stokoe’s presence for a full discussion and should be deferred to the next meeting.

j)      Hayes Pasture : barrier repairs

This item was discussed under item 13b.

14           MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Citizens Advice Bureau Oxted Annual General Meeting 20/6/2015 – Althea Davies to attend.

(b)   to discuss Correspondence received by the Clerk

  • Thank you from St Catherine’s Hospice for the Grant
  • Thank you from Councillor Elizabeth Parker for the Annual Village Meeting

400/0615 The Parish Council noted both items of correspondence.

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

None.

16           MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Parish Council should consider purchasing a dozen 50 litre bags and filling them with the salt that is currently causing a blockage at the TCGA side of the Aileen McHugo Building.

 

The Meeting closed at 10.50 p.m.

 

Subjects raised in Public Adjournments

1-     Verges and Westmore Green cut incorrectly again this year – needs to be revisited with Steve Hyder

2-     What is happening about the village centre paths ?

3-     If things get too complicated with the volunteer tracking then Tatsfield will lose volunteers.

 

 

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8g, 19

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

Clerk / Chair

July 2015

See 354/0515

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

253/0415

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0415

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0415

Action the list of items for the AMB

Clerk

09/3/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

322/0415

Thank TCAG for their work and invite updates on progress / work as an external organization.

Clerk

07/5/2015

In progress

327/0415

Implement approved steps for volunteers and liaise with TIB / Jon Allbutt

Clerk

07/5/2015

In progress

Item & page

(27 Apr 2015)

Action

Who

Date by

Result

338/0415 40

Inform Scouts of decision and pass details to new Parish Council

Clerk

18/5/2015

COMPLETE

Item & page

(18 May 2015)

Action

Who

Date by

Result

354/0515, 42

Contact Roger Pearce ref review of Appraisal.

Circulate list of outstanding Parish Council appraisal items

Clerk / Chair

July 2015

 

367/0515

Obtain further quote from re comparable work and request availability from both contractors.

Clerk

31/5/2015

In progress

369/0515

Write letter to Mike Lambert and contact school caretaker.

Clerk

08/6/2015

In progress

370/0515

Further details for proposed door in side of Village Hall from Little Acorns

H Garcia-Macleod, N Kells, Clerk

08/06/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

376-379/0615, 52

Inform Tandridge Planning of Parish Council decisions

Clerk

11/6/2015

COMPLETE

384/0615

Investigate cost of a training course in Tatsfield

Clerk

30/6/2015

COMPLETE

386/0615

Inform David Hodge of roads identified

Clerk

15/6/2015

COMPLETE

388/0615

Contact Martin Bullock

Clerk

30/6/2015

 

389/0615

Update Roles and Responsibilities document

Clerk

15/6/2015

COMPLETE

390/0615

Inform insurance company of fulfillment of Volunteer list

Clerk

13/7/2015

 in progress

392/0615

Thanks THS for their offer of gazebo space at the Scout Fete

Clerk

15/6/2015

COMPLETE

393/0615

Obtain updated quote for Hayes pasture

Clerk

15/6/2015

In progress

396/0615

Contact new Fish and Chips van owner for keys again

Clerk

29/6/2015

Complete

397/0615

Investigate the costs of repairing the water butt and notice board.

 

Clerk

29/6/2015

In progress