Agenda for MAIN meeting of Tatsfield Parish Council held on 11th April 2016 at 8pm in the Parish Rooms

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th April 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mrs Nichola Stokoe – Vice Chair(in the Chair)

                                    Mr Niall Kells, Mrs Helena Garcia-MacLeod

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                    Mr David Hodge (Surrey County Councillor)

 

And 3 parishioners.

 

1.      APOLOGIES

704/0416 Mr Ian Mitchell, Mrs Althea Davies and Mr Mike Sarll had sent their apologies for this meeting, these were noted and accepted by members.

The Chair informed members that the Clerk had received notification from Pat Coombe of her intention to resign effective immediately as at the date of the email (31/3/2016). Ian Mitchell had responded to Mrs Coombe thanking her for her contribution as did the Clerk and this meeting also thanked her for her assistance and work on Parish Council matters since May 2015. The Clerk had notified Tandridge District Council and was awaiting further instructions on proceeding with the vacancy.

 

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

None

3.      Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 29th March 2016

705/0416 It was resolved the minutes for this meetings represented a true and accurate record and were duly signed by the Chair.

 

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

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

 

5.      PLANNING         

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

  • TA/2016/410: Cedarwood, Lusted Hall Lane, Tatsfield TN16 2NL
    Erection of single storey rear extension, conversion of garage to habitable accommodation and raising roof of property.

706/0416 No objection.

 

707/0416 The Clerk was instructed to inform Tandridge planning of Parish Council resolutions.

(b)   Planning team for April: Niall Kells and Nichola Stokoe

708/0416 It was resolved that Niall Kells and Nichola Stokoe would undertake planning duties until the May main meeting.

(c)   Neighbourhood Planning questionnaire: discuss / approve draft response

Mike Sarll had provided an update noting that most of the questionnaire did not apply to Tatsfield as the parish was not currently preparing a neighbourhood plan. He advised all members to inform themselves on the processes and requirements of undertaking a neighbourhood plan and that the Parish Council could then reconsider whether they should start the process at a future meeting.

The Clerk noted she had been contacted by the lady in Tandridge who had originally sent the questionnaire and that she had updated her on Tatsfield’s situation.

 

6.      FINANCE

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

709/0416 It was resolved that the payments presented in Appendix B be authorised and the cheques were duly signed. The Clerk noted the large number of payments this month which included 2016/7 grant payments and subscription renewals, as well as 2015-16 payments which had arrived towards the end of March.

 

(b)   Discuss and agree items requiring expenditure:

  • Ratification of emergency tree work on Ashen Shaw - £750 + VAT
  • Ratification of emergency work on central heating AMB (1st Floor) - £60

710/0416 It was resolved to ratify the items listed above relating to the emergency tree work and central heating as detailed.

 

(c)   Request for Grant 2016-17 : St Catherine's Hospice

The Clerk informed members a grant of £250 had been given for 2015-16.

711/0416 It was resolved to approve a grant amount of £300 for the financial year 2016-17. The Clerk to inform St Catherine’s Hospice.

 

(d)   Appointment of new internal auditor: agree appointment from list of options provided

712/0416 Following a short discussion surrounding the list of options provided by the Clerk it was resolved that Mr Paul Hartley be selected as the first choice with Mr Keith Robertson as reserve in the event Mr Hartley could not take on additional clients at this stage. It was also agreed that 2 visits would be preferable and that this should be agreed by the Clerk.

(e)   Aileen McHugo Building: discuss rent review percentage increase for 2016-17

The Parish Council needed to review and discuss the rent increase to apply for 2016-17 for tenants in the Aileen McHugo Building as the first floor lease was up for renewal from 1 May 2016 and the increase for this financial year was not covered by the existing lease.

The Clerk noted that utilities costs had not increased this financial year.

713/0416 It was confirmed that a new five year lease should be offered to IQ Financial and the Clerk should proceed with this as soon as possible.

714/0416 Following a short discussion it was resolved that rent amount be increased by 5% this financial year – once this amount had been agreed with tenants it would be reported at the next finance committee meeting on 26 April 2016. It was further agreed that the service charge should not increase and would remain at the 2015-16 figures.

 

7.      HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update

Niall Kells reported a complaint/ query about reported plans to make up Johns Road (a bridleway). This would be referred to the Surrey Rights of Way officer.

Two further items needed referring to Surrey Highways:

  • Manhole opposite Libra in Ricketts Hill Road had sunk down and was dangerous
  • Village centre T-junction road was damaged and needed repairs.
  • FP21 kissing gate to replace style – update

(b)   Rights of Way:

The Clerk noted all 3 gates had been installed and the landowner was extremely pleased with the Parish Council’s contractor. However she was concerned that the gates had not been cemented in the ground given her livestock and the damage it could cause to the new gates. Her concerns had bene relayed to Surrey Rights of Way and the contractor. Mary Ann Edwards from Surrey had confirmed she had provided the contractor with specific instructions on installing the gates that should safeguard them from damage by livestock.

 

8.      NOTIFIED ITEMS

(a)   Housing: Housing needs survey update

The Chair noted the housing needs survey had been distributed in the Parish Magazine and responses were due by 15th April 2016.

(b)   Defibrillators –

Niall Kells noted the new defibrillator had been delivered and would hopefully be installed at Crossways Court as agreed with Tandridge by the end of the week. The Chair thanked him for his endeavours.

The Clerk noted that training should be agreed with the responders for use of the defibrillators.

(c)   Volunteers: update

The Parish Land committee was in discussion with the volunteer groups.

(d)   Hail and Ride: 464 update

Addressed by David Hodge under item 9a.

(e)   Pathway on verge to Scouts hut / games pitches – update

David Hodge confirmed this would be done during the 2016-17 financial year but no confirmed date yet.

(f)    Furze Corner: update

Niall Kells informed members the Parish Land Committee had met informally with the chairman of the Playing Fields Association (PFA) and that he was planning to sign the new lease but only for a year and to apply for the full grant subsidy. He would then be pursuing options to ensure a grant would be available for the rest of the term and would keep the committee informed.

(g)   Annual Parish Meeting - final update

The Chair noted that matters appeared to be under control, dignitaries would be assigned individual meet and greet councillors, refreshments were in hand and she thanked Louis and Sandy Philibert for having donated 2 A1 posters to the Parish Council for A board publicity for the meeting.

Posters and agendas were up or would be up shortly.

 

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

(a)   County Councillor

David Hodge reported on the following matters:

1-     He was meeting with officers to discuss the proposals for the new bus stops from Transport for London.

2-     Mr Hodge requested feedback from the Parish Council regarding any pavements requiring repairs in Tatsfield by the next meeting.

3-     Mr Hodge noted that the Government planned for all schools to become academies by 2020. This would mean that Surrey County Council would no longer manage Tatsfield Primary school. He expressed concerns over 3 main areas:

  • Catchment policy
  • Transport
  • Finances
  • The fact that the county council still had to ensure there were enough school places for children even if they had no control over the way the school intake was managed. This could lead to enormous issues.

4-     Mr Hodge noted he was speaking to the estates team to find out the possibility of using the land behind Tatsfield Primary School for housing, including Affordable housing for Tatsfield

(b)   District Councillor

Martin Allen reported on the following matters:

1-     Pot holes reported to Surrey Highways in Church Hill had been filled in and the side of the road there had also been repaired.

2-     Local plan training and follow-ups

3-     Reports of an adult having been unable to get out of the ditch by the pedestrian entrance to the allotments. The ambulance service had apparently been called to her assistance by 2 drivers who heard her call for help .. there were no direct witnesses from the village but further investigation should be made in case the ditch needed to be safeguarded. Mr Allen would check with PCSO Kelley.

 

(c)   Village Hall Management Committee:

  • Windows project : update

Helena Garcia-Macleod informed members the Biffa Grant application had been successful and the Village Hall was now seeking the 3% contribution agreed by the Parish Council and was hoping the windows could be installed in the May half term holiday. The Clerk also noted the grant application to Action Surrey had passed the first hurdle and an energy audit had bene awarded, but that following a conversation with Action Surrey to explain the position re the Biffa Grant it was decided to withdraw from this application and await possible future opportunities.

(d)   Tatsfield in Bloom: update

It was noted that following Pat Coombe’s resignation, Althea Davies would be taking up responsibilities for Tatsfield in Bloom.

 

(e)   Tatsfield Horticultural Society

Martin Allen reported the Spring Show had a lower amount of entries than previous shows but attendance had increased given the rise in raffle and refreshment sales. The special guest was the Chari of Tandridge District Council and David Hodge would be the special guest for the Autumn show.

The composting team was doing well and had 4 Duke of Edinburgh volunteers.

THS would be attending Wisley show.

On May 14th the Annual plant show would take place in the village centre.

There would be no Tatsfield Garden visits this year.

(f)    Hearing Champions

Jennie South had sent in a report thanking the Parish Council for their support of the project and use of the Parish Rooms to provide assistance to Tatsfield residents with hearing aids. She noted quite a few had attended the sessions in the first month and that all residents had either been helped at the session or pointed in the right direction for assistance. Feedback was very positive and everyone appreciated having a local service.

 

9.04pm Meeting suspended for public participation

9.12pm Meeting resumed.

 

10.   PARISH COUNCIL PROPERTY AND LAND

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

(a)   Parish Land Committee: update

  • AMB storage options / fencing

Niall Kells noted the Committee had now received 2 quotes for the fencing and storage work behind the Aileen McHugo Building and would select a contractor at their next meeting.

 

The Clerk noted the risk assessment document for Parish Land would be completed and updated in time for the next meeting.

 

(b)   Tatsfield Green:

  • Boundary Agreement: Tatsfield Lodge

The Chair noted that an external surveyor had been appointed by the Parish Council to assist in the agreement of a boundary between Tatsfield Lodge and the Parish Council and that a meeting was being arranged by the Clerk.

(c)   Aileen McHugo Building

Covered under other items.

(d)   Village Hall

  • Door Project: planning application / Building regs update

The Clerk noted she had confirmed with the Building regulations inspector he had liaised with the Parish Council’s contractor and would be inspecting the work once it was in progress. The Clerk was awaiting confirmation from Tandridge re the planning application.

(e)   Car Park / TCGA

  • Lighting bollards : update

The Clerk informed members the bollards time had been changed to stay on until midnight from Monday to Saturday as requested in the last meeting.

 

11.   MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Surrey Hills Planning Forum - 12/4/16 7.30pm Abinger Hammer Village Hall - none
  • Parish Councils Consultation Workshop 25.4.2016 10.30am Oxted - Clerk to attend

(b)   to discuss Correspondence received by the Clerk

The Clerk had received a request to run a stall on Westmore Green outside Linda’s by Ann Chapman to sell raffle tickets on behalf of a fundraising morning to be held in May for 2 charities: Sepsis Trust and Cruse Bereavement Trust. She had requested 2 sessions one on 7th and 21st May 2016.

715/0416 It was resolved to agree to Ann Chapmans request to hold 2 sessions on 7th and 21st May to sell raffle tickets outside Linda’s Stores in the morning.

 

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

TA/2016/235 11 Crossways, Tatsfield TN16 2BL

The Chair believed this should be addressed at this meeting as the response required was immediate. The new proposed plans involved an updated set of plans included a pitched roof, which took into account recommendations from Tandridge planning that matched the Parish Council’s concerns when this application was originally lodged.

716/0416 No objection.

 

13.   MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

Update to emergency plan – where and who ?

 

The Meeting closed at 9.24 p.m.

 

Subjects raised in Public Adjournments

 

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

Ask for appropriate behaviour in TCGA and request quote on possible sign

Parish Land

27/9/2015

In progress

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

 

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

Item & page

(11 Apr 2016)

Action

Who

Date by

Result

706-7/0416 34

716/0416 37

Inform Tandridge planning of resolutions

Clerk

15/4/2016

 COMPLETE

711/0416 35

Inform St Catherine’s Hospice of the grant award

Clerk

15/4/2016

 COMPLETE

713-714/0416 35

Clerk to agree new lease with IQ Financial and inform tenants of rent increases as their tenancies came up for renewal

Clerk

13/4/2016

COMPLETE

 

Agenda for the Annual Meeting of Tatsfield Parish Council to be held on Monday 9th May 2016 at 8pm in the Parish Rooms

MINUTES of a Meeting of Tatsfield Parish Council held on the 9th May 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Ian Mitchell (in the chair until Item 1)

                                    Mrs Nichola Stokoe (in the chair from item 2)

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

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge DC Councillor)

                                               

And 2 parishioners.

 

1             ELECTION OF CHAIRMAN.

729/0516   Ian Mitchell indicated he would not be staying on as Chair and nominated Nichola Stokoe for Chairman and this proposal was seconded by Mike Sarll. There were no other contenders and all were in agreement with the proposal. Ian Mitchell then handed over Chairmanship of the Parish Council to Nichola Stokoe.

 

2             DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN

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

 

3             ELECTION OF VICE CHAIRMAN

730/0516 Nichola Stokoe asked for nominations for the office of Vice Chair from the members present. Nichola Stokoe proposed Althea Davies and this was seconded by Helena Garcia-MacLeod. There were no other contenders and all were in agreement with the proposal.

4             DECLARATION OF ACCEPTANCE OF OFFICE OF VICE CHAIRMAN

Althea Davies signed her declaration of acceptance of Office of Vice Chairman witnessed by the Clerk.

 

5             APOLOGIES

David Hodge (Surrey County Councillor) sent his apologies.

 

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

None

 

7             Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 25th April 2016

731/0516 The minutes of the meeting held on the 25th April 2016 were approved and signed by the Chair as a correct record.

 

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

732/0516 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, Niall Kells and Mike Sarll. The Chairman would be proposed at the first meeting of the committee.
  • Parish Land Committee – this committee would be comprised of Mike Sarll, Althea Davies, Ian Mitchell 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

733/0516 It was resolved that the Terms of Reference for the Finance and Parish Land committees would be unchanged from those circulated by the Clerk to members save for the following changes:

  • Headings should be changed to Terms of Reference for both documents
  • The sentence for a quorum should be changed to: ‘A quorum consists of at least 3 members’.

It was also agreed that Terms of Reference could be reviewed during the year and any required changes be recommended to a full meeting of the council by each committee as required.

 

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

734/0516 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

735/0516 The Chairman listed the Roles, Responsibilities and assignment to external groups as listed in Appendix C. These were approved by all members subject to the following changes:

  • Mike Sarll to be added to ‘Highways’
  • Ian Mitchell to be removed from ‘Emergency Plan’

 

13           Review of leases and property agreements

736/0516 The list of leases and property agreements were noted and reviewed by the Parish Council at this annual meeting as noted in the following list by the Clerk:

  • 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: new 5 year lease (renewed this year for another 5 years) 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 Allotments and Community Gardens Group 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).
  • A License to Use agreement with the current residents of Vale House ref land at Maesmaur Corner

 

14           Review of Standing Orders and Financial Regulations

737/0516 It was resolved that this should be deferred to the next Parish Council meeting on 23rd May 2016.

 

15           Receive and accept the Finance Committee Minutes from 26th April 2016

738/0516 The minutes from the Finance Committee Meeting on 26th April 2016 were received and accepted by members.

 

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

The Clerk noted most outstanding items were being addressed in existing agenda items. The Clerk was asked to send a follow up letter to the residents at Westmore Green mentioned under resolution 620/0116.

 

17           PLANNING          

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

The Chair noted there were no planning applications to discuss or resolve at this meeting and the supplementary meeting would consider the new application just in (TA/2016/747).

 

(b)   Planning team for May: Althea Davies and Ian Mitchell

739/0516 It was resolved the planning team for May would be Althea Davies and Ian Mitchell.

 

18           FINANCE

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

740/0516 0416 It was resolved that the payments presented in Appendix B be authorised and the cheques were duly signed.

 

(b)   Discuss and agree items requiring expenditure:

  • UPS system for CCTV £185.30 + VAT including installation

741/0516 It was resolved to order the UPS system for the Parish Council’s CCTV as detailed in the quote received from ADT (contractor and maintenance supplier for the CCTV system).

 

(c)   Update on Annual Accounts progress

The Clerk noted a draft set of accounts had been reviewed and agreed at the Finance Committee meeting. These would be presented to the internal auditor together with the Risk assessments, Standing orders, financial regulations and other governance tools at the internal auditors visit on 27th May 2016. The Finance Committee would meet after his visit to consider his report and approve final drafts for the Parish Council to agree at the main meeting in June 2016.

 

19           HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update

  • Village Centre road repair

Niall Kells reported the potholes in the Village Centre had been reported to Surrey Highways and that they had apparently ‘repaired’ them but the repairs were extremely low quality and he would follow up on this further.

  • RHR manhole cover repair

Niall Kells reported this to Surrey, however this is apparently a manhole cover belonging to British Telecom and they have filled it in with tarmac.

  • Pavements needing repair: agree list

The Chair noted a list was on its way to the Parish Council from Bob David. Reports of uneven surface at the corner of Westmore Road and Crossways would also be added to the list for David Hodge.

 

(b)   Rights of Way:

Niall Kells reported a fingerpost down at the bottom of Paynesfield Road / Kemsley Road – this had been logged with Surrey customer services and would be actioned in due course.

Ian Mitchell also noted signs down outside the White House on Lusted Hall Lane and a 30MPH sign down in the dip in Ship Hill. Mike Sarll / Niall Kells would investigate.

Niall Kells and Ian Mitchell also noted the road signs were getting very soiled and needed cleaning.

742/0516 The Clerk was instructed to determine who was responsible for cleaning road signs.

 

20           NOTIFIED ITEMS

(a)   Housing: Housing needs survey update

The Chair reported on the points made by Louise Williams as a precursor to her official report to the Parish Council:

  • 30% return rate on responses
  • 71% of responses in favour of a scheme for local people
  • Approximately 17 people looking for housing but this needs to be assessed in more detail

743/0516 The Clerk was asked to request Louise Williams’ attendance at the Supplementary meeting on 23rd May 2016.

 

(b)   Defibrillators - training update

The Clerk noted she had 2 people who had expressed an interest in attending but had not received anything back from Phil Clark. She would follow this up further.

 

(c)   Hail and Ride: 464 update

No further update at this meeting.

 

(d)   Pathway on verge to Scouts hut / games pitches – update

No further update at this meeting.

 

(e)   Furze Corner: update

Mike Sarll noted he had been told informally that the Playing Fields Association intended to sign a lease for however long a grant could be obtained. This would usually be a year. No official confirmation or information had been received on this matter by the Clerk.

Mike Sarll agreed to investigate the matter further.

 

8.50pm The Meeting was suspended for audience participation

9.06PM The Meeting was resumed.

 

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

(a)   County Councillor

No update as the County Councillor was not present.

(b)   District Councillor

Martin Allen reported on the following matters:

1-     He had not yet received any formal notification of the PFA having applied for a grant from the Grant Subsidies Committee but this could be due to election delays.

2-     The full council meeting had sent back the plans for non-paper planning advices for further consideration to relevant committees.

3-     Mr Allen had not received the Tandridge magazine and following contact with customer services at Tandridge, he had been investigating other roads in Tatsfield and had found many residents did not received it this time. This is obviously important as Tandridge are paying for the distribution and they need to know if this is not taking place.

4-     Problems at the unmade section of Westmore Road – Thistledown – complaints from some residents about the owner instructing his contractors to place the excess from his building works in the road to attempt to fill in holes. Some residents are unhappy with this and have complained. Martin Allen is investigating and liaising with the owner.

5-     Following a fall from a resident at Crossways Court, Mr Allen intervened and has managed to get Tandridge District Council to check and rectify the levelling of the pathway from residences to the road.

6-     Oxted and Limpsfield Residents Group have managed to oust the leader of the Council in Oxted North by-election.

 

(c)   Tatsfield Community Responders:

The Clerk had not received any update and would follow this up with Phil Clark.

 

(d)   Village Hall Management Committee:

  • Windows project update

Helena Garcia-MacLeod notified members that the surveyor would be meeting at the Village Hall to take measurements of all the windows and that once this had taken place the order could be accepted. However logistically it was unlikely the project would happen before the summer holidays.

Helena Garcia-MacLeod also noted the Village Hall Management committee had approved an increased contribution towards the lighting as discussed at the supplementary meeting in April. The Clerk confirmed she had not received any notification from the VHMC but that as soon as this was received the Parish Council could confirm and go ahead with the grant as agreed in resolution 727/0416.

It was also noted that a quote for installing an external power socket (with a lockable enclosure) with a view to using it for lighting on the village island was being requested and the Clerk would be receiving the quote shortly.

  • History project – update

Helena Garcia-MacLeod confirmed the Village Hall Management Committee had no objection to the History Project utilising the room upstairs but there were challenges that needed addressing before this could move forward.

Ian Mitchell then noted that because of these difficulties with accessing the room and the fact that there could be parties interested in the use of the room which would ultimately be more useful to the community, he would prefer to not progress with this matter and that no further action should be required.

There followed a discussion around the current tenants of the Aileen McHugo Building who are desperately looking for additional working space and the options around this.

 

744/0516 It was resolved to approach John Howard (tenant in Room 3) and discuss the fact that Chartwell Cancer Trust (room 1) desperately needed additional office space and that it made sense for them to continue to stay in the building. Additionally the Parish Council were considering not renewing the lease for Room 3 when it came up for renewal in July 2016 and therefore would MR Howard be willing to consider other options.

Mike Sarll agreed to approach Mr Howard in the first instance with the Clerk following up with a more formal approach.

 

(e)   South East in Bloom / Tatsfield in Bloom / Volunteers: update

Mike Sarll informed members he was awaiting the Clerk formally notifying the volunteer groups of his appointment as their representative from the Parish Council and requesting he be invited to meetings in the future.

 

(f)    Police: update

No update.

 

(g)   Biggin Hill Airport: update

Ian Mitchell noted the airport was awaiting the installation of the new monitoring system.

 

(h)   Tatsfield Vern d'Anjou Association: update

Althea Davies noted from an update given by Vern that there had been a different format to their visit this year with travel taking place over the May Bank Holiday not Easter (no space on ferries) and flights meaning higher expense for those travelling. But overall the trip was apparently a success with 5 first time visitors being ‘bowled over’ by the trip.

However Althea did note that there appears to be a consistent lower interest in the twinning event each year and therefore fundraising by the group becomes harder each time.

(i)    Oxted Citizens Advice Bureau: update

None

 

(j)    Speedwatch

A report by one of the Speedwatch members noted that recent gatherings outside the school had found a dozen offences with people travelling over 28mph and 3 of them being repeat offenders.

Overall Speedwatch had reported over 100 vehicles to Surrey Police in 2015.

745/0516 The Clerk was asked to respond to the email and ask whether future Speedwatch sessions at the bus stop could keep an eye on people using the bus lane illegally.

 

(k)   Tatsfield Fairtrade Steering Group

Helena Garcia-Macleod informed members the Fair-trade Steering Group had received 2 certificates awarding Tatsfield Fair-trade village and Surrey Fair-trade County status. The Group had asked whether the Parish Council could display the latter certificate in the Aileen McHugo Building.

746/0516 It was resolved to accept the Surrey as Fair-Trade County certificate and display it in the building .

Helena Garcia-MacLeod additionally noted that the Fair-trade teas and coffees tent would be on Westmore Green on 14th May 2016 in the morning and welcomed support from members.

 

(l)    Tatsfield Horticultural Society

Martin Allen informed the meeting that the visit to Wisley on the 1 May 2016 had been very enjoyable.

There would be a plant sale on the Green on 14th May 2016 and that things would now be quiet until the Scout Fete in July.

 

22           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 following matters:

  • Risk assessment

The risk assessments to Parish Land had been completed for this half of the year and would be sent to the Clerk following refinements to the document layout.

  • Storage update – AMB

The committee had selected a contractor to install the new fencing and gates to the rear of the Aileen McHugo building and the Clerk was progressing this with the contractor.

The existing shed at the rear of the AMB needed moving and a new base needed to be laid.

 

(b)   Tatsfield Green:

  • Boundary Agreement: Tatsfield Lodge

The Chair noted Lord Lytton had met with the Chair and Ian Mitchell and visited the location on Tatsfield Green in April. He would be sending his report with conclusions as soon as he could.

 

(c)   Aileen McHugo Building

747/0516 the Clerk was asked to request a quote from Dave Mitchell to repair the problem with the water supply in the men's toilets as it appears to have been turned off and is now stuck.

 

(d)   Village Hall

  • Door Project: update

The Clerk informed members the new door was on order but this was unlikely to be completed over the May half term as previously hoped as it was only due in 4 weeks. However the contractor was planning to start work on the ramp and she had provided him with dates when the Village hall was free.

 

23           MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Aperfield Green Belt Action Group meeting: 8/6/16 8.00pm in Squash Club Biggin Hill - A Davies, I Mitchell and H Garcia-Macleod to attend

The Clerk noted that this meeting had now been cancelled and she would ensure interested parties were informed when she had a new date. Mike Sarll also expressed an interest in attending the meeting.

(b)   to discuss Correspondence received by the Clerk

The Clerk had received an email thanking the Parish Council for their generous donation to St Catherine’s Hospice.

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

None

 

25           MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Dropbox is always full – need to find alternative ways to make it work
  • Ensure version of Standing Orders and Financial Regulations on DB were up to date.

 

The Meeting closed at 10.07 p.m.

 

 

Subjects raised in Public Adjournments

 

 

     

 

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

Item & page

(25 Apr 2016)

Action

Who

Date by

Result

725/0416 42

Review emergency plan and propose changes / variances

Althea Davies

20/5/2016

 

Item & page

(9 May 2016)

Action

Who

Date by

Result

733/0516 44

Change Terms of Reference as indicated

ClerK

12/5/2016

COMPLETE

735/0516 45

Change Roles and Responsibilities document as indicated

Clerk

12/5/2016

COMPLETE

742/0516 46

Determine who is responsible for cleaning road signs

Clerk

23/5/2016

COMPLETE

743/0516

Request Louise Williams’ presence at the meeting on 23.5

Clerk

12/5/2016

COMPLETE

744/0516

Discuss future of tenancy with J Howard and send formal notification of Parish Council plans

M Sarll / Clerk

23/5/2016

In progress

745/0516

Ask Speedwatch to keep an eye on bus lane users

Clerk

12/5/2016

COMPLETE

 

Agenda for the Main Meeting of Tatsfield Parish Council held on 13th June 2016 at 8pm in the Parish Rooms

DRAFT MINUTES of a Meeting of Tatsfield Parish Council held on the 13th June 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mrs Nichola Stokoe – Chair(in the Chair)

                                    Mr Niall Kells, Mrs Helena Garcia-MacLeod Mrs Althea Davies Mr Mike Sarll

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                   

And 5 parishioners.

 

1.      APOLOGIES

775/0616 Mr Ian Mitchell had sent his apologies for this meeting, these were noted and accepted by members.

Mr David Hodge had also sent his apologies

 

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

None

 

3.      Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 23rd May 2016

776/0616 It was resolved that the minutes of the previous meeting held on 23rd May 2016 be approved as a correct and accurate record and were signed by the Chair.

 

4.      Receive and Accept the draft minutes of the Finance Committee Meeting on 31st May 2016 together with appropriate recommendations for full council.

777/0616 The minutes of the meeting and its recommendations were received and accepted unanimously by members without further comment. These included the internal auditor’s report and recommendations and the decisions / resolutions relating to these.

 

5.      Officer’s report on actions outstanding since the previous meeting

The Clerk confirmed that all actions outstanding were covered under existing agenda items.

 

6.      PLANNING  

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

  • TA/2016/702: Colegates, Edgar Road, Tatsfield TN16 2LL
    Replacement of new steel heating pipes, fitting of new boilers and tanks, internal alterations to structure. (Certificate of Lawfulness for a Proposed Development to a Listed Building)

778/0616 No comment.

 

779/0616 It was resolved to instruct the Clerk to inform Tandridge Planning of the Parish Council’s resolution as listed above.

 

(b)   Planning team for June: Mike Sarll and Helena Garcia-Macleod

780/0616 It was resolved that Mike Sarll and Helena Garcia-Macleod would be the planning team from 14/6/16-11/7/16.

 

7.      FINANCE

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

The Clerk noted the new payments process had been implemented for this meeting and no invoices received after the agenda notification date were included on Appendix B (which had been issued to members with the agenda). These would be added to an Appendix B for the Supplementary meeting on 27th June.

781/0616 It was resolved that all the payments listed on Appendix B were approved as listed and the cheques and invoices signed off.

(b)   Discuss and agree items requiring expenditure:

  • Chair Networking Day: 27/9/2016 – Althea Davies and Nichola Stokoe to attend - £65 x 2 + VAT

782/0616 The attendance of Nichola Stokoe and Althea Davies at the Chair Networking Day as listed above was approved.

 

  • PAT testing for items in Aileen McHugo Building: £60 for first 15 with £1.50 per item thereafter.

783/0616 It was resolved to approve the PAT testing for items in the AMB as detailed, with the understanding that costs would also be borne by tenants for their individual items.

 

(c)   Review Direct Debits and Standing Orders currently in force and approve.

784/0616 It was resolved to approve the submitted list of Direct Debits and Standing orders currently in force, as detailed in Appendix C to these minutes.

 

(d)   Financial Regulations: item 4.6 – election of emergency committee as detailed in the Regulations to be approved.

785/0616 It was resolved to approve item 4.6 as detailed in the Financial Regulations 2016 and to elect Nichola Stokoe, Mike Sarll and Niall Kells as the emergency committee referred to in that item. It was further resolved members of the emergency committee would be reviewed annually.

 

(e)   Approve Salary increase on Scale Point 26 to £12.041 per hour as per the NALC/SLCC National Pay Award approved May 2016 to be backdated to 1 April 2016

786/0616 It was resolved to approve the salary increase for the Clerk of £12.041 per hour for scale point 26 as approved by the NALC/SLCC National Pay Award and backdate this to 1 April 2016.

 

(f)    Approve Annual Governance Statement for Annual Return 2015-16

787/0616 It was resolved to approve the Annual Governance Statement for the 2015-16 Annual Return. All boxes were ticked as required and the Annual Return form was signed as indicated by the Clerk and Chair.

 

(g)   Approve Annual accounts and Annual Return, Balance Sheet and Notes and sign as required

788/0616 It was resolved to approve Annual Accounts for the 2015-16 Annual Return. All boxes were ticked as required and the Annual Return form was signed as indicated by the Clerk and Chair.

A detailed Annual Return form, Balance Sheet and Notes for the accounts for 2016 were also approved and signed as detailed.

 

 

8.      HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update

  • Speed sign in Village Centre: discuss progress and next steps.

Mike Sarll noted that contact had been made with Surrey County Council Highways and registered with the appropriate groups to proceed with the possible installation of Visual signs in the Village Centre (20 MPH section). Surrey Highways had requested further information and this had been provided.

The Parish Council needed to decide what they want, with options including:

  • Posts to slow down motorists
  • Flashing visual sign
  • Find out whether there is a limitation on the location of 20 MPH signs.

 

789/0616 It was resolved to defer any decision to the Supplementary meeting once further information was available.

 

(b)   Rights of Way:

  • John's Road resurfacing: discuss proposals and next steps

Members had been approached by a resident of John’s Road with a copy of the Resident’s Association minutes detailing plans for John’s Road including its transformation into a private road, replacing the existing terrible surface with some form of tarmac and the possible source of income to fund these projects, which could include applying to the Parish Council for a grant.

 

8.46pm Meeting suspended for public participation

 

The Chair and Secretary of the Johns Road Residents Association were present to provide the Parish Council with further information:

  • Residents were made aware of the need for a change in October 2015 following complaints from the Fire Department and Biffa Refuse Collection re the state of the road in certain places;
  • Residents tried to fill in pot holes with road planings but these did not prove long lasting with the weather conditions over the winter
  • A Residents Association was formed in January – February 2016 to attempt to ascertain what could be done to the road surface
  • Surrey Rights of Way (Mary Ann Edwards) confirmed to the association that the road could be deemed a ‘private road’ and that it had Bridleway Access.
  • Residents confirm the condition of the road in certain areas is horrendous and requires serious attention and a decent road surface – they are working with Surrey Rights of Way and the Bridleway association to ensure the surface proposed is appropriate for horses.
  • 60% of residents support the proposals – there are 26 houses in the road who use it and quite a few who use the road but don’t reside in it
  • The representatives confirmed when asked directly by members that they might consider closing the road to people to don’t ‘use the road in the right way’ and contribute to the state it is currently in but that their primary concern is to reinstate the surface as much as possible.

 

9.02pm Meeting resumed

 

790/0616 It was resolved that the Clerk should keep in contact with Johns Road Residents Association and ensure any changes or updates were communicated to the Parish Council.

 

9.      NOTIFIED ITEMS

(a)   Housing: Housing needs survey update

The Chair noted that Louise Williams would be meeting with members on 27th June 2016 and that an update would be given at the Supplementary that same day.

 

(b)   Hail and Ride: 464 update

No update as David Hodge was not present.

(c)   Pathway on verge to Scouts hut / games pitches – update

No update as David Hodge was not present.

 

(d)   Furze Corner: update

No one had heard anything further on this matter.

791/0616 The Clerk was instructed to request an update from Chris Maynard on behalf of the Parish Land Committee who had been discussing the matter with him informally.

 

(e)   Approve final versions of Standing Orders and Financial Regulations as circulated.

792/0616 The Standing Orders (2016) and Financial Regulations (2016) had been circulated with all amendments and changes implemented. It was resolved these be approved and uploaded on to the website as soon as possible.

 

(f)    Emergency Plan update: discuss and approve draft provided

Althea Davies had circulated an updated plan. She suggested an informal discussion on what sort of document it needed to be was required.

793/0616 It was resolved to agree an informal meeting outside of the meeting for a clearer proposal to be presented to the next meeting or possibly to the main meeting in July.

 

(g)   Roles and Responsibilities: Chair as additional Parish Council representative on Village Hall Management Committee.

The Chair had proposed to join Helena Garcia-MacLeod as Parish Council representative on the Village Hall Management Committee to assist with the high number of upcoming projects and activities.

Helena Garcia-MacLeod confirmed the Chair would need to replace her as representative in the VHMC’s regulations but that both could be present at meetings.

794/0616 It was resolved to add Nichola Stokoe to the Roles and Responsibilities document as a temporary additional VHMC representative from the Parish Council. The Clerk to update the document.

 

(h)   Advertising on Parish Council land: review season ticket holders

795/0616 The list of current advertising season ticket holders was reviewed and agreed. The Clerk would send out an email reminding village organisations they needed to ask for permission to advertise on Parish Council land.

 

(i)    Defibrillators: training update

The Clerk noted Phil Clark had suggested Wednesday 6th & 13th July at around 7.30pm and then perhaps Saturday 9th at around 10am for Defib training. These should be placed in the Parish Magazine and website / facebook.

(j)    Parish Council vacancy: update on co-option

The Chair and Clerk confirmed no one had contacted ref the vacancy. Further action would take place by members to find a suitable candidate.

 

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

(a)   County Councillor

The Chair updated members on an email she had received from David Hodge informing her that the flooding experienced by residents of Ricketts Hill Road would be actioned shortly.

 

(b)   District Councillor

Martin Allen updated members as follows:

1-     Has joined Licensing and Staffing (Joint Consultative) Committee – will remain on Housing committee.

2-     Resources Committee still has average of 9 days lost to sickness per staff member on the District Council – he considers this excessive and wants to understand what is being done to address this.

3-     Increased crack down on fly tipping.

4-     Martin Allen would be attending the next Biggin Hill Airport Consultative Committee on behalf of colleagues who could not make it.

 

(c)   Tatsfield Responders: update

The Chair informed members of the update from Phil Clark where he noted a new responder would be joining, bringing the total up to 4 and that the Parish Council was thanked for the new kit bags.

 

(d)   Village Hall Management Committee:

  • Windows project : update

Helena Garcia-MacLeod confirmed half the grant amount had been received by the Village Hall Management Committee (VHMC) and that the surveyor had visited the Village Hall. The new windows were expected to be installed in the summer holidays.

Helena Garcia-MacLeod also confirmed the stage lights installation for which the Parish Council provided a grant, had been completed.

(e)   Tatsfield in Bloom: update

Mike Sarll confirmed Surrey county Council had responded positively to requests re grass and verge cutting and this had taken place outside the school for the first time. Dates for weed killing had been provided to Steve Cunnah at Surrey County Council to be done in time for the In Bloom judging.

(f)    Airport

The Chair reported on behalf of Ian Mitchell that the next Consultative Committee meeting is July 14 when there will be a report on the success or otherwise of the Festival of Flight and a possible update on public access to monitoring of Biggin flightpaths.

 

(g)   Tatsfield Horticultural Society

Martin Allen reported on a visit to Long Barn by a small group of Tatsfield villagers and how it was a beautiful garden despite the bad weather.

He also noted the THS would be at the Scout Fete on 3rd July and sharing a tent with Fairtrade (the Parish Council were also invited) but would not be selling anything at the Fete. They would then take a break for the summer before starting preparations for the Autumn Show.

 

(h)   Speedwatch

The Chair noted a report from Ian Mitchell stating the weather stopped at least one session and that the team had a dozen warnings from the latest session at the old school corner on Ship Hill.

 

11.   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 there was no current update and that a meeting would be scheduled shortly.

 

(b)   Tatsfield Green:

  • Boundary Agreement: Tatsfield Lodge – update

The Chair noted a letter had been sent to the owner of Tatsfield Lodge detailing the Parish Council’s surveyor findings. A response had been received by the Clerk requested details of the boundary on a plan. The Clerk was finding a suitable plan and scale as requested by Lord Lytton to create the boundary drawing.

  • Castleneau: update on Deed of Easement

The Clerk had responded to their request offering a Deed of Easement for £500 with an additional £400 for drafting costs, and she was awaiting their response.

 

(c)   Aileen McHugo Building

  • Room alterations to fixtures and fittings for tenants

Niall Kells and the Clerk had visited tenants and ascertained they wanted the sinks and cupboards removed. Quotes would be obtained for this.


The Clerk had been in touch with Mr Howard ref the ending of his tenancy in Room 3. He had informed her he was unlikely to be able to empty the room by the due date of 1 July 2016 as he was out of the country until late June.

796/0616 It was resolved to allow further time for Mr Howard to leave his tenancy room until 14th July 2016.

 

(d)   Village Hall

  • Door Project: update

Helena Garcia-MacLeod informed members the contractor would need to drop the bollards to gain access to the side of the Village Hall to start his building work and also needed to cone the area off for safety.

797/0616 it was resolved that Niall Kells would assist in lowering the bollards for this single event and would assist Helena as needed.

  • Proposed use of Parish Land: discuss briefing note and agree way forward

The Chair noted the Clerk had received a proposal from Little Acorns for work to be done on the outside area around where the new door would be sited and where Little Acorns currently fenced off around the bollards with netting for their play. Proposals included fencing, gates, pergoda and fencing options around the current hedge boundary.

Two queries were put to the Parish Council for consideration:

1-     How far is the Parish Council happy for proposals to go?

2-     Does the Parish Council want the area to the side and rear of the Village Hall to become a play area?

798/0616 It was resolved the Clerk should agree an informal meeting with representatives of Little Acorns and the Village Hall Management Committee to discuss queries around the proposal by Little Acorns so that a clearer picture could be presented to members. The Chair invited members to submit queries through the Clerk to be addressed at the meeting next week.

 

(e)   Car Park / TCGA

None

 

12.   MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Councillors Commission meeting: Billingshurst Centre RH14 9QW 8/7/16 – Althea Davies & Ian Mitchell to attend

(b)   to discuss Correspondence received by the Clerk

The Clerk confirmed all items of correspondence received had been addressed in the agenda items.

 

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

None

14.   MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

None

 

The Meeting closed at 10.25 p.m.

 

Subjects raised in Public Adjournments

1-     Strongly feel that the Parish Council’s decision to listen to the internal auditor’s recommendation to stop the 21 year old relationship of payment and ownership of Tatsfield in Bloom assets and bills is wrong. There has been no complaint from any previous auditor, why is this one so important. The Village will lose out with this decision.

2-     The Parish Council should be aware that there are vociferous objectors to the proposals for replenishing John’s Road surface.

3-     Was there any news on progress for the path to the Scouts Hut

4-     Should the Parish Council consider white posts on Approach Road or other access roads to the village to slow traffic?

5-     Hedge cutting on Church Road – who is responsible?

6-     ‘Wild area’ on Westmore Road / Square – why have certain bits not been cut or maintained?

7-     Complaints are still ongoing re the attempts at repairs to the surface of Westmore Road

 

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

Item & page

(13 June 2016)

Action

Who

Date by

Result

778-779/0616 57

Inform Tandridge planning of Parish Council resolutions

Clerk

20/6/2016

COMPLETE

782-3/0616 57

Action resolutions as needed

Clerk

27/6/2016

COMPLETE

790/0616 59

Make contact with Johns Road Association

Clerk

27/6/2016

 

791/0616 59

Contact Chris Maynard for an update

Clerk

17/6/2016

COMPLETE

792/0616 59

Upload approved Standing Orders and Financial Regulations to website as soon as possible

Clerk

17/6/2016

COMPLETE

794/0616 59

Update roles and responsibilities document

Clerk

17/6/2016

COMPLETE

795/0616 59

Remind village organisations that they needed to request permission to advertise events on Parish Council land

Clerk

17/6/2016

 

796/0616 61

Inform John Howard of additional time to leave R 3

Clerk

17/6/2016

COMPLETE

798/0626 61

Arrange meeting and book room

Clerk

15/6/2016

COMPLETE