Agenda for Main meeting of Tatsfield Parish Council on 12th January 2015 at 8pm

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 12th January 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

 In Attendance:     Mrs. Ana Hughes (Clerk)

                                Mr. Bob David (Tandridge DC Councillor)

                                Mr David Hodge (Surrey County Councillor)

                And 3 parishioners.

1              APOLOGIES

Mr. Peter Kerry, Mrs. Nichola Stokoe and Mr Ian Mitchell - these were received and accepted by members.

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

None

3  To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 8th December 2014

197/0115     The minutes of the meeting held on 8th December 2014 were agreed as a correct record and signed by the Chairman together with appropriate appendices.

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

198/0115   The Chair confirmed no update was yet available on the Appraisal review.

 

5   PLANNING  

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

199/0115               No comment.

200/0115               No objection: This appears to be a significant extension but the Parish Council has no objection as long as the dimensions proposed fall within acceptable bounds for extensions within a settlement area.

201/0115               No objection

202/0115               The Clerk was instructed to inform Tandridge Planning of the Parish Council decisions.

 

(b)   Planning member for January: Helena Garcia-Macleod

203/0115   Helena Garcia-Macleod was appointed as the planning member for January with her agreement.

 

(c)   Neighbourhood Plan Development Committee: approve Design Statement 2014 – updated

204/0115   It was resolved to defer this to the next main meeting as Ian Mitchell who was the lead on this project was absent from this meeting.

 

(d)   Tandridge District Council Strategic Housing Land Availability Assessment methodology consultation

The Chair noted in her briefing paper that this was a methodology to assess the land availability for housing requirements by Tandridge District Council There would be 2 phases with the first focusing on brownfield sites, towns, built-up areas and village settlement areas – the village centre was likely to fall in this category.

Phase 2 would only be considered if there were not enough adequate sites for likely demand from Phase 1 and this would encompass Green Belt.

205/0115   It was resolved that the Parish Council had no comment to make on the methodology proposed. The Clerk was asked to ascertain at what point the Parish Council would be made aware of potential sites if these were ‘offered’ in Tatsfield as part of Phase 1. It was further resolve this item should remain on the agenda for progress reporting.

6              FINANCE

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

206/0115   Items on Appendix B were duly approved and cheques were signed as required. It was noted in Item 10b that the Parish Council had received £450 from the company who had first damaged the Tatol Bed. This would be donated to Tatsfield in Bloom as agreed for the swift repair to the damage performed by volunteers.

 

(b)   Discuss and agree items requiring expenditure:

  • Installation of benches –

The Clerk noted she was still awaiting quotes and one potential contractor had declined the work. A replacement had been contacted but no quote had yet been received.

 

  • Kitchen external door purchase and installation – estimated costs at around £1,000 in total

207/0115               It was resolved to approve an amount of up to £1,000 to cover the purchase and installation of an external door in the kitchen and installation of a fire bar for opening on the inside. The Clerk to proceed with purchase and arrange installation.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways:

Doug Massey noted that gritting updates were functioning well and thanked Surrey Highways for the flaying of the hedge in Ship Hill.

 

b)     Rights of Way:

The Clerk noted receipt of the official communication from Surrey of the Order to updated FP25 to a Bridleway and that she would notify the Parish Council once she had received confirmation of its implementation.

 

8.51 pm Meeting suspended for public contribution

8.56 pm Meeting reinstated.

 

 

8              NOTIFIED ITEMS

 

(a)   Housing: update

No update

(b)   World War 1 100th Anniversary: update

No update – there had still been no contact from interested parties in the village regarding the organisation of a War Memorial group.

(c)   Old Lane ditch: update

Doug Massey noted the ditch appeared clear on his last inspection.

(d)   Staging date and pension obligations: update and clerk additional duties

208/0115   It was resolved the Clerk should be nominated as the person for named correspondence for the new responsibilities required of the Parish Council under the Pensions Act 2008. An official request had been received from the Pensions Regulator. It was further resolved the Clerk should undertake the necessary steps to fulfil the duties under these laws as determined by the Pensions Regulator, including researching the Local Government pension option. It was noted this would incur additional hours of work for the Clerk.

(e)   Youth Club proposal - update on progress

209/0115   The Chair noted that Surrey had been contacted for advice on how to proceed with the establishment of a Youth Club on Parish Council property. It was resolved that a meeting between members and the Youth Club proposers and possible volunteers could be arranged by the Clerk once more information was available.

(f)    The Meadow proposal – discussion

210/0115 The Chair noted a proposal from a resident for the Parish Council to purchase the Meadow and manage it as a dog walking area. The Clerk informed the meeting that in her opinion the Parish Council had not received information that could be considered new with regards to this item and therefore it could not be considered for another 4 months under Local Government Act 1972 legislation. Concerns remained regarding boundaries, costs and maintenance issues and these had not changed. It was resolved to consider the matter in April 2015.

 

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

(a)   County Councillor

David Hodge reported on the following points:

1-     He is awaiting a date for the repairs to Approach Road.

2-     Council tax amounts are currently under discussion. There is an enormous issue with providing required school places and this is likely to lead to very difficult decisions needing to be made in around 18 months.

(b)   District Councillor

Bob David reported on the following points:

1-     Good news that the second appeal for ‘Castleneau’ has been allowed although the first appeal was declined. The officer’s report on the 2nd appeal is very interesting.

2-     Tandridge is also in the process of approving their Council tax.

3-     Bob David and Sue Smale received a complaint from residents regarding the state of the road in Chestnut Avenue – there is also concern about a tree which has not been cleared from the road, litter being left there and no road cleaning taking place. Bob David has ascertained this is an adopted public road and therefore maintained by Surrey Highways – all potholes and complaints about road surface should be addressed to them. Bob is happy to undertake communication with residents on the Parish Council’s behalf and to explain the process of reporting issues to the relevant authorities – i.e. Tandridge for road cleaning and rubbish. The tree has actually fallen on a part of the road owned by another authority and therefore cannot be reported to Surrey.

The Chair thanked Bob David for his work and response on their behalf.

 

(c)   Tatsfield Community Responders:

No update available.

 

(d)   Village Hall Management Committee:

Helena Garcia-Macleod reported 2 items that had been passed to her at the recent meeting of the Village Hall Management Committee.

211/0115   It was resolved that the Village Hall Management Committee should approach Tatsfield Primary School directly should they wish to request an extension to the lighting in the school side of the car park.

212/0115 It was resolved the Parish Council advised the Village Hall Management Committee to approach the owners of cars who were parking overnight in places that were causing discomfort to users of the Village Hall directly and ask that they move their cars to other spaces in the car park.

 

(e)   Tatsfield in Bloom: update

Bob David reported more meetings were planned and that floral displays would be associated with the anniversary of the twinning with Vern d’Anjou this year.

 

(f)    Police: update

No update.

 

(g)   Biggin Hill Airport: update

Ian Mitchell had reported a meeting would take place on 15th January that could cover more details on the executive jet emergency experienced recently and the recent offer to finance the Battle of Britain memorial chapel. It was also possible the Heritage Centre could be discussed.

 

(h)   Speedwatch

Ian Mitchell noted activity continued through the winter with a focus on the approach to Tatsfield School. Training for 2 new Speedwatch members was also taking place.

 

(i)     Tatsfield Fairtrade Steering Group

Fair-trade AGM (general) on 17th January 2015. Fair-trade fortnight would take place in the Village Hall from 8/3/15 and was currently being organised.

 

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

Doug Massey needs to organise a new meeting in the next few weeks to address all outstanding items.

(b)   Westmore Green:

  • Traffic island in Village Centre – update

213/0115   The Chair noted that the magazine article requesting suggestions for the redevelopment of the traffic island in the village centre had received a reply proposing an ornamental fountain with flower beds. She would await further possible suggestions.

  • Tatol Bed damage: update

214/0115               The Clerk noted the Dutch company whose vehicle had caused the first damage in October to the Tatol bed had paid the amount quoted for repair of £450. It was resolved this should be donated to the Tatsfield in Bloom volunteers as they had swiftly repaired the damage.

 

(c)   Maesmaur Corner: update

215/0115   The Chair reported the recent meeting with both neighbours of this parcel of Parish Council land had taken place and there had been a general acceptance by all parties of the outcome of the Parish Council’s surveyors report. It was resolved that the Parish Council’s interests were best upheld by requesting a reinstatement of the correct boundary, not in selling the land to Vale House. The Chair and Clerk were instructed to proceed with this process.

 

(d)   Tatsfield Green:

  • Damage to verge outside Top o the Down – update

216/0115               It was resolved this should be deferred until the next main meeting.

  • Pippins way leave : update

217/0115               Following receipt of a further letter, the Clerk had been instructed to inform the Parish Council’s solicitor of the current correspondence. It was agreed to await a short time for a possible response from the resident’s solicitor before informing the agent for the sale of the property.

 

(e)   Parish Council Car Park and retained facilities:

The Clerk confirmed that she was waiting for confirmation of the bulky rubbish dates.

 

(f)    Tatsfield Community Games Area:

No update.

 

(g)   Aileen McHugo Building:

218/0115   The Clerk had organised cleaning of carpets in the room and replacement of the kitchen door had now been approved. It was resolved to wait until more members were present before discussing the remaining items on the list.

 

(h)   Village Hall:

No update.

 

(i)     Tatsfield Allotments and Community Gardens: update

The Chair noted that the TACG group would address the matter of their own constitution at their next meeting where most members were expected to attend and that this should then result in a formal approach to the Parish Council.

 

11            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

  • The Clerk had received letters of thanks from Dave Bishop to all who assisted in making the Christmas Carol Singalong so successful, as well as from Kent Surrey Sussex Air Ambulance for the grant PC made of £500 and from Tatsfield Vern d'Anjou group for the PC grant.

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

219/0115   It was resolved that the recent complaint from residents of Chestnut Avenue would be addressed and responded to by Bob David who had done a lot of the background research. Thanks for his hard work on this matter were issued by members.

 

13            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Need new lights for the Christmas tree
  • Consideration to plant a new Christmas tree to resolve the cost and worry about obtaining one each year
  • Protocols for responding to the recent events in Paris re Tatsfield’s twinned town of Vern d’Anjou – Chair will ask Tatsfield Vern Group for guidance
  • Correspondence from resident group opposed to proposals from Biggin Hill airport to extend hours

The   meeting concluded at 10.12pm

 

Matters raised under Public adjournment:

1-     Parkwood Golf Course under new management

2-     Tatsfield Parish Magazine – will need new editor to oversee the production of the magazine in the near future.

 

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8e, 19

Arrange meeting with key parties for Old Lane discussions

D Massey / Chair

31/3/2014

In progress

8g, 19

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

Chair

New Year

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

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

Clerk

30/11/14

In progress

147/1114

Action points for Village Hall damaged items

Clerk

8/12/2014

In progress

150/1114

Tatol damages actions

Clerk

30/11/2014

COMPLETE

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

In progress

Item & page

(12 Jan 2015)

Action

Who

Date by

Result

202/0115, 1

Inform Tandridge planning of Parish Council decision

Clerk

13/1/15

COMPLETE

205/0115, 1

Ask at what point Parish Council would be made aware of offered sites in Phase 1

Clerk

9/2/15

In progress

207/0115, 2

Purchase and arrange installation of new kitchen door

Clerk

9/2/15

In progress

214/0115, 3

Arrange for £450 to be donated to Tatsfield in Bloom

Clerk

9/2/15

 COMPLETE

215/0115 3

Arrange for letters to confirm next steps for Maesmaur Rd

Chair/Clerk

26/1/2015

COMPLETE

 

Agenda for Main meeting of Tatsfield Parish Council on 9th Febriary 2015 at 8pm in Parish Rooms

MINUTES of the Meeting of Tatsfield Parish Council held on the 9th February 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

In Attendance:     Mrs. Ana Hughes (Clerk)

                            Mr. Bob David (Tandridge DC Councillor)

                And 5 parishioners.

1              APOLOGIES

Mr. Peter Kerry - these were received and accepted by members.

Mr David Hodge (Surrey County Councillor)

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

None

3              To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 26th January 2015

234/0215     The minutes of the meeting held on 26th January 2015 were agreed as a correct record and signed by the Chairman.

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

235/0215   The Clerk noted all items would be covered under existing agenda headings.

5              PLANNING  

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

  • TA/2015/102: Woodlands, Old Lane, Tatsfield, TN16 2LH
    Demolition of existing garage and shed. Erection of single storey detached garage/carport.

236/0215     It was resolved that a response of No Objection be returned on this proposal

  • TA/2014/1321/cond1: Castleneau, Ricketts Hill Road, Tatsfield, TN16 2NA

           Details pursuant to condition 3 (external materials) - FOR INFORMATION ONLY

237/0215   The Clerk was instructed to inform Tandridge Planning of the Parish Council decisions.

 

(c)   Planning member for February: Doug Massey with M Rennie

238/0215 Doug Massey agreed to be the planning member for February, assisted by Michael Rennie.

 

(d)   Neighbourhood Plan Development Committee: approve Design Statement 2014 – updated

239/0215 Ian Mitchell presented a draft Design Statement document complete with some photographs and noted further updates and current pictures were imminent. Content had already been approved (173/1214) at the December 2014 main meeting and a final version with updated photos would be presented for final approval as soon as possible.

 

(e)   Tandridge District Council Strategic Housing Land Availability Assessment - update.

The Chair noted that there was no update on this matter at present.

6              FINANCE

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

240/0215   Items on Appendix B were duly approved and cheques were signed as required. The Clerk noted that there were replacement cheques for payments not received from Getmapping plc (paid in October 2014) and RIaltas Business Solutions (November 2014). In both cases the cheques had been cancelled by the Clerk and the charge for cancelling cheque 1151 for Getmapping would be refunded by this organisation as they had lost the cheque originally.

 

(b)   Discuss and agree items requiring expenditure:

  • Installation of benches - quotes and order dates
    The Clerk confirmed 2 landscape gardeners had agreed to supply quotes but she had not received them in time for this meeting.
  • Trees in Tatsfield Green - behind Rag Hill Close

241/0215     The Chair proposed and it was resolved that the matter be passed to Tandridge District Council who managed the Greens on the Parish Council’s behalf and request their input. Doug Massey noted he was not in support of cutting back trees for cosmetic reasons given the open and rural nature of the Green and Tatsfield itself.

  • Attendance at Surrey Countryside and Rural Enterprise Conference: Shaping the Future of Rural Surrey (J Allbutt) - £53.60

242/0215   The Chair proposed and it was agreed that this conference attendance be approved. Mr Allbutt agreed to provide a report on his attendance and pass on any reports / papers received as a result.

 

243/0215   The Clerk she had received 2 quotes for work to be done to the Aileen McHugo Building first floor (£44.40) and to replace damaged bulkheads on the Village Hall external wall (£85.58). Both of these items fell within the Clerk’s remit as detailed in the Financial Regulations for the Parish Council. These were approved as being essential maintenance.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways:

Doug Massey noted that recent gritting of Priority 1 route for Ricketts Hill Road had not been successful and it may be necessary to relocate the grit bin currently at the bottom of Ricketts Hill Road further up to the corner of Paynesfield Road where it would be more useful.

The Chair noted that a recent interest from Tatsfield Primary school in the possibility of assistance from Surrey County Council in clearing the car park was likely to be unsuccessful as Surrey was clear in their responses that schools are responsible for their own arrangements.

 

Ian Mitchell noted Church Lane was to be closed on 16/2 – 20/2 for utility road works.

b)     Rights of Way:

Doug Massey noted a complaint from a local resident was underway for stock electric fencing on Footpath 22 which was blocking a right of way. Further information would be made available as and when possible.

8              NOTIFIED ITEMS

 (a)   Housing: update

No update

(b)   Broadband provision to Tatsfield: update

244/0215   The Chair proposed and it was resolved to defer this issue brought up by Peter Kerry to a meeting he would attend.

(c)   World War 1 100th Anniversary: update

245/0215   Following a short discussion Ian Mitchell proposed and it was resolved to keep this item on the agenda. April would see the 100th Anniversary of the first death of a Tatsfield resident in one of the previous centuries World Wars.

(d)   Youth Club proposal - update on progress

The Chair noted there had been no contact from Surrey despite her emails requesting assistance on this matter. The Clerk offered to call and would await receipt of contact details from the Chair. No other updates were available.

(e)   Defibrillators : update

246/0215 Following the examination of the report from the Chair, she proposed and it was resolved that the Clerk be instructed to order a single unit of a LIFEPAK CR Plus Semi-Automatic Defibrillator with an external AED cabinet at an estimated cost of £1159 plus VAT. The mounting location would be agreed at a later meeting but was likely to be at the front of the Village Hall to provide a most centralised location.

The Chair also noted that training could be arranged through her contact at London Ambulance Service for use of the defibrillator.

 

09.02 PM – meeting suspended for public comments

09.12PM – meeting resumed.

(f)    Parish Council position statements : update

247/0215 The Chair noted that so far she had only had the opportunity to undertake 2 position statements in draft format that were currently placed for comment on Dropbox. She invited members to think of other important areas requiring policy statements – i.e. Highways and Aileen McHugo management.

(g)   Oxted School - proposed changes to Foundation / Academy

248/0215 The Clerk had received an offer from one of the Governors to address any concerns the Parish Council may have on the change of status of Oxted School to a Foundation, before applying to the Secretary of State for Academy status. It was resolved that this item should remain on the agenda in case concerns were brought to the attention of the Parish Council.

 

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

(a)   County Councillor

No report as the County Councillor was not present.

(b)   District Councillor

Bob David reported on the following points:

1-     The Resources Committee will be agreeing on proposals to put forward to full Council shortly on Council Tax – either a 1.9% increase of a freeze, which is what has taken place for the last 4 years.

2-     Tandridge District Council has lodged a High Court Appeal on the Castleneau planning application which was approved by Government inspector on the applicant’s appeal last month, on the grounds that the approval of this development sets a dangerous precedent for Green Belt planning.

3-     Chestnut Avenue is being kept clean by Tandridge and residents are aware of reporting procedures for pot-holes.

4-     New nursery to be set up on the site of the Old School – it is part of a chain and could potentially be a challenge to Little Acorns.

5-     Westmore Green sign damage has been reported to Tandridge and will be replaced as soon as is possible.

(c)   Tatsfield Community Responders:

No update available.

 

(d)   Village Hall Management Committee:

No update currently.

(e)   Tatsfield in Bloom: update

Bob David noted that the 40th Anniversary of the twinning with Vern d’Anjou was the theme for this year’s Tatsfield in Bloom displays. The Clerk would be receiving estimates on planting for the flower bed in front of the new houses on Westmore Green and the car park flower beds.

(f)    Police: update

No update.

(g)   Biggin Hill Airport: update

249/0215   Ian Mitchell reported the recent emergency meeting of the committee had led to a 9:3 vote in support of the Airport’s proposals. London Borough of Bromley has issued its own consultation which is available until 13th March 2015. The Clerk has received a request for feedback to the consultation and will be responding based on the decision taken in October 2014.

(h)   Speedwatch

Ian Mitchell noted 2 new recruits were undergoing training.

(i)     Tatsfield Fairtrade Steering Group

Doug Massey noted a final meeting for the programme of events for Fairtrade Fortnight would take place on 16/2/15. He issued an invitation for attendance at an evening event on 8th March 2015 for Food, drink and Fairtrade in the Village Hall. Doug Massey also stated he is currently looking into more robust gazebos for the Parish Council and Fairtrade group.

 

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

Doug Massey confirmed this is still outstanding and needs to be addressed.

The Clerk should be expecting formal quotes regarding work to be done to flower beds in the car park and Westmore Green.

(b)   Westmore Green:

  • Traffic island in Village Centre – update

The Chair confirmed she had now received 2 proposals for the traffic island layout. These would need to be considered together with new layouts for the paths.

(c)   Maesmaur Corner: update

250/0215 The Clerk noted she was waiting for confirmation regarding dates for a meeting with Vale House. Members would arrange to meet at the site before a confirmed date to measure and set up the proposed boundary.

(d)   Tatsfield Green:

  • Damage to verge outside Top o the Down – update

251/0215 The Chair proposed and it was resolved that the Clerk find out the exact date the initial letter to the owner of Top o the Down was sent and this be communicated to the Chair and a further letter sent asking for an update on the progress of the works.

  •  Pippins wayleave : update / approve letter

252/0215 Following receipt of the most recent letter from the solicitors acting on behalf of the owners of Pippins, no other contact had been made with the Parish Council. The Chair proposed and it was resolved that a letter be sent to the owner and solicitor for Pippins informing them the matter had been passed to the Parish Council’s solicitor.

253/0215 Nichola Stokoe proposed and it was resolved that a general letter should be drafted and sent to estate agents in the area informing them of the ownership of Tatsfield Green and the need for permission to cross the Green should this not already be in place.

  • Bench placement - final decision

254/0215 It was generally agreed the current location of the benches around the pond and on Westmore Green opposite the Allotments site would be maintained. The 2 currently on Tatsfield Green need to be thought about as does the final one – possibly on the traffic island ? This would need to be considered at a later meeting.

(e)   Parish Council Car Park and retained facilities:

Nothing to report.

(f)    Tatsfield Community Games Area:

255/0215 The Clerk was asked to find out whether there were plans to organise remarking of the Community Games area and whether this would be identified at the next inspection. The school would need to be notified about any potential remarking plans.

(g)   Aileen McHugo Building:

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

256/0215   The Chair proposed the following items based on Ian Mitchell’s list and all were in agreement:

  • New padlock needed for the heating controls and the combination changed. Additionally the controls need to be regulated.
  • Check the door name plates are still in place.
  • Realign cupboard doors in the kitchen
  • Get in touch with Chartwell Cancer Trust regarding the boxes outside Room 1 and request these are removed as they constitute a fire hazard and a possible obstruction in reaching the emergency exit.

The Clerk was instructed to action the above as far as possible.

(h)   Village Hall:

No update.

(i)     Tatsfield Allotments and Community Gardens: update

257/0215 The Clerk noted she had received and circulated a formal notification from the Tatsfield Allotments and Community Gardens Group re having their own constitution and therefore becoming responsible for the management of the allotments. The Chair proposed and it was agreed that Nichola Stokoe would propose a plan of next steps and the Clerk would action as appropriate.

11            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

The Clerk noted a thank you had been received from the Tatsfield Vern d’Anjou Association.

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

None

13            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

The Chair and Ian Mitchell reported they had met with the new owners of the Golf Club re the possibility of a new footpath off Church Lane. Ian Mitchell had previously received positive responses from the developers of the old school site but the bulk of the proposed footpath lay on golf club land. Both parties felt the meeting had been positive and the current owners would consult with grounds staff re the proposals.

The   meeting concluded at 10.19pm

 

Matters raised under Public adjournment:

1-     When is the next inspection for the Community Games area ? It looks like the surface may need remarking at some point soon.

 

 

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

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

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

Clerk

30/11/14

In progress

147/1114

Action points for Village Hall damaged items

Clerk

8/12/2014

COMPLETE

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

In progress

Item & page

(12 Jan 2015)

Action

Who

Date by

Result

205/0115, 1

Ask at what point Parish Council would be made aware of offered sites in Phase 1

Clerk

9/2/15

COMPLETE

207/0115, 2

Purchase and arrange installation of new kitchen door

Clerk

9/2/15

In progress

214/0115, 3

Arrange for £450 to be donated to Tatsfield in Bloom

Clerk

9/2/15

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

In progress

230/0115

Add link from Facebook page to CAB facebook page

Clerk/N Stokoe

9/2/15

In progress

231/0115

Request admins for Facebook page

P Kerry

15/2/15

 in progress

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

236-237/0215, 11

Inform Tandridge planning of Parish Council decisions

Clerk

16/2/15

COMPLETE

241/0215, 12

Request assistance and opinion on trees in Tatsfield Green from Tandridge District Council

Clerk

12/2/2015

COMPLETE

246/0215

Order single Lifepak unit and case for installation in Village centre

Clerk

12/2/2015

COMPLETE

251/0215

Inform Chair re first letter to Top o the Downs

Clerk

12/2/2015

COMPLETE

252/0215

Letter to Pippins owner/solicitor

Clerk / Nichola Stokoe

20/2/2015

In progress

253/0215

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0215

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0215

Action the list of items for the AMB

Clerk

09/3/2015

In progress

257/0215

Action list for next steps with TACGG

Nichola Stokoe

09/03/2015

COMPLETE

 

Agenda for Main Meeting of Tatsfield Parish Council to be held in the Parish Rooms at 8pm on Monday 9th March 2015

MINUTES of the Meeting of Tatsfield Parish Council held on the 9th March 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 8 parishioners.

1              APOLOGIES

None.

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

Helena Garcia 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.

3              To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 23rd February 2015

271/0315     The minutes of the meeting held on 23rd February 2015 were agreed as a correct record and signed by the Chairman.

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

The Clerk noted all items would be covered under existing agenda headings.

5              PLANNING  

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

  • TA/2015/222: April Cottage, 1 Grove Road, Tatsfield, TN16 2BB
    Erection of first floor side extension

272/0315     It was resolved that a response of No Objection be returned on this proposal as long as increases in volume proposed lie within permitted parameters.

 

273/0315   The Clerk was instructed to inform Tandridge Planning of the Parish Council decisions.

 

Ian Mitchell noted that the appeal lodged against the refusal for Willow Tree House (2013/1751) had been dismissed over a 3.2% increase.

Additionally an appeal against the Tandridge District Council enforcement order for Hillside Road property had also been made (originally noted in June 2014 minutes item 5d and subsequent meeting minutes until the enforcement order notification in December 2014 – item 6d).

(b)   Planning member for March:

274/0315 Nichola Stokoe agreed to be the planning member for March in the place of Susan Smale.

 

(c)   Neighbourhood Plan Development Committee: approve Design Statement 2014 – updated

275/0315 It was noted that the Design Statement had been renamed as ‘Development Statement 2015’ not as indicated in the Agenda.

276/0315 Ian Mitchell had circulated an updated draft Development Statement 2015 document complete with additional photographs and having included comments from members. It was resolved to accept this draft Development Statement 2015 in its current format to become the Parish Council’s definitive and final version. This would then be issued to Tandridge planning and the Clerk would update the website to include the final version.

 

(d)   Tandridge District Council Strategic Housing Land Availability Assessment - update.

The Chair noted that there was no update on this matter at present.

6              FINANCE

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

The Clerk noted a number of large invoices were being paid this month, including the benches and the door for the kitchen.

277/0315 It was resolved that the contents of Appendix B be approved and the cheques were duly signed.

(b)   Discuss and agree items requiring expenditure:

  • Grant Request for 2015-16 from St Marys Hospice

278/0315 The Clerk noted she had written the name of the organisation requesting the grant incorrectly – this should in fact be St Catherine’s Hospice. It was resolved that a grant of £200 be issued to this organisation for its support of Tatsfield residents (on average care given to 5 residents each year). The Clerk to inform the recipient.

  • Shredder – agree cost

279/0315 The Clerk’s request for a shredder to ensure sensitive information was disposed of safely was approved in principle subject to clear quotes being presented at the next meeting.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways:

Doug Massey noted a complaint had been received re speeding down Rag Hill Road by a resident as well as large lorries causing accessibility issues for users of the road. Doug had alerted Surrey Highways and was awaiting their comments and advice before suggesting any further action.

b)     Rights of Way:

Ian Mitchell noted a petition for replacing the current stile on Footpath 21 with a kissing gate was to be presented to the Chairman of the Local committee on 20/3/2015. He thanked officers at Surrey County Council for their assistance and guidance in this matter and their suggestions for the best way forward.

280/0315   It was resolved the above action be supported by Tatsfield Parish Council.

8              NOTIFIED ITEMS

(a)   Housing: update

The Chairman noted she had been in contact with Jo Passmore’s successor at English Rural who would be providing an update and report on Gresham Close for the next meeting.

(b)   Broadband provision to Tatsfield: update

Peter Kerry reported that it appeared British Telecomm had run out of connections for superfast broadband in the village.

281/0315 It was resolved to ask Surrey County Council to update the Parish Council on how British Telecom would resolved this apparent issue. David Hodge would report back when further information became available.

(c)   World War 1 100th Anniversary: update

282/0315   Ian Mitchell proposed and it was resolved to adopt the proposal that the 100th anniversary of the first fatality of a Tatsfield resident in the first World War would be remembered by displaying details of the resident on Aileen McHugo Building as they had been in November 2014. Details would also be provided to the Church in case interested family members made enquiries there. Further updates through the coming months would also be made available and would possibly need reviewing by the new Parish Council in May 2015.

(d)   Youth Club proposal - update on progress

The Chair noted she had heard from Surrey County Council and now had details relating to what was needed from the Parish Council and adults to be involved in setting up a possible Youth Club. The Clerk had requested a meeting and still had not yet heard back from the young people involved in the initial request.

(e)   Defibrillators : update

The Chair noted the new defibrillator and cabinet had been installed in the front left corner of the Village hall and was ready to use. Training was being arranged and dates would be agreed following this meeting (to be provided by the Ambulance Service), wither in the WI Hall or Village Hall.

283/0315 It was resolved that dates be agreed with the Village Hall bookings secretary Helena Garcia outside of the meeting and these be issued in the Parish Magazine / website and Facebook as required.

 

08.44 PM – meeting suspended for public comments

08.50PM – meeting resumed.

(f)    Parish Council position statements : update

The Chair noted these were still a work in progress and welcomed contributions from the Clerk on Dropbox use and layout as well as from Peter Kerry on the Communications Advisory Committee.

(g)   Oxted School - proposed changes to Foundation / Academy

284/0315 it was resolved this be taken off the agenda as the need was no longer seen as necessary. This could of course change should residents raise an issue with the Parish Council in the future.

(h)   Annual Parish Meeting – 28th April 2015 and discuss details

285/0315 It was resolved to agree to the format proposed by the Chair in her recent communique with the meeting to be held on 28th April 2015 from 8-10pm with refreshments from 7.30pm. It was also agreed that there would be a series short talks with 6 speakers, including County and District Councillors (should this be allowed by the Monitoring Officer), Tatsfield Vern d’Anjou Association, London Ambulance service, St Catherine’s Hospice and Citizens Advice Bureau. Final agenda and poster to be agreed outside of the meeting.

 

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 is attempting to find out when Approach Road is to be repaired.

2-     Surrey County Council is against Oxted School becoming a Foundation school.

3-     Surrey officers are already looking into and investigating the issue brought to their attention on Footpath 21 with the stile as mentioned in item 7b.

(b)   District Councillor

Bob David reported on the following points:

1-     Tandridge had voted to freeze council tax for a 5th consecutive year without major disagreements at the meeting.

2-     Hustings arranged for the 5 election candidates on 22nd April 2015 in WI Hall.

(c)   Tatsfield Community Responders:

Phil Clarke had sent a report updating the Parish Council on progress and welcoming 2 new trainees. He had requested a grant to purchase 2 new equipment bags and this would be discussed at the supplementary meeting. He had also offered to the responders to add maintenance of the defibrillator to their responder duties – this would also be addressed in the supplementary meeting.

(d)   Village Hall Management Committee:

286/0315   Helena Garcia noted a list of items needing maintenance and repair would be sent to the Clerk as compiled by Lloyd Gulley. She asked whether the Parish Council had a maintenance schedule for the village hall. It was resolved to discuss this once the list had been received.

(e)   Tatsfield in Bloom: update

Jon Allbutt reported that planting was progressing well and that more volunteers were needed.

(f)    Police: update

Ian Mitchell reported a new Inspector Dan Gutierrez for the district. Residents were also urged to report any abandoned cars in the parish to local PCSOs and reminded members that PCSO Rupert Kelly was outside Linda’s each Monday.

(g)   Biggin Hill Airport: update

Ian Mitchell reported the Bromley Committee meeting on 25/3/15 would decide on whether to approve Biggin Hill Airport’s application for longer hours.

(h)   Speedwatch

Ian Mitchell noted that recent activities in and around the 20 mile per hour zone had caught 16 people speeding including using their mobile phones.

(i)     Tatsfield Fairtrade Steering Group

Doug Massey noted the recent event for Fairtrade week had been very successful with a short film and speakers entertaining around 90 people in the Village Hall. £360 had been raised that evening which was a great achievement and had been well supported by the village. Thanks were issued to the Parish Council for its constant support of the group.

 

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

Doug Massey noted this was still outstanding.

 

  • Flower bed maintenance in car park Westmore Green – £115.00 quote for Westmore Green

287/0315         It was resolved to approve the quote for planting the flower bed outside the new houses on Westmore Green (where The End used to be).

b)    Westmore Green :

  • Traffic island in Village Centre – update

288/0315   The Chair noted there was no update on this matter and that this was likely to be an ongoing project to consider all options. She noted this was likely to be handed over to the new Parish Council in May.

  • Damage to Westmore Green near Whitewood Cottages / layby

289/0315 Ian Mitchell noted the residents affected in Whitewood Cottages had been approached. Building work was causing exacerbation to already muddy surfaces in the layby and path in that section of Westmore Green – he suggested laying stone chippings. The Chairman proposed and it was resolved the Clerk should request a quote to repair the damage to the pathway and suggest a working solution to the problem.

Ian Mitchell further proposed and it was resolved that the Hayes Pasture barrier repairs be added to this work. The Clerk to expedite.

c)     Maesmaur Corner: update

290/0315 The Chair noted the meeting with neighbours on site had progressed well and the Parish Council had agreed the new boundary to be reinstated and that this was likely to deviate slightly to in order to make it necessary not to change an existing driveway. It was resolved the Clerk should send a letter to the residents confirming what had been agreed.

d)    Tatsfield Green:

  • Damage to verge outside Top o the Down – update

The Clerk had circulated a letter received confirming reinstatement would take place once a new water mains had been installed. The residents had also complained about 2 trees on the verge.

291/0315 It was resolved the Clerk should pass the matter regarding the trees to Tandridge District Council who manage the Green on behalf of the Parish Council. It was further resolved the Clerk should respond to the residents informing them of this fact.

  • Pippins wayleave : update

The Clerk noted no further contact had been received, letters had been sent as requested by the Parish Council at the meeting in February and she was in the process of sending out letters to all estate agents. The matter had been passed to Roger Taylor, the Parish Council solicitor but was unlikely to be progressed until the property was once again on the market.

  • Bench placement

292/0315   It was resolved that the new benches would replace the existing placements on Westmore Green and that on Tatsfield Green the one facing Ricketts Hill Road would be removed to the other side of the path (just further back from where it is currently) and the 7th one would replace the current location on Tatsfield Green (near Rag Hill Road). The 8th bench with the plaque would need to wait until a decision had been made on the traffic island layout. The Clerk was asked to communicate this to the contractor.

 

e)     Parish Council Car Park and retained facilities:

293/0315 It was resolved a site meeting was needed to understand issues with the lighting bollards and the location of instructions on how to use the lighting bollards. This should take place in the next few days and further updates would be available at the next meeting.

f)      Tatsfield Community Games Area:

  • Access from Reeves field to Village Car park

294/0315 Following complaints received re users of the path from Reeves field to the car park causing damage to flower beds, it was finally resolved to investigate using vegetation to discourage people from using the flower bed and direct them to where they should go with stepping stones.

 

g)    Aileen McHugo Building:

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

The Chair noted these were progressing and a further update would take place at a later meeting.

h)    Village Hall :

No update – this was covered in item 9d.

i)      Tatsfield Allotments and Community Gardens: update

The Chair noted slow progress was being made on the list of items agreed at the supplementary with most awaiting feedback from either Tatsfield Horticultural Society or the Allotments Group to move forward.

 

(j)    MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Limpsfield Annual Parish Meeting 18/3/2015 at 7.45pm – Helena Garcia-Mcleod might be able to attend,. Clerk to send out invitation to her.

(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

Ian Mitchell noted that there were 3 lots of planning documents missing and asked everyone to check their homes for the missing documentation.

 

The   meeting concluded at 10.14pm

 

Matters raised under Public adjournment:

1-     Pot hole in Clarks Lane – needs to be filled.

2-     Footpath 25 has become a bridlepath.

3-     Is the Parish Council going to put up signs in the village indicating the location of the defibrillator ?

4-     Thank you to the Tatsfield History Society for their recent display in the Parish Rooms.

5-     Is the Design Statement 2015 going to be issued to residents now it has been approved ?

 

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

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

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

Clerk

30/11/14

In progress

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

COMPLETE

Item & page

(12 Jan 2015)

Action

Who

Date by

Result

207/0115, 2

Purchase and arrange installation of new kitchen door

Clerk

9/2/15

In progress

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

In progress

230/0115

Add link from Facebook page to CAB Facebook page

Clerk/N Stokoe

9/2/15

In progress

231/0115

Request admins for Facebook page

P Kerry

15/2/15

 

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

253/0315

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0315

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0315

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

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

272, 273/0315, 21

Inform Tandridge planning of Parish Council decisions

Clerk

11/3/2015

COMPLETE

276/0315, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

 

278/0315, 22

Inform St Catherine’s Hospice of grant award

Clerk

23/3/2015

COMPLETE

285/0315, 22

Progress invitations for APM and complete advertising

Clerk / members

31/3/2015

 

289/0315, 23

Arrange quote for work

Clerk

31/3/2015

 

290/0315, 24

Letter to residents ref Maesmaur Corner boundary

Clerk

31/3/2015

 COMPLETE

291/0315, 24

Inform TDC re trees and write letter of acknowledgement to residents of Top o the Down

Clerk

31/3/2015

COMPLETE