Agenda for Main meeting of Tatsfield Parish Council held on 12th October 2015 at 8.00pm in the Parish Rooms

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th October 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Ian Mitchell (in the Chair)

                                    Mrs Nichola Stokoe Mr Niall Kells, Mrs Helena Garcia-Macleod, Mr Mike Sarll     

                                    Mrs Althea Davies Mrs Pat Coombe

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 7 parishioners.

 

1.    APOLOGIES

None

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

506/1015 The Chairman noted that he declared an interest in item 8a as he lived on one of the roads that had made an application for road planings. It was noted that many other Parish Councillors had similar interests, with Mike Sarll, Althea Davies and Pat Coombe being in a similar position. The Chairman suggested that there should not be any decision making by all parties expressing an interest during this item.

3.    Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 28th September 2015

507/1015 There were a few small changes made to correct grammatical points on the minutes, these were noted on the relevant page and initialled by the Chairman. The minutes were then adopted as a true record of the meeting and signed by the Chairman.

4.    Agree to change to Item 9i in Minutes of Meeting held on 10th September 2015 and re-signing of this item and page 2015/75

The Clerk informed members that she had been asked for a change to the already approved and signed minutes from 10th September 2015 and she had agreed to this request, on the understanding that it was minuted at this meeting.

 

508/1015 It was resolved that item 9i on page 75/2015 of the minutes of 10th September 2015 be replaced by the following :

The Chairman reported that a number of local businesses and organisations had removed banner advertising that they had put on display in recent weeks.  This was in response to enforcement letters from Tandridge District Council following the Parish Council’s inquiry about their legality. In one case an advert had been replaced by one which conformed to planning law. Beaver Water World had been given approval for many of their adverts when the site was part of London Borough of Bromley. Further information would be made available when received.

As this was a more accurate reflection of the matter discussed. The Chairman signed the new page of the minutes and this replaced the previously signed page.

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

The Clerk noted most actions had been completed – outstanding actions included items awaiting feedback from Tandridge District Council and the Tatsfield Volunteers.

6.     PLANNING   

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

  • TA/2015/1717: Gorsey Down Farm, Ricketts Hill Road, Tatsfield TN16 2NB
    Erection of dormer window and 2 roof lights to south elevation in association with conversion of existing garage and internal alterations to provide mezzanine floor in loft space to habitable accommodation. Erection of porch to north east elevation. Formation of window to east elevation and sunken terrace to south elevation

509/1015 No objection.

510/1015 No objection.

511/1015 The Clerk was instructed to inform the Tandridge planning team of the Parish Council’s resolutions.

(b)   Planning team for October: Niall Kells

512/1015 It was agreed that Niall Kells would remain to assist the planning members this month as he had not had a good opportunity to assist in September.

(c)   Consultation on Bromley's Local Plan: Draft Allocation, Further Policies and Designations Document – discuss.

The Chairman had noted on his report that this consultation did not appear to offer many concerns to Tatsfield, despite Bromley proposing to remove some land around Biggin Hill Airport from the Green Belt.

513/1015 It was resolved no formal response was required but members should keep a close eye on further developments.

514/1015 The Clerk was instructed to request an update from Piers Morgan at Tandridge District Council regarding dates for planning training of members.

7.     FINANCE

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

The Clerk noted the second precept payment of £21,000 had been received in September and this accounted for the large increase in the current account balance.

515/1015 The payments listed in Appendix B were authorised and cheques were signed together with supporting invoices.

 

b)    Discuss and agree items requiring expenditure:

  • Grant request from Tatsfield Horticultural Society : contribution towards £400 cost of lighting in Village Hall

516/1015 It was agreed that the Parish Council would support this request in principle. There appeared to be some outstanding queries from the Village Hall regarding the possibility of a more permanent structure which would not need storage and therefore be more useful to other users. It was resolved the Parish Council would wait until further clarification and final decisions from the parties involved provided an updated price before making a decision on the amount to offer.

 

c)     Receive Audit sign off from external auditors (BDO LLP) and accept their report and recommendations

517/1015 The Parish Council noted and received the sign off of the accounts by BDO LLP, together with the qualification for not having signed and minuted a formal financial risk assessment. The Parish Council additionally noted the recommendations for action and it was resolved the Clerk had already acted to rectify the matter as a formal risk assessment had already been signed in July for the current financial year and this would be incorporated into year-end processes in May / June annually.

 

d)    Agree action on outstanding invoice for Matchpoint Tennis (use of TCGA) requesting reduction for non-completion of bookings due to lack of local interest. (total owed £142)

518/1015 This matter was discussed and it was resolved that the Parish Council had already given a sufficient discount to this commercial organisation and that therefore the Clerk should request payment of the outstanding amount (£142) in full.

 

e)     Note correspondence indicating increase of £1.82 per month in cost of cleaning for Aileen McHugo Building effective 01/10/2015

519/1015 The Parish Council received and noted the impending increase effective as at 1/10/2015.

 

8.    HIGHWAYS & RIGHTS OF WAY

a)     Highways :

  • Update – Rag Hill Road planings removed

Niall Kells noted the planings which had been left on Rag Hill Road for quite some time had now been removed by Surrey Highways. This was welcomed by members.

  • Approach Road / Lusted Hall Lane repairs: 21st October for up to 5 days.

The date for the Approach Road / Lusted Hall Lane repairs was confirmed as starting on 21/10/15 weather permitting.

  • Road planings: updated list

The Chairman noted and advised members that any decisions relating to allocation of planings requested by local residents should exclude members who had declared an interest on item 2 (506/1015).

David Hodge proposed ban on site meeting with the contractor and Ian Mitchell to go through the updated list of requests for planings (the Clerk provided him with a hard copy at the meeting).

520/1015 It was resolved the Clerk should send David Hodge an electronic copy of the planings requests as soon as possible. It was further noted that Mr Hodge would visit Tatsfield and meet with Ian Mitchell to go through the list but that no further information or action was available at this stage.

 

521/1015 It was resolved to agree the installation of a sign warning Heavy Goods Vehicles of the unsuitability of the road at the Surrey end of Rag Hill Road. The Clerk to inform parties involved.

 

b)    Rights of Way:

  • FP21 kissing gate to replace style – update

The Clerk noted she had made contact with the new Rights of Way officer in Surrey County Council – Mary Ann Edwards and she was looking into the matter of the request for a kissing gate to replace the style on Footpath 21.

  • Church Lane footpath – update

The Clerk reported she had received notification from one of the land owners contacted in August 2015 stating they would not be able to assist with this venture as action required to remove the hedge adjoining their property would compromise their security. The Chairman noted that the approaches to the landowners on the other side had not offered solutions that could be used to progress this matter further.

522/1015 It was regretfully resolved this matter would need to be adjourned to a later date when other developments might present themselves but that no further action could be taken at this stage and this item should be removed from the agenda.

9.    NOTIFIED ITEMS

a)     Housing: update on housing needs register

The Chairman reported 18 residents had been identified as being on the housing needs register for Tatsfield. The Chairman asked members to consider the possibility of a new housing needs survey and a possible new Affordable Housing project for this Parish Council’s term.

 

b)    Defibrillators – update

The Chairman noted the defibrillator was registered with the London Ambulance service but was awaiting confirmation about whether this automatically then rolled over to all other ambulance services. There was a possibility of getting another defibrillator for free through the British Heart Foundation.

523/1015 It was resolved the Clerk should investigate the possibility of obtaining a defibrillator for free for Crossways Court.

 

c)     Volunteers : update

The Clerk noted she had sent a follow up email to remind Mr Allbutt this had not yet been resolved but had not received any further update.

 

d)    Banner Advertising follow up

The Chairman noted a smaller banner had been placed at the Old School further to Tandridge ‘s request and the adverts at Beaver Water World were still under discussion.

 

8.55pm Meeting suspended for public participation

9.04pm Meeting reinstated.

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

a)     County Councillor

David Hodge reported on the following items:

1-     He would address the request from a resident regarding land the Parish Council had subsequently identified as belonging to Surrey County Council at the end of Redhouse Road, on Friday when he visited the village.

2-     The second stage of Project Horizon was due to start and David Hodge is looking for proposals from Tatsfield re more roads that would need resurfacing. The Clerk noted this had already been done earlier in the year and that she would send him the email from that time.

Mr Hodge was asked whether the verges identified by Niall Kells on the Surrey Highways website as being on their cutting schedule were actually being cut by Surrey contractors.

Mr Hodge was asked about grants for the Village Hall.

He assured members both items would be addressed once he had looked at details.

 

b)    District Councillor

Martin Allen had sent his apologies together with an email update which was circulated to members:

 

1-     He attended the Overview and Resources Committee on the 29th Sep I attended the Civic Service for the Chairman of TDC held at St John the Evangelist, Hurst Green on 4 October 2015.

2-     He joined in the Customer Service week last week at the TDC spending 2 hours with the staff who take the telephone calls and 2 hours with the staff who man the front desk. An interesting experience.

3-     He will be attending the Westerham meeting on Tuesday evening as I have started to receive feedback from residents who will or who feel they will be affected by the planning application on the old Moorhouse Tile site.

c)     Village Hall Management Committee:

  • Update on storage and upstairs room for History Project

No update was provided at this stage.

  • Feedback from sub-committee for Windows project

Helena Garcia-McLeod informed members the Village Hall Management Committee had been rather upset they had not been consulted on the selection of the contractor for the windows, and that their requested meeting with Niall Kells to discuss the windows styles had not yet taken place.

Members noted that there had not been a selection of styles, only of the contractor to supply the windows. The Clerk noted that the sub-committee had not yet met to discuss funding options and these were more important than selecting window styles at this stage of the project.

524/1015 Members noted and acknowledged David Hodge’s offer to provide a specification summary of the project for windows replacement in the Village Hall. A meeting between Niall Kells and Lloyd / Peter Maynard would take place as soon as possible.

  • Door specification: update on Building Regulations

The Clerk noted that Building Regulations for the door had been confirmed by a Building Regulations inspector as needing to be 800mm and a ramp needed 1200mm with a gentle slope finish and hand rails on either side. Both remaining contractors had updated their quotes (fi required) and the Parish Council now awaited confirmation from Little Acorns Pre School before considering this project further.

 

d)    Tatsfield in Bloom: update

Bob David noted the hard work the volunteers had put in over the Summer maintain the village neat and tidy. Daffodils along Westmore Green were to be replenished and the vines would be retained next year.

 

e)     Biggin Hill Airport: update

The Chairman had provided a report for all on general point. He noted that the final decision on the airport’s opening hours would be made by London Borough of Bromley on 26th November 2015. The airport complaint line had a new system and the number was 01959 578580. Oxted and Limpsfield residents were concerned with changes to flight routes for runway 3 but this was unlikely to affect Tatsfield.

 

f)      Speedwatch

The Chairman noted some sites had been removed from the Speedwatch location schedule to focus on others considered more problematic.

 

g)    Tatsfield Fairtrade Steering Group: update

No update at this time.

 

h)    Tatsfield Vern d’Anjou Association: update

Althea Davies noted the Parish Council would be forming a team to support the upcoming quiz night.

 

i)      Oxted Citizens Advice Bureau

Althea Davies would be attending the next meeting in 2 weeks.

 

j)      Tatsfield Horticultural Society
Martin Allen had sent in a report on activities which were noted by the Chairman:

  • Gardening Club of 13th October had to be cancelled.
  • Compost site has now closed to the public for the acceptance of Green waste but they continue to hold a good stock of composted material which is still going out.
  • He has circulated all interested parties regarding the collective response to the Track Lighting for the stage on the Village Hall and I await their and your response on this.
  • The A G M will be held on 10th November at the Village Hall . Tickets £ 4 This year we have invited Tessa Allen who is a R H S Speaker and lecturer, she will give us a talk on the subject of " Winter Colour and Scent" .

11. PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee : update

  • Bin purchases : the Clerk noted that 2 dog waste bins had been ordered for Westmore Green and Goatsfield Road. All details were in the minutes which would be received at the supplementary meeting. Further waste bins for the car park and the new bench had been approved for purchase.
  • Tatsfield Green: trees / sightlines cut – the committee had determined to accept 3 additional cuts to sightlines / lines of desire on Tatsfield Green to start in the 2016-17 financial year at £280+Vat per cut.
  • Old Lane ditch – Mike Sarll noted that Steve Hyder was chasing Nick Dance for the ditch to be cleared shortly.

The Chairman noted that there may be a boundary encroachment by the new owners of Tatsfield Lodge and the Parish Land Committee should address this matter. It was noted the Supplementary meeting should be closer and this could be discussed then.

b)    Maesmaur Corner: update

Nicola Stokoe confirmed this matter was proceeding as expected and the Clerk was awaiting the signed deed and payment from solicitors.

 

c)     Parish Council Car Park and retained facilities

The Chairman noted David Mitchell had been asked to quote for changing the part of kerb currently sticking out and being damaged on the corner of the entrance / exit to the car park.

d)    Tatsfield Community Games Area

Pat Coombe noted their next meeting to confirm final details with Mr Rose for undertaking tasks for maintenance to the Tatsfield Community Games area would take place on 13th October 2015 with Althea Davies.

 

e)     Aileen McHugo Building

  • CCTV: update

The Chairman confirmed a meeting was being arranged for next week.

f)      Village Hall

This item had been covered under 10c.

 

12. MEETINGS TO ATTEND / CORRESPONDENCE:

  • to agree attendance at Meetings to which Parish Councillors are invited
  • SSALC AGM – 15/10/2015 in Dorking 09.30-15.30 – Ian Mitchell to attend
  • Crime Summit: 3/11/2015 at Council offices in Oxted at 6.30pm for 7pm - Althea Davies to attend
    • to discuss Correspondence received by the Clerk
    • The Clerk confirmed all correspondence had been addressed under the relevant 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

  • The 464 bus, Hail and Ride and the Accessibility Policy
  • Boundary encroachment on Tatsfield Green

 

The Meeting closed at 9.47 p.m.

 

Subjects raised in Public Adjournments

 

1-     Neighbourhood plan for Tatsfield? The experience of attending the Woldingham Planning meetings showed that parish council was very different to Tatsfield and recent attempts to start the neighbourhood planning initiative within the village had not been met with much enthusiasm.

2-     Has anything further happened to the layby to addressing the layby parking by the White House?

 

 

 

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

327/0415

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

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(27 July 2015)

Action

Who

Date by

Result

441/0715, 70

Investigate options for hedge at boundary with Old Police House as well as clarify ownership.

Clerk/ N Stokoe

01/09/2015

In progress

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(28 Sept 2015)

Action

Who

Date by

Result

490/0915

Clarify matters on Hail and Ride decision by TfL and arrange meeting with members

Clerk

26/10/2015

 COMPLETE

493/0915

Draft new letter with full proposals for Caretaker

Clerk

9/10/2015

COMPLETE

503/0915

Contact David Hodge re planings and update when all confirmed groups have been received

Clerk

12/10/2015

Complete

Item & page

(12 Oct 2015)

Action

Who

Date by

Result

509-511/1015 88

Inform Tandridge Planning of Parish Council resolutions

Clerk

16/10/2015

COMPLETE

514/1015 88

Request dates update from Piers Morgan

Clerk

16/10/2015

COMPELTE

518/1015 88

Request payment in full from Matchpoint tennis

Clerk

16/101/2015

COMPLETE

520/1015 88

Send electronic copy of planings table to D Hodge

Clerk

12/10/2015

COMPLETE

521/1015 88

Update parties on new sign at Rag Hill Road

Clerk

16/10/2015

 COMPLETE

523/1015 89

Investigate possibility of free defib

Clerk

9/11/2015

 in progress

 

Agenda for Main meeting of Tatsfield Parish Council held on 9th November 2015 at 8.00pm in the Parish Rooms

DRAFT MINUTES of a Meeting of Tatsfield Parish Council held on the 9h November 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Ian Mitchell (in the Chair)

                                    Mrs Nichola Stokoe Mr Niall Kells, Mrs Helena Garcia-Macleod, Mr Mike Sarll     

                                    Mrs Althea Davies Mrs Pat Coombe

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 5 parishioners.

 

1              APOLOGIES

534/1115 Mr Martin Allen’s apologies were received and accepted by members.

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

None

3              Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 26th October 2015

535/1115 it was resolved the minutes of the supplementary meeting held on 26th October 2015 circulated by the Clerk were a true representation of that meeting and were duly signed by the Chair.

 

4              Receive and accept the minutes of the Finance Committee meeting held on 4th November 2015

536/1115 It was resolved to received and accept the circulated minutes of the Finance Committee meeting held on 4th November 2015.

 

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

The Clerk noted all actions were covered under existing agenda items but highlighted the point regarding the outstanding information on the volunteers.

 

6              PLANNING         

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

  • TA/2015/1709: The White House, Westmore Green, Tatsfield TN16 2JS
    Conversion of existing storage barn to dwelling and formation of dormer windows to front & rear roof slopes.

537/1115 It was resolved not to object. This planning application was a re-affirmation of what had been granted by Tandridge in 2002. It was further resolved to request permitted development rights be removed as in the original permission granted and to request a condition that the new building be used as ancillary to the White House as provided in policy DP14(4) of the Tandridge Local Plan. The Clerk was instructed to inform Tandridge Planning of the decision.

 

(b)   Planning team for November:

538/1115 It was resolved Althea Davies would take the lead on planning for November.

 

(c)   Tandridge District Council: Local Plan meeting invitations in November / December

The Chair noted there were 2 sets of meetings organised, one for councillors on 23/11/15 at 10am-12.00 and 7-9pm. These would explain what is contained in the consultation document and the accompanying evidence reports.

539/1115 It was resolved Pat Coombe and Mike Sarll would attend the 10-12 meeting on 23/11/15. The Clerk to arrange.

The Chair further noted additional meetings on 16/12/15 at the same times as above would how comments on the consultation document can be made and how such comments will be taken into account.

Clerks were encouraged to attend one of these, together with a councillor.

540/1115 It was resolved the Clerk and Niall Kells would attend this session in the morning (10-12) – the Clerk to arrange.

 

(d)   Training Tandridge District Council.

The Chair noted the Clerk was trying to set up possible dates to offer to Piers Mason of Tandridge District Council for a planning training session in Tatsfield. The Clerk agreed she would set up possible options on Doodle.

 

The Chair noted that generally there were planning enforcement issues in Old Lane and at Moorhouse there was a mineral planning matter due to be the subject of a public inquiry regarding an appeal against a Surrey County Council enforcement notice.

 

7              FINANCE

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

541/1115 The payments listed in Appendix B were authorised and cheques were signed together with supporting invoices.

(b)   Discuss and agree items requiring expenditure:

  • New laptop / computer for Aileen McHugo Building : £850 estimate + software

The Chair noted the existing laptop had ceased to work – it had been purchased in 2008.

542/1115 It was resolved that Althea Davies and Mike Sarll would research options to present to members at the supplementary meeting on 23rd November for the purchase of a laptop. Preferences were for the laptop to be locally sourced, for a reasonable price (not exceeding £850). It was advised quotes should be referenced and sent to the Clerk.

 

  • Parish Council car park kerb change quote: £450

543/1115 It was resolved to accept the quote from Dave Mitchell to alter the car park kerb (as you exit the Village Hall car park on the right hand side) to ensure it was less likely to be damaged as it was currently jutting out quite a long way. The Clerk to inform Dave Mitchell.

 

8              HIGHWAYS & RIGHTS OF WAY

(a)   Highways :

  • Approach Road / Lusted Hall Lane repairs: update

The Chair noted the new surface and cats eyes on Approach Road were great and the Parish Council thanked Surrey Highways. He also noted that further work would take place on Lusted Hall Lane once legalities had been agreed.

  • Road planings: feedback report

The Chair noted that the following points had been learned from the planings project and experiences of local residents in their attempts to obtain planings for their roads:

  • Details of people requesting planings and the agreed list of applicants had not reached workers on the ground.
  • Residents should ensure that they follow up emails / phone messages, preferable with a visit to the workers on site to reinforce their case
  • It would be preferable to have the whole matter managed by a non-Parish Council Tatsfield resident
  • Johns Road had a very favourable outcome, as did Ninehams on a lesser scale. It would be worth future interested residents talking to those involved in these successes to learn from their experiences.
  • No one had been asked to pay for deliveries.

 

The Chair also noted the Clerk and members had received complaints of a large amount of fly tipping on Maesmaur Road and a smaller amount in Ninehams. Tandridge had been informed and had cleared it all from Maesmaur by 9th November. This speedy action was praised.

 

(b)   Rights of Way:

  • FP21 kissing gate to replace style – update

The Clerk noted the Rights of Way officer from Surrey had now offered to replace the gate and asked whether the Parish Council could arrange installation. The officer still needed to check with the landowner about 2 other stiles beyond the one in this item and Estates team about replacement of the stile with a gate.

544/1115 It was resolved to support this offer and the Clerk was instructed to continue liaising with the officer and to obtain quotes for installation when indicated.

 

8.36pm Meeting adjourned for public participation

8.45pm Meeting resumed

 

Upon resumption of the meeting the Chairman asked that the Clerk minute the following thanks received:

  • To those who had arranged the display of Remembrance Day poppies in the village centre.
  • To members who had attended the Remembrance Sunday services at St Marys on behalf of the Parish Council

 

9              NOTIFIED ITEMS

(a)   Housing: discuss requirement for additional housing needs survey

545/1115 Following a short discussion, it was resolved to instruct the Clerk to liaise with Surrey Community Action and Tandridge to request a new housing needs survey for Tatsfield.

 

(b)   Defibrillators – update

The Clerk noted she could not apply for a new defibrillator until its location had been agreed. The Clerk also noted she had filled in the form to register the existing defibrillator with Surrey A

546/1115 It was resolved that the new defibrillator should be located at Crossways Court and that Tandridge Housing department needed contacting for approval. The Clerk should then proceed with the application on the Parish Council’s behalf.

(c)   Volunteers: update

The Clerk confirmed that she was still waiting for the outstanding item from the Tatsfield in Bloom volunteers , namely:

  • The Tatsfield Volunteer Group members list to be provided but it should be understood that we cannot say that this is a definitive list or when each person will be 'on duty'
  • Jon Allbutt will provide risk assessments that will be formally updated each year
  • JA will provide a H&S training/briefing session each year with a short guidance note

The Clerk confirmed the other outstanding item had been resolved with a small budget of £200 being included within the budget provision for 2016-17.

547/1115 The Clerk was instructed to make contact with the other organised group of volunteers of which the Parish Council was aware of, run by Phil Brett, and notify them of the fact they are not covered by Parish Council insurance and explain what needed to be done for the group to be covered by insurance

 

(d)   Hail and Ride: 464 update report

The Chair noted the Transport for London (TfL) representative had called him to apologise for not yet having formally responded to the Parish Council’s request for a written summary of their position and view on this matter. Tatsfield Parish Council still needs written confirmation from TfL about their position on Hail and Ride for 464 before they can make a decision on the bus stop.

548/1115 It was resolved this matter be deferred to the next meeting where further information would hopefully be available.

 

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

(a)   County Councillor

David Hodge noted the following matters:

1-     Clerk should send him a formal request regarding the state of the footpath to Scout hut and football pitch to see if there is anything Surrey County Council can do.

2-     Moorhouse planning application: concern from Surrey Highways regarding the traffic assessments provided by the Titsey Estate, highly sceptical regarding the traffic figures provided, as well as the lack of car parking allowances for the other buildings. Surrey County Council believes the proposals are an overdevelopment of the site.

(b)   District Councillor

Martin Allen had sent an update to the Clerk with the following:

  • Attended the Westerham Meeting that was called to rouse the residents of Westerham to make objections to the Moorhouse Tile works planning application. Has received 2 complaints to the application from Titsey residents.
  • Attended Local Plan Steering Group and Finance/ Budget workshop. Had follow up meetings with TDC personnel responsible on both these matters
  • Undertook a Tour along with other members of the Community Service sites in Hurst Green. Recycling now seems to be on the increase and special livery refuse lorries now being used to increase the adverts for recycling. One lorry now fitted with Cameras and hoping the whole fleet will be done next year.
  • Met with Roxhill and GKA who presented a good case for the planning application for Moorhouse Tile works, without of course allaying the fears of the residents of Westerham, Brasted , Sundridge etc.
  • Attended Overview and Scrutiny committee of which the Crime Summit formed part of with a presentation from the Police and Crime Commissioner for Surrey.
  • Seems all is well in the village as have received no calls or comments from any one on anything.
  •  
  • Update on storage and upstairs room for History Project

(c)   Village Hall Management Committee:

Helena Garcia-McLeod noted there were still concerns regarding access to the proposed room, with members having requested a quote for external stairs (£2800).

 

  • Feedback from sub-committee for Windows project

Niall Kells reported a good meeting held with Peter Maynard and Carol Jordan at the preferred supplier where an alternative quote was requested for sash windows at the front of the building and casement everywhere else. A grant meeting was being held on 10/11/15 to discuss options.

 

  • Door update : review quotes and select supplier

The Clerk noted Little Acorns Pre School had confirmed they would be contributing a non-refundable donation of at least £1200 to this project and were willing to provide more once the final figure for the project was known.

549/1115 It was resolved to accept the less expensive quote for supplying the door amounting to £2800 + VAT. The Clerk to inform the contractor. The Clerk was also instructed to determine what drawings would be needed for the planning application and source a provider if required.

 

(d)   Tatsfield in Bloom: update

Pat Coombe noted from the October minutes of the TIB meeting that the Clerk should await contact regarding the track off Lusted Hall Lane. No contact yet made. Hedges in Westmore Road had been cut back by the volunteers but residents needed to be asked by the Parish Council to ensure their hedges were cut back and safe.

550/1115 It was resolved to remind people to keep their hedges safe through the Parish Magazine and through a letter from the Clerk.

Pat Coombe further noted a request to move the salt bin back away from the wall on Westmore Green by the new houses where it had been placed by the previous Parish Council to discourage parking, so shrubs could be planted.

551/1115 The Parish Council resolved the salt bin should stay in location and that no shrubs were required.

 

(e)   Biggin Hill Airport:

  • Flight path meeting invitation

The Chair noted the above invitation for 24th November 2015 at 10.30 to discuss the imminent proposals for flight path changes that Tandridge were concerned about. In his opinion these were unlikely to affect Tatsfield.

Bromley would be decided at the end of November whether to extend operating hours in exchange for noise reduction project. There was opposition from residents in Keston.

 

(f)    Tatsfield Fairtrade Steering Group: update

Pat Coombe confirmed she would be attending a meeting on 16th November 2015.

 

(g)   Tatsfield Vern d’Anjou Association: update

No update

 

(h)   Oxted Citizens Advice Bureau: update

No update.

 

(i)    Tatsfield Horticultural Society

Martin Allen ad sent the Clerk an email reminding members the Annual General Meeting of the society would be taking place on 10th November 2015 with a talk in the Village Hall at 7.30pm and tickets were available. He encouraged members to attend the event.

 

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 provided the following update after the meeting on 6th November 2015:

  • New dog waste bins and litter bins for car park and new bench had been ordered
  • The committee had agreed to replace the diseased lime tree which had now been felled, with a copper beech but was looking for guidance on cost and size of tree.

552/1115 It was resolved a maximum limit of £2000 for purchase and installation should be spent on replacing this tree.

  • The Clerk was getting an alternative quote for restricting growth on trees along Tatsfield Green RHR / Rag Hill – current quote from Nick Dance was £780+Vat.
  • Maintenance schedule updated and would be circulated by the Clerk to all
  • The Risk Management schedule had been adopted and once updated would also be circulated.
  • agreed on Indian Sand Stone for the pathway
  • looking for a new sign for the Tatsfield Community Games area re opening hours and behaviour

 

(b)   Tatsfield Green:

  • Deed of Easement : Heath House

The Clerk noted she had sent details of the Deed of Easement together with costs and was awaiting a response.

  • Tatsfield Lodge boundary agreement

The Chair noted the Parish Council awaited a response from the resident with proposals for the boundary.

 

(c)   Maesmaur Corner: update

553/1115 This matter had now been concluded and it was resolved to remove it from the agenda.

 

(d)   Parish Council Car Park and retained facilities

The Clerk noted she had contacted Derek Rose re closing the gates at dusk every night and this appeared to now be happening. This matter would be monitored on an ongoing basis.

(e)   Aileen McHugo Building

  • CCTV: update

The Chair noted he had accepted an upgrade to a business level system free of charge offered by ADT and was awaiting details of installation. The Clerk noted she had now received the amount owed by ADT but it had taken them 2 months to return the funds of £424.50, taken without the Parish Council’s consent by Direct Debit in August.

 

(f)    Village Hall

Covered under item 10c

 

12            MEETINGS TO ATTEND / CORRESPONDENCE:

  • to agree attendance at Meetings to which Parish Councillors are invited
    • A site visit to Moorhouse arranged by Tandridge District Council on 18th November 2015 at 2pm – Ian Mitchell to attend and was given the invitation by the Clerk.

 

  • to discuss Correspondence received by the Clerk

The Clerk noted all correspondence had been addressed in existing 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

  • Send updated insurance buildings policy to Carol Jordan at Village Hall Management Committee.

 

The Meeting closed at 10.03 p.m.

 

Subjects raised in Public Adjournments

1-     Verge / pathway going to Scouts Hut and football pitches really needs seeing to as it is dangerous and muddy and children end up either walking in the road or getting taken by car. A proposal was made by David Hodge.

2-     Thank you for putting the poppies up in the Village so artistically

3-     The parish magazine has advertisements for suppliers / repairers of computer equipment

4-     Thanks to Tatsfield Parish Council representatives who attended the Remembrance Sunday services.

5-     Breach off Church Lane from golf club is still pouring water onto the road – what is happening to resolve this? (discharge onto highway).

 

 

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

327/0415

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

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(12 Oct 2015)

Action

Who

Date by

Result

523/1015 89

Investigate possibility of free defib

Clerk

9/11/2015

In progress

Item & page

(26 Oct 2015)

Action

Who

Date by

Result

532/1015

Order Blachere lights

Clerk

9/11/2015

COMPLETE

534/1015

Magazine article to summarise experience of planings distribution from Approach Road

Chair

12/11/2015

COMPLETE

Item & page

(9 Nov 2015)

Action

Who

Date by

Result

537/1115 98

Inform Tandridge Planning of the Parish Council’s resolution

Clerk

13/11/2015

COMPLETE

539-540/1115 98

Book attendees at local plan sessions with Tandridge

Clerk

16/11/2015

COMPLETE

542/1115 99

Research laptop quotes and provide to Clerk for 23/11/15

Althea Davies / Mike Sarll

23/11/2015

 

543/1115 99

Inform contractor to proceed

Clerk

13/11/2015

COMPLETE

544/1115 99

Liaise with Surrey Rights of Way officer to arrange installation of new kissing gate when indicated,

Clerk

14/12/2015

 

545/1115 99

Request new Housing Needs Survey

Clerk

13/11/2015

COMPLETE

546/1115 99

Agree location for defibrillator on Crossways

Members

16/11/2015

COMPLETE

547/1115 99

Request authorisation from Tandridge and complete application form for British Heart Foundation

Clerk

Dependent on above

 

548/1115 100

Contact Phil Brett ref volunteers requirements to be included on PC insurance.

Clerk

16/11/2015

COMPLETE

549/1115 100

Inform selected contractor and find out / source planning drawings required.

Clerk

16/11/2015

In progress

 

Agenda for Main Meeting of Tatsfield Parish Council on 14th December 2015 at 8pm in the Parish Rooms

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 14h December 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Ian Mitchell (in the Chair)

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

                                    Mrs Althea Davies Mrs Pat Coombe

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 5 parishioners.

 

The Chairman noted at the start of the meeting that a former councillor – Mr Doug Massey – had hoped to be present at the meeting but was unable to attend and sent Christmas greetings to members and the Clerk.

 

1              APOLOGIES

567/1215 Mrs Nichola Stokoe’s apologies were received and accepted by members. It was noted that Mr David Hodge had warned he was likely to be late.

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

Niall Kells declared a personal interest in item 6a – TA/2015/2146. He did not take part in the discussion or decision making on this item.

3              Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 23rd November 2015

568/1215 The Chairman requested the following item be added to the beginning of the minutes of the meeting held on 23/11/2015: ‘The chairman expressed his sadness at the death of Tony Erbes, a member of the Parish Council from 1995 until 2007 and Chairman from 2000 until 2002. Tony’s experience as a project manager had been previously valuable at the time of the extension of the Village Hall and the building of the new school’. The Clerk agreed to add this as an annotation to the minutes of this meeting. The minutes of the meeting were subsequently approved as an accurate record and signed by the Chairman.

4              Receive and accept the minutes of the Finance Committee meeting held on 24th November 2015

569/1215 it was resolved to receive and accept the minutes of the Finance Committee meeting held on 24th November 2015.

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

The Clerk noted that she had just received the outstanding items ref item 9c (Volunteers).

6              PLANNING         

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

  • TA/2015/2023: Trevena, Chestnut Avenue, Westerham TN16 2EJ
    Erection of outbuilding to south of dwelling.

 

The meeting was adjourned at 8.11pm for public participation.

The meeting was reinstated at 8.17pm

 

570/1215 It was resolved to object to this planning application, on the basis that the building represented inappropriate development in the Green Belt and was disproportionately large. Concerns regarding the noise impact to the environment and to neighbours were also expressed. It was agreed the exact wording was to be agreed between the Chairman, Clerk and Nichola Stokoe.

 

  • TA/2015/2128: Libra, Ricketts Hill Road, Tatsfield TN16 2NB
    Erection of single storey side extension incorporating dormer window, single storey rear extension, 4 dormer windows to front elevation and 4 dormer windows to rear elevation in association with conversion of loft space to habitable accommodation.

571/1215 It was resolved to object: This application is reduced in scale from the previous application (TA2015/1187) – to which the Parish Council objected as a disproportionate addition over and above the size of the original dwelling, contrary to Policy DP13. Nevertheless, the Parish Council believes that the scale of this application continues to represent inappropriate development in the Green Belt

  • TA/2015/2146: Glenariff, 15 Paynesfield Road, Tatsfield TN16 2AT
    Erection of single storey side and front extension. Training Tandridge District Council.

573/1215 It was resolved to instruct the Clerk to request an extension on this item until the meeting in January 2016 as the plans had arrived too late for in depth consideration.

 

574/1215 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions as detailed above.

 

(b)   Planning team for December: to be determined

575/1215 Helena Garcia-McLeod and Niall Kells volunteered to assist in planning for December. Their offer was accepted by members.

(c)   Tandridge District Council: Local Plan meeting feedback

Mike Sarll provided an update of the session attended on 23/11/2015. He noted that all local councils are being asked by Central Government to asses planning in all aspects for the District for the next 20 years. Production of a Local Plan requires extensive consultation and this is the first phase of the consultation regarding what could / should be done in terms of housing, new facilities. Infrastructure etc for the next 20 years. The consultation ran from 18th December 2015 to 26th February 2016.
Mike Sarll noted there was a lot of information placed in Dropbox and members should make themselves aware of this.

The next meeting would be attended by the Clerk and Niall Kells.

The Parish Council needs to agree on how active it wants to be in feeding back and influencing the Local Plan. Two exception sites had so far been identified on the plan in Tatsfield as suitable for immediate development – one already had planning permission and was in the process of building (Thistledown).

576/1215 It was resolved to set up a Working Group with main members being the Chair, Nichola Stokoe, Niall Kells, Mike Sarll and Althea Davies, who would look in depth at the matters raised by the consultation and produce recommended responses for the main meeting. Other members would be welcome to attend if necessary.


The Chair noted that consultation on the National Planning Policy was currently open until 25/1/2016.

 

The meeting was adjourned at 8.50pm for public participation.

The meeting was reinstated at 8.56pm

 

7              FINANCE

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

b)    Discuss and agree items requiring expenditure:

  • New laptop / computer for Aileen McHugo Building : approve quote and select supplier (£400 - £600)

577/1215 It was resolved to accept the quote from MR Computing for a total of £757 to include a new laptop with faster processor, MS Office and the installation time quoted of 2 hours.

  • Agree contractor rate to review email / storage facilities

578/1215 it was resolved to approve an amount up to £342.50 equivalent to 5 hours of work, for assessment of email / storage and backup facilities currently in place for the Parish Council as well as asking whether remote access to the CCTV system could be engineered.

  • Disclaimer notice for car park – agree to purchase and amount

579/1215 it was resolved to approve an amount of up to £100 for this sign. The Chair noted that the signs indicating Parking for People with Disabilities needed replacing.

  • BT Premium Rate payment for email - £1.60 per month until cancelled

580/1215 The amount of £1.60 per month to be reclaimed by the Clerk who was paying it currently to safeguard the current Parish Council email account was approved.

  • Drawing for door in Village Hall: £150 – ratification

581/1215 The amount of £150 for production of drawings for the location of the door in the Village Hall to be submitted through planning were approved and ratified.

  • Additional cameras for AMB CCTV system – agree to purchase up to amount

582/1215 It was resolved to defer this item to the January meeting as no quote had yet been received and it was felt further tests of the new cameras were needed.

  • Repairs to Aileen McHugo Heating system: £194+VAT

583/1215 The repairs to the heating system based on the RH Heating quote circulated by the Clerk were approved.

  • Christmas tree purchase: agree to purchase and amount.

584/1215 The Christmas tree purchase of £250 + VAT was ratified and the Clerk was asked to thank Jon Allbutt for having arranged this at such short notice.

  • FP21 : Kissing Gate installation - £260+VAT per gate / Field gate : £190 + VAT

585/1215 The quote for installation of all gates was approved on FP21, subject to the landowner accepting access of the contractor with a digger. The Clerk to check whether the contractor would prefer the Clerk to contact.

 

c)     Approve Budget for 2016-17 as recommended by the Finance Committee and agree Precept amount of £42,000

586/1215 It was resolved unanimously to approve the budget presented and proposed by the Finance Committee on 24th November 2015 and examined by members. It was further resolved that for the financial year of 2016-17 the precept would remain at £42,000 and any shortfall would be made up from reserves (estimated shortfall in the budget stood at £8,946).

 

d)    Public Sector Led Body for Auditing from 2017 – decision on whether Tatsfield Parish Council will decide to opt in to new procurement options for external auditing

587/1215 It was resolved following consultation with the Clerk and based on the information provided, to opt in to the new procurement options for external auditing.

 

e)     Grant request for 2016/7:

  • Request from Tatsfield Fair-trade Group for £750.

588/1215 It was resolved to approve the request from the Tatsfield Fair-trade Group for a grant of £750 for the financial year 2016/17. The Clerk was instructed to inform the Group.

 

f)      Selection of Pension provider: agree on Pension provider in advance of 1 January 2016 staging date.

589/1215 It was resolved to select People’s Pension as the pension provider and the Clerk was instructed to proceed with next steps to ensure the Parish Council complied with its statutory duties as detailed by the Pensions Regulator.

 

g)    Appointment of Althea Davies to review Clerk’s role: agree and approve

590/1215 It was resolved to appoint Althea Davies to review the Clerk’s role and pay scales to report back in the New Year.

 

8             HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update

There was nothing to add under this Agenda item

(b)   Rights of Way:

  • FP21 kissing gate to replace style – update

The Chair noted that this item had been covered under Item 7b and that approval had been given for the contractor to install the new gates once received from Surrey.

9             NOTIFIED ITEMS

a)     Housing: housing needs survey – working group setup for questionnaire

591/1215 It was resolved to set up a working group to address the housing needs survey questionnaire comprised of the Chair, Nichola Stokoe, Pat Coombe, Helena Garcia-McLeod and Niall Kells initially but all input would be welcomed from remaining members.

 

b)    Defibrillators – update

The Clerk noted that the British Heart Foundation application was ready to be submitted and had been checked by the Chair and that approval had been granted by Tandridge Housing for a defibrillator to be located at Crossways Court should the application be granted.

592/1215 The Clerk was instructed to submit the Parish Council’s grant application for an additional defibrillator to be located at Crossways Court.

 

c)     Volunteers: update

The Clerk informed members she had now received the outstanding items she had still been waiting for according to Appendix C agreed on 13 April 2015 (resolution 327/0415) and she had also received the relevant information from Phil Brett and the Litter Pickers, so this item could now be completed and she would contact the insurance company for final approval. Once this had been received and confirmed all volunteers could then be considered to be on the Parish Council insurance for the activities listed and fro as long as the conditions continued to be fulfilled.

 

d)    Hail and Ride: 464 update report update

The Chair noted he had received confirmation from Surrey that this project had not been shelved but no further progress made as yet.

 

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

This item is addressed under item 10a.

f)      Parking in Tatsfield Village: response to D Hodge.

Councillor Hodge had requested feedback from the Parish Council about parking issues in Tatsfield. The Chair proposed a response listing the issues with parking especially on Paynesfield Road and Westmore Road. Mr Hodge noted he was reluctant to send parking inspectors to Tatsfield at this stage.

593/1215 It was resolved to support the Chair’s response as suitable for the feedback requested. It was further resolved an article in the Parish Magazine should make people aware of inconsiderate parking practises and ask for safer parking from all.

 

g)    The Surrey Countryside and Rural Enterprise Forum (SCREF) – Rural Strategy Consultation – discuss and agree response.

594/1215 It was resolved this consultation should be answered individually by members, not giving a formal Parish Council response at this stage. It was also agreed the Clerk should arrange to put this on the village website and Facebook page to advertise it and ask residents to participate.

 

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

a)     County Councillor

David Hodge reported on the following items:

1-     He had authorised £1000 grant for Tatsfield in Bloom. The Chair thanked Mr Hodge on behalf of the Parish Council and the community.

2-     Mr Hodge had visited the Scout Hut footpath with Surrey Highways engineers and assessed a refurbishment would cost around £12,500 and should be repaired as a rural footpath. Tatsfield would need to wait until budget day on 9th February 2016 to see if there was finance available from the County.

3-     David Hodge has asked Highways team to investigate complaints about the uneven road surface at the bottom of the B269 (Titsey Hill) when driving to Oxted.

4-     Mr Hodge would investigate the situation regarding the lack of cat’s eyes on the B2024 (Approach Road to Titsey Hill). The Chair noted this could be dangerous given the susceptibility to fog and low lying cloud on the ridge.

5-     Mr Hodge agreed to investigate the apparent lack of priority road markings outside the White House (Lusted Hall Lane – Approach Road junction) where there had already been several potentially dangerous situations.

 

b)    District Councillor

Mr Martin Allen reported on the following points:

1-     Attended the Tandridge District Council housing tour and felt the houses being built are very large given the housing needs.

2-     The community alarm system run by Tandridge is being used by 33 Tatsfield residents.

3-     Moorhouse Tiles site tour showed a very underused and in his opinion wasted space. The application has received over 750 objections and is up for refusal in its current form.

4-     There is a need to save over £4 million in the budget.

5-     The Local Plan is coming up for consultation and he attended a briefing.

6-     Planning meeting in Tandridge on 15th December

7-     Dispute in the village over rights of way.

 

c)     Village Hall Management Committee:

  • Update on storage and upstairs room for History Project

Helena Garcia-McLeod informed members that the committee had determined as long as all members of the History Project had up to date required clearance and DBS checks then the room could be used. The Clerk is currently investigating whether this can be done through the Parish Council.

  • Windows project : request for Parish Council position should the Biffa grant application not be successful

595/1215 Members agreed to be supportive of the project should the Biffa grant application not be successful and to investigate other options for funding such as the Community improvement fund. Mr Martin Allen agreed to contact Tandridge and ask them to liaise with the Clerk should there be other funding options.

d)    Tatsfield in Bloom:

  • Equipment for volunteers

596/1215 As there was no apparent clarity over what was actually needed for volunteers it was resolved that Pat Coombe should return with a clear requirement to be submitted to the Clerk once this was available for consideration by members for the next meeting.

 

The meeting was adjourned at 10.09 pm for public participation.

The meeting was reinstated at 10.10 pm

 

e)     Biggin Hill Airport: update

The Chair noted that Bromley Council has agreed to the new hours for the airport subject to the noise mitigation measures being implemented. The cafe was a success and he reiterated his opinion that the proposed changes to flight paths should not affect Tatsfield residents.

 

f)      Tatsfield Fair-trade Steering Group: update

Pat Coombe reported Group’s fair-trade status had been successfully renewed for another two years.

 

g)    Tatsfield Vern d’Anjou Association: update

No update.

 

h)    Oxted Citizens Advice Bureau: update

No update

 

i)      Tatsfield Horticultural Society

Martin Allen noted members of the Society and the Composting |Group had attended awards ceremony at County Hall.

 

11           PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

  • Waste bins update

Mike Sarll noted the dog waste bins had been installed today and the others should be placed in the next few days in the car park near the Aileen McHugo Building and by the new bench on Paynesfield Road.

  • Replacement salt bin for faulty one on Westmore Green

The faulty bin would not be replaced by Surrey Highways as it had not passed their ‘assessment criteria’ and was not currently on public land.

597/1215 The Clerk was asked to obtain a quote to replace the salt bin.

  • Replacement for lime tree removed (Westmore Green) – changed to Hornbeam

Mike Sarll explained the Parish Land Committee had changed their replacement tree to a Hornbeam upon receipt of advice from Steve Hearn of Tandridge. This had been ordered and would be installed at well below the agreed amount at the previous main meeting, of £180.

 

b)    Tatsfield Green:

  • Deed of Easement : Heath House

No update.

  • Tatsfield Lodge boundary agreement

No update apart from a resident having noticed land surveyors on Tatsfield Green recently.

 

c)     Aileen McHugo Building

  • CCTV: update

The Chair noted the new system had been installed to replace the previous system which had been deemed not fit for purpose and appeared to be working well. A quote for an additional 2 cameras had been requested but not yet received and the system would continue to be monitored.

  • Electrical Report: conclusions and recommendations – agree next steps

Niall Kells noted the electrical report circulated to members had found a number of items which required addressing and the amount to fix them would come to £275 including labour. In his opinion this represented a reasonable amount for the work and fixtures involved.

The electrician had also recommended installing 30 additional sockets in Room 1 and 2 and the office and the costs for these would amount to £850 + £560 labour. This was also deemed reasonable when members asked his opinion.

598/1215 It was resolved to approve the costs to address the electrical items highlighted by the report of £275 and for the additional sockets. The Clerk to proceed.

 

d)    Village Hall

All items covered under 10c.

e)     Westmore Green

  • Request from resident of Hedgerows for permission to re-surface access track and request to widen track

The Chair noted the resident had contacted him regarding re-surfacing the track on Westmore Green (opposite Allotments) and had been told to email the Clerk. This had not taken place. The re-surfacing had then proceeded without Parish Council involvement.

599/1215 The Clerk was instructed to write to the resident and express the Parish Council’s displeasure at their actions and inform them they should not have proceeded with the re-surfacing and would need to request permission from the Planning Inspectorate. She was also asked to enclose the form and inform the Planning inspectorate of the Parish Council’s actions.

12            MEETINGS TO ATTEND / CORRESPONDENCE:

  • to agree attendance at Meetings to which Parish Councillors are invited

It was agreed the Police meetings were all too far for travel.

 

  • to discuss Correspondence received by the Clerk

The Clerk noted all correspondence had been addressed in existing agenda items.

 

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

600/1215 Ratification of action taken by the Clerk with assistance by Niall Kells and Helena Garcia-McLeod to rectify a lighting fault at the entrance to the Village Hall which was deemed dangerous. The quote to replace the lighting was still awaited but members agreed an amount of up to £200.

 

14            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Who can take emergency action if the Clerk is absent or unable to act.

 

The Meeting closed at 10.35 p.m.

 

Subjects raised in Public Adjournments

1-     Objections ref Trevena planning application listed – based on geography, wildlife and environmental impacts as well as contravention of a number of Tandridge policies, notably DP14.

2-     Would any Parish Council member be able to read at the Carol service this Sunday?

3-     What is happening to the wood in the garden of Libra in Ricketts Hill Road?

 

 

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

COMPLETE

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

327/0415

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

Clerk

07/5/2015

COMPLETE

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(9 Nov 2015)

Action

Who

Date by

Result

544/1115 99

Liaise with Surrey Rights of Way officer to arrange installation of new kissing gate when indicated,

Clerk

14/12/2015

In progress

Item & page

(14 Dec 2015)

Action

Who

Date by

Result

570-574/1215

Inform Tandridge planning of the Parish Council’s resolutions.

Clerk

18/12/2015

COMPLETE

577-585/1215 110

The Clerk was instructed to inform the various successful bodies and contractors of the Parish Council’s resolutions.

Clerk

31/12/2015

COMPLETE

588/1215 111

Inform Tatsfield Fair-Trade Group of their grant award

Clerk

31/12/2015

COMPLETE

589/1215 111

Implement next steps as per Pensions Regulator

Clerk

14/1/2016

In progress

592/1215 111

Send off the grant application for defibrillator

Clerk

31/12/2015

COMPLETE

593/1215 111

Parish Magazine article on parking

Chair

17/12/2015

 

594/1215 112

Information on consultation to website and Facebook

Clerk

31/12/2015

COMPLETE

597/1215 113

Obtain quote to replace salt bin

Clerk

10/1/16

 

598/1215 113

Inform contractor to proceed as per his quote

Clerk

31/12/2015

 

599/1215 114

Write to Hedgerows as detailed

Clerk

31/12/2015

COMPLETE