Agenda for MAIN meeting of Tatsfield Parish Council held on 10th October 2016 at 8pm in the Parish Rooms

MINUTES of a Meeting of Tatsfield Parish Council held on the 10th October 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

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

                                    Mr Niall Kells, Mrs Helena Garcia-MacLeod Mrs Althea Davies Mr Ian Mitchell

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

And 10 parishioners.

 

1              APOLOGIES

Mr David Hodge and Mr Martin Allen had sent their apologies

 

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

None

3              Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 26th September 2016

894/1016 It was resolved the minutes of the previous meeting held on 26th September 2016 represented a true and accurate record of the meeting on that date and were signed by the Chair together with the finance appendix.

 

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

The Clerk noted that all actions outstanding were either waiting for Councillor Hodge’s feedback or being addressed under other agenda items.

 

5              PLANNING         

a)    To determine the Parish Council’s position on Appendix A:
  • TA/2016/1685: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
    Erection of a drive-through refreshment kiosk and associated vehicular access works

895/1016 No comment

 

  • TA/2016/1687: Clacket Lane Services, Motorway Service Area South, Clacket Lane, Westerham TN16 2ER
    Erection of a drive-through refreshment kiosk and associated vehicular access works

896/1016 No comment

 

  • TA/2016/1688: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
    Display of 3 x freestanding illuminated rotational signs, 3 x freestanding non-illuminated signs, 1 x non-illuminated sign to height barrier and 1 x non-illuminated sig to kiosk. (Eastbound)

897/1016 No comment

 

  • TA/2016/1689: Clacket Lane Services, Motorway Service Area South, Clacket Lane, Westerham TN16 2ER
    Display of 3 x freestanding illuminated rotational signs, 3 x freestanding non-illuminated signs, 1 x non-illuminated sign to height barrier and 1 x non-illuminated sig to kiosk. (Westbound)

898/1016 No comment

 SEE HERE FOR REPORT ON ABOVE PLANNING APPLICATIONS

899/1016 No comment

 

900/1016 No comment

  • TA/2016/1766: Hillside, Ricketts Hill Road, Tatsfield TN16 2NB
    Erection of single storey extension to north east elevation. (Certificate of Lawfulness for a Proposed Use or Development)

901/1016 No comment

 

902/0916 The Clerk was instructed to inform Tandridge planning of the Council’s resolutions (895 – 901).

 

8.25pm Meeting suspended for public participation

8.37 pm:   Meeting reinstated

b)    Planning team for September: Mike Sarll and Nichola Stokoe

903/0916 It was resolved the planning team for September would be Mike Sarll and Nichola Stokoe.

c)    Neighbourhood Plan Development Committee – update

Mike Sarll noted that additional consultant meetings had been arranged to take place this week and that once quotes had been received following these meetings then a more formal evaluation could take place and a report made back to members.

 

6              FINANCE

a)     Authorise payments (including authorisation of internet banking) detailed in Appendix B

904/1016 The payments detailed in Appendix B were approved and each item authorised by the Finance team. The Clerk would submit items for payment following the meeting which would then be authorised by the monthly Finance team.

b)    Finance team for October: Mike Sarll and Nichola Stokoe

905/1016 It was resolved the Finance team for October would be Mike Sarll and Nichola Stokoe.

c)    Discuss and agree items requiring expenditure:
  • Ratification of additional £120 cost for repairing Ship Hill noticeboard

906/1016 The previous agreement for the additional £120 cost for repairing the Ship Hill noticeboard, bringing the total up to £650 for the repair.

 

  • Payment of planning consultant travel expenses (circa £30)

907/1016 It was resolved to approve the payment of up to £30 for planning consultant’s travel expenses.

 

  • Flailing of field behind school - request for payment of £462 (two thirds of £694) total - original request from school was for a 'share'

The Chair noted that this matter had been discussed and approval for Tatsfield School’s request for ‘Share of £694 for flailing of land behind Tatsfield School was agreed (resolution 840/0716 – July Supplementary meeting 25/7/16). The Chair noted that she had received a request for the Parish Council to actually contribute two thirds of the total cost as the School had apparently only an interest in one third of the total land. The Chair’s interpretation of the previous resolution was for each party to pay their ‘share’ – i.e. half of the total cost, especially given the Parish Council had no real irresponsibility for the land as it was owned by Surrey County Council and it’s interest lay mainly in the area immediately around FP21.

908/1016 It was resolved that the Parish Council would offer to pay half of the cost incurred by Tatsfield Primary School to flay the field (£347) but that future flailing activity and any Parish Council contribution towards this would need to be discussed each time by members. The Clerk was asked to respond to the school.

d)    CIL expenditure - consider options for submitting request and agree next steps

The Clerk noted that the Parish Council had been notified by Tandridge District Council that they would be receiving an amount of £4520.08 from planning application TA/2016/73 as part of the Parish Council’s due from the Community Infrastructure Levy (CIL) the developer has to pay to the District Council.

The Clerk noted that there were very few restrictions that she had found thus far on what Parish Councils could spend CIL on and that Ian Mitchell had found some older documentation that appeared to indicate it could be spent on the Neighbourhood Planning process.

The Parish Council needed to then inform the District Council through a specific form what the money had been spent on and this also needed to be displayed on the website.

909/1016 It was resolved to use the Parish Magazine to request ideas from the community on how the CIL should be spent. The Clerk was instructed to request advice from SSALC.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways: update
  • Speed sign in Village Centre: update

Niall Kells confirmed there was no date as yet for the survey.

 

  • Issues with access by lorries to Kemsley Road using Westmore Rd - possible options and next steps.

The Clerk was awaiting a response from Mary Ann Edwards (Surrey Rights of Way officer).

 

  • Travelling to Tatsfield: difficulties finding Tatsfield: update

The Clerk noted Surrey Highways had confirmed the noticeboard at Rag Hill Road / Ship Hill crossroads would be repaired but she had not yet managed to get in touch with the Highways team at London Borough of Bromley (LBB). Ian Mitchell would mention the matter at his Airport meeting to LBB councillors.

b)    Rights of Way:

None.

 

8              NOTIFIED ITEMS

a)     Housing:
  • Housing needs survey update
    Ian Mitchell confirmed Louise Williams from Surrey Rural would be joining members to look around the identified sites this week.

 

  • New affordable housing project main contacts: Helena Garcia-Macleod, Nichola Stokoe, Ian Mitchell

910/1016 It was resolved that the affordable housing project would be co-ordinated mainly by a small project team composed of Helena Garcia-Macleod, Nichola Stokoe, Ian Mitchell who would then report back to members but that all councillors would be welcome to join in on any meetings / site visits.

b)    Furze Corner: update and removal from future agendas

Ian Mitchell had attended the Grant Subsidy Committee meeting at Tandridge offices and noted the Playing Fields Association had achieved their target grant of 100% of the rental, as well as assurances that this would be applied throughout the five year life of the lease.

911/1016 It was resolved this item could now be removed from future agendas.

c)    Parking at Crossways court

Mike Sarll noted the District Councillor Martin Allen had obtained confirmation from Tandridge officers that repairs had taken place around Crossways around 20 years ago. It was possible that additional parking would be proposed but residents needed to be consulted as this could result in the loss of a community space.

d)    D Hodge request for drains item

The Clerk thanked the Chair for her timely reminder of this matter and confirmed all identified ‘to spots’ for drains and flooding issues around the parish had been sent to Councillor Hodge in time for his meeting.

9.00pm   Meeting suspended for public participation

9.13 pm: Meeting reinstated

 

 

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

a)     County Councillor

No report received.

b)    District Councillor

The Clerk had not received a report in time for the meeting.

c)    Tatsfield in Bloom - update on shrub border

The Clerk confirmed that Steve Hyder from Tandridge District Council had agreed to include the maintenance of the shrub border on the Westmore Green schedule. At Jon Allbutt's request the Clerk had asked the contractor for dates to arrange a meeting with In Bloom representatives to discuss the shrub border and its plant contents.

Bob David noted that the Tatsfield in Bloom was supporting the Rotary Club’s purple crocus campaign and was looking to plant around 5000 crocus bulbs around the village, potentially on Tatsfield Green.

The Chair noted the Parish Council would need to be consulted and need to understand what, if any, restrictions this might bring the normal maintenance of the Green.

d)    Tatsfield Horticultural Society

None.

e)    Speedwatch

Ian Mitchell noted recent activities appeared to be offering positive deterrence as they had not detected any speeding drivers.

 

10            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 confirmed the next meeting would take place on 13th October 2016.

b)    Tatsfield Green:
  • Boundary Agreement: Tatsfield Lodge - update

The Chair noted this matter was continuing with consultation from SSALC and other parties.

c)    Aileen McHugo Building
  • Tenancy updates

The Chair confirmed with the Clerk that all tenants were now on five year tenancy agreements.

d)    Village Hall
  • Door Project: final update

The Clerk was still waiting for a quote for the decoration around the new door.

 

  • License with Little Acorns: update

The Chair confirmed the Agreement had been signed by both parties but that the map had only been signed by the Parish Council and needed Little Acorns’ signature for dating and finalising. This would take place once Natalie Ruggins returned from holiday.

The Clerk had sent the signed letter and map to the Carrs and was awaiting feedback.

e)    Car Park / Tatsfield Community Games Area (TCGA)

The Clerk mentioned that the Parents Association for Tatsfield Primary School had requested closure of the TCGA for their annual fireworks event and that this would be discussed at the upcoming Parish Land committee meeting. There were no dissenting views.

 

11            MEETINGS TO ATTEND / CORRESPONDENCE:

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

The Clerk noted she had received no new meeting attendance requests this month.

b)    to discuss Correspondence received by the Clerk

None

 

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

TA/2016/1334: Shelleys, 10 Westmore Road, Tatsfield TN16 2AX

Demolition of existing house. Erection of 3 attached dwellings

 

912/1016 It was resolved that following new information received by members this item should be discussed once again in session. There had been serious objections to this developments from a number of residents concerning the impact 3 new dwellings would have on the already congested parking zones around Westmore Road.
The Parish Council’s resolution at the meeting on 12/9/2016 (859/0916 It was resolved that a response of No Comment be returned for this application) was reviewed in light of the new evidence and it was agreed that the Clerk should issue a new response to include wording similar to the following:

Although the development demonstrates that at least 2 parking spaces are available for each proposed dwelling, the Parish Council is concerned at the detrimental impact on the already considerably congested on-street parking in the immediate area around the top of Westmore Road

It was additionally resolved that the Parish Council should also ask the Clerk to include the following in her response: ‘ … requests that in view of the concerns of neighbouring residents Surrey Highways should be asked to make a thorough assessment of the potential parking impact of the proposal.’

Final wording would be circulated by the Clerk before the changed comment was returned to Tandridge Planning.

 

13            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Tree outside Sunlit on Ricketts Hill Road – complaint from resident.

 

The Meeting closed at 9.25 p.m.

 

Subjects raised in Public Adjournments

1-     Why has the Parish Council not objected at the Shelley’s planning allocation when they objected to a similar planning application in Westmore Road earlier on?

2-     The proposed planning in Shelley’s is going to make worse the already bad parking congestion at the top of Westmore Road

3-     The developer for Shelleys did not bother warning residents by putting up a notice – residents only found out 2 days before the Parish Council meeting in September which is why they did not tend to object

4-     Footpath to Scout Hut – if this does not get done soon then the footpath will not be able to be used at all over the winter

5-     Is there Parish Land on Barnfield Road - resident issue on that road.

6-     Has the Parish Council considered the provision of public toilets?

7-     Beaver Water World – is the Parish Council going to do anything about the position there? (Response out of session – Parish Councillors have approached the business owner and she does not want any assistance. It is a private matter between the landlord and tenant).

8-     Closure of Ship – is the Parish Council going to be doing anything about this? (Response out of session – this will be on the supplementary agenda on 31/10 as it came too late to reach this agenda).

9-     Could the Parish Council approach the owners of the Ship freehold to find out what their plans / options are?

 

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

Item & page

(12 Sep 2016)

Action

Who

Date by

Result

862/0916 84

Attempt to obtain 2 further quotes over next 6 weeks

Clerk

31/10/2016

In progress

870/0916 86

Request advice ref signs etc. for lorries access to Kemsley Road

Clerk

16/9/16

COMPLETE

871/0916 86

Ask LBB for new sign and ask Surrey Highways to repair sign to assist visitors finding Tatsfield

Clerk

30/9/16

In progress

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

In progress

Item & page

(26 Sep 2016)

Action

Who

Date by

Result

889/0916 92

Obtain breakdown of costs for Christmas Carol singalong event

Clerk

31/10/2016

In progress

Item & page

(10 Oct 2016)

Action

Who

Date by

Result

902/0916 96

Inform Tandridge planning of Parish Council’s resolutions

Clerk

18/10/2016

COMPLETE

908/1016 96

Inform Tatsfield School of resolution

Clerk

18/10/2016

COMPLETE

909/1016 96

Consult with the community ref CIL spend

Chair

16/10/2016

 

909/1016 97

Request advice from SSALC

Clerk

12/10/2016

In progress

912/1016 98

Circulate final wording and send the updated resolution ref TA/2016/1334 to Tandridge planning

Clerk

12/10/2016

COMPLETE

 

 Agenda for Main Meeting of Tatsfield Parish Council to be held on 14th November 2016 at the Parish Rooms at 8pm.

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th November 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                         Mrs Althea Davies – Vice Chair (in the Chair)

                                    Mr Niall Kells, Mr Mike Sarll, Mr Ian Mitchell, Mr Mike Pendleton

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                    Mr David Hodge (Surrey County Councillor)

                                   

And 5 parishioners.

 

1              APOLOGIES

937/1116 Mrs Nichola Stokoe and Mrs Helena Garcia-MacLeod had sent their apologies. These 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 31st October 2016

938/1116 It was resolved the minutes of the previous meeting held on 31st October 2016 represented a true and accurate record of the meeting on that date and were signed by the Chair together with the finance appendix.

 

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

The Clerk noted that all actions outstanding were either waiting for Councillor Hodge’s feedback or being addressed under other agenda items.

 

5              PLANNING         

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

The Chair noted there were no planning applications to consider at this meeting.

b)    Planning team for November: Niall Kells and Althea Davies

939/1116 It was resolved the planning team for November would be Niall Kells and Althea Davies.

c)    Neighbourhood Plan Development Committee – update

Mike Sarll noted that the Clerk had informed James Garside that he was the chosen consultant for the Neighbourhood Plan project and that she was awaiting further dates from him.

One of the other consultants had been asked for feedback on their proposal and the Clerk was asked to create a response based on member’s comments.

d)    Tandridge Local Plan Sites Consultation (regulation 18): discuss and agree draft response.

Ian Mitchell noted he had circulated a number of summary documents ref the new consultation on sites in particular regarding those proposed for Tatsfield and all members were urged to make themselves familiar with these proposals. There were 2 main sites highlighted as viable options, one being a number of back gardens in Westmore Road (backing onto Paynesfield Road) and the Redlands site which was currently the subject of an ongoing planning application. Various other sites proposed locally had been discounted.

 

It was also noted there were sites for further investigation as detailed in the consultation, appearing to suggest that the Defined Village of Tatsfield should be removed from the Green Belt entirely which would make it much like other local town centres – i.e. Oxted. This needed clarifying by officers in Tandridge on what the exact meaning and impact on the village would be.

940/1116 it was resolved that a response would be deferred until further information was made available and clarification had been obtained on member queries.

 

The Chair noted that Martin Allen was in the process of organising a meeting to discuss and clarify the Local Plan, preferably for 2 hours before the next main meeting on 12th December probably from 6-8pm in the Parish Rooms. He was trying to get one of the Tandridge Planning officers to attend the meeting to provide clarification. There were a number of other meetings being held around the local district which members were encouraged to attend and seek clarification.

 

941/1116 It was resolved that the proposed meeting on 12/12/16 would be held even if a Tandridge officer was not available and this would be publicised around the village, on social media and through the Parish Magazine.

 

6              FINANCE

a)     Authorise payments (including authorisation of internet banking) detailed in Appendix B

942/1116 The payments listed in Appendix B were authorised and checked by the finance team for November and the Clerk was instructed to set up payment for authorisation through the Parish Council’s internet banking facility.

 

b)    Finance team for November: Niall Kells and Althea Davies

943/1116 It was resolved the finance team for November would be Niall Kells and Althea Davies.

 

c)    Discuss and agree items requiring expenditure:

  • Signpost contribution with London Borough of Bromley

944/1116 It was resolved that the proposed signpost cost of £250 should be paid by the Parish Council as this was not something that would be of benefit to the London Borough of Bromley who would install it. The Clerk was also asked to request whether the signpost could be double-sided so those approaching from Norheads Lane could also see it.

  • New name plate at Aileen McHugo Building

Clerk was still awaiting finalised pricing.

  • Appointment of Locum Clerk temporarily: up to 2 months (estimated

945/1116 It was resolved that in the absence of a final permanent Clerk having been found, the Parish Council should seek to engage a locum clerk at a cost to be agreed by the Chair and Vice Chair in line with current market rates.

d)    CIL expenditure - consider options for submitting request and agree next steps

The Clerk confirmed that she had still not yet received a response or advice from SSALC. Ian Mitchell suggested asking the Tandridge CIL officers. The Clerk also noted that she had not found any indication that a Parish Council could NOT spend CIL on neighbourhood plan costs, although there were several guidance documents on what Parish Councils should consider spending CIL on.

946/1116 The Clerk to ask for advice from Tandridge officers on CIL spending for Neighbourhood Plan costs.

e)    Discuss proposal for new Pollination project around Tatsfield: £2,000 requested

The Chair noted a request from Jon Allbutt for the Parish Council to consider supporting an existing National Pollination strategy, involving the whole community and planting a number of perennial shrubs and plants all over the village to encourage bees and other pollinators.

The request for funds was for £2,000 and Mr Allbutt suggested the planting and maintenance of the proposed plants be done by the volunteers where it fell on Tatsfield Parish Council land. There were a few members concerns:

  • Do the volunteers have enough manpower to carry out the planting and maintenance given their recent request to have a shrub border taken over by TDC?
  • This money would be in addition to the In Bloom initiative and therefore needed to be considered in light of current budget setting by the Finance Committee.

947/1116 It was resolved that the Parish Council would support this proposal in principal but needed full costings from Mr Allbutt together with proposals on when and where the plants would be placed. Members also resolved that the decision on funding should be delegated to the Finance Committee who would be meeting to finalise their proposed 2017-18 budget shortly.

f)     Grant request from Tatsfield Verne Association - grant request £1250-£1500

The Chair noted that the amount requested by the Tatsfield Verne Association was considerably higher than in previous years, excepting the 40th Anniversary celebrations which were deemed a ‘special’ year. In addition it appeared that not much fund raising had taken place.

948/1116 Members agreed support of the twinning association but required details of their current fundraising efforts and the programme and costs associated with it to provide some justification and basis for this large request. A final decision on this matter would be deferred until the information had been provided.

 

9.00pm The Meeting was suspended for Public participation.

9.20pm Meeting was resumed.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways: update

  • Speed sign in Village Centre: update

Niall Kells confirmed there was no date as yet for the survey.

949/1116 The Clerk was instructed to contact Philippa Gates and request an update.

 

  • Issues with access by lorries to Kemsley Road using Westmore Rd - possible options and next steps.

The Clerk noted she had been liaising with the District Councillor Martin Allen who had a list of roads including Johns Road, Paynesfield Road, Ninehams and others, to provide a list of roads the Parish Council was aware of having problems with lorries and HGVs. The Clerk was asked by the County Councillor to provide him with details of issues with lorries using Westmore Road because the sign off Ricketts Hill Road appeared to be providing lorry drivers with misleading information.

 

  • Travelling to Tatsfield: difficulties finding Tatsfield: update

This had been covered under item 6c.

b)    Rights of Way:

Ian Mitchell provided information of a couple of items brought to the attention of the parish Council by residents:

  • Ship Hill hedge between Maesmaur Road and Ninehams was overgrown and causing issues to pedestrians, especially with prams.

950/1116 The Clerk was asked to contact the identified owner of the hedge (Peace Cottage) and request that the hedge be cut.

  • Verge outside school: an email from Surrey Highways following a request by the Clerk to cut this verge had indicated they considered the verge to be the property and responsibility of the school. The County Councillor was asked whether this could be clarified.
  • Request for the Parish Council to request a bit of unclaimed land off Westmore Road be tidied as it provided a sight hazard for cars coming from Crossways.

951/1116 It was resolved this matter should not be pursued by the Parish Council – there appeared to be more of a sight hazard from parked cars on either side of the junction !

8              NOTIFIED ITEMS

a)     Housing:

  • New Affordable Housing project: update

The Clerk had not received a response from Louise Williams as Ian Mitchell noted she was away on annual leave.

b)    Replacement of clerk: update

The Chair noted that a candidate had been interviewed and additional candidates were going to be interviewed, however as detailed in item 6c, the parish Council would be looking to select a locum clerk until the new clerk was ready to start.

c)    Policy / Procedure for future projects on Parish Council land

952/1116 It was resolved to defer this item to the supplementary meeting as Nichola Stokoe was not present.

d)    Review of Roles and Responsibilities 2016-17 following co-option of new councillor

953/1116 It was resolved to make the following changes to the Roles and Responsibilities document 2016-17:

  • Remove Niall Kells from Finance Committee and Neighbourhood Planning Committee
  • Add Mike Pendleton to Finance Committee and Neighbourhood Planning Committee
  • Add PFA Liaison to Responsibilities and place Mike Pendleton as the councillor responsible

Any further changes would need to wait until absent members were present.

The Clerk was asked to proceed with the changes.

 

e)    Old Ship: update

The Chair confirmed that two prospective tenants were being considered by the freehold owner.

 

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

a)     County Councillor

David Hodge had the following update:

1-     List of pavements sent over by the Clerk – he would be adding Westmore Road and Paynesfield Road to the list of pavements to be repaired this financial year and he would check the others on the list this weekend

2-     Mr Hodge requested £2000 of the CIL money received by the Parish Council to go towards the repair of the pathway up to the Scout Hut – if this was approved he could put the project forward for implementation shortly. The expected total cost was around £9000.

3-     Mr Hodge confirmed he had not received any update or contact from Transport for London on the Hail and Ride matter and that at this stage it should be removed from the list of active issues until further notice.

.

b)    District Councillor

Martin Allen had the following update:

1-     He had found out almost by accident that a review of the sheltered housing in Crossways Court had taken place and no changes to the current arrangements would be made in the medium – long term. This would mean that other items such as request for additional parking could now be considered.

2-     Mr Allen confirmed a meeting should take place as a ‘drop-in’ before the next main Parish Council meeting in December, around 2 hours before the meeting but that he was trying to get a Tandridge officer to be present to answer direct questions.

3-     DCI Preston would be available on 8th December in the Parish Rooms 10am – midday for anyone who would like to drop in and discuss policing matters.

4-     The decision on the Moorhouse planning application has been put back to December

5-     Mr Allen spent time with Housing and Community Services teams.

6-     Attended a JMS Committee meeting which showed that morale amongst the staff was low and that communication was not the best. Mr Allen would be attending a further meeting in December at the staff’s request.

 

10pm Meeting suspended for public participation

10.02pm Meeting resumed

c)    Tatsfield in Bloom

Mike Sarll noted that the minutes of the last meeting had been distributed to the Clerk and there was nothing to report.

d)    Police

Members were informed that Bob David had found the local PCSO was now only holding meetings outside Linda’s once every fortnight.

It was suggested that an invitation to Inspector Gutierrez to attend a Parish Council meeting might be a good idea..

e)    Tatsfield Horticultural Society

Martin Allen informed members that the AGM had been held with an interesting talk from the Titsey Estate.

The yearbook was being prepared and ready to go out in the New Year.

Unfortunately although the society was able to obtain a grant for recent repairs to one of the composting machines, these have not worked and need to be looked at again.

f)     Speedwatch

Ian Mitchell noted once again that recent activities appeared to be offering positive deterrence as they had not detected any speeding drivers. There was likely to be one more session before the group closed for the year.

 

g)    Tatsfield Fair-Trade Group

954/1116 It was resolved to defer this to the next main meeting as the member requesting its placement on the agenda – Helena Garcia-MacLeod - was not present.

 

10            PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

Niall Kells confirmed the queries outstanding regarding the lights had been resolved and these would be installed on 5th December. Members welcomed this with enthusiasm. The possible concerns regarding maintenance of the tree with lights had been dispelled by Steve Hearn from TDC who said this would be taken into account by maintenance contractors.

Mr Hearn had met with Mike Sarll and Niall Kells reference queries on trees around the Tatol bed and had agreed crown thinning but only in the Spring.

Tandridge District Council had also accepted responsibility for the trees on the island in the village centre but is unlikely to have any work done in the short term.

Mr Kells noted that the contractor had clarified queries regarding the work behind the AMB and that the shed had been ordered but had a 10 week lead time !

b)    Tatsfield Green:

  • Boundary Agreement: Tatsfield Lodge - update

Ian Mitchell confirmed there was no update on this matter.

955/1116 The Clerk was asked to request an update for the matter from Lord Lytton.

c)    Aileen McHugo Building

Niall Kells confirmed the new fire extinguishers had been installed.

d)    Village Hall

  • Door Project: final update

A quote had been received and approved and the Clerk was awaiting word that the work had been completed.

 

  • Pigeons in roof cavity: update

Niall Kells confirmed he had to remove the cage that had been placed by Balcombe to prevent additional birds getting into the cavity as birds had got trapped and this was causing distress to residents. The Clerk noted she had received communication regarding options for removal of pigeons but they would need quotes from builders to carry forward.

e)    Car Park / Tatsfield Community Games Area (TCGA)

  • Little Acorns project: discuss increased management role for Parish Council following recent events.

956/1116 It was resolved that the Parish Council should take responsibility and therefore management for the kerb section of this project. This was based on the recent issues regarding the kerb and resulting increased costs following meetings with the neighbours and addressing their concerns, with the Parish Council taking a far more active role through Niall Kells.

The Clerk was instructed to obtain an additional quote as the current costs were £4200 including VAT.

 

11            MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Meeting re Planning (Local plan and Neighbourhood Plan bill) - Woldingham Village Hall, CR3 7EU at 7.30pm on 17th November 2016

Mike Pendleton, Mike Sarll and Ian Mitchell to attend.

b)    to discuss Correspondence received by the Clerk

  • thanks from Little Acorns for offer of £500 grant – this may have to be reviewed in light of resolution 956/1116.
  • Poppy donated by Dave Mitchell.

957/1116 It was resolved that thanks be directed through the Clerk on behalf of the Parish Council to Dave MITCHELL who had donated a beautiful poppy currently in the front of the AMB window.

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

  • Lack of parking in village centre, especially now the Pub car park was not available and especially around school drop off and pickup times.
  • Pond

The Meeting closed at 10.37 p.m.

 

Subjects raised in Public Adjournments

1-     Speeding down Westmore Road – local residents and delivery vans, could calming measures be considered ?

2-     Could we ask for a speedwatch site there ?

3-     Invitation to TPC for the new vicar on 29/11 and to say a few words of welcome.

4-     Is there a problem getting to Tatsfield from Surrey?

5-     Aerial photos of Tatsfield if TPC would be interested.

6-     What is happening regarding the Golf Club’s planning application?

 

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

REMOVE FROM AGENDA

Item & page

(12 Sep 2016)

Action

Who

Date by

Result

871/0916 86

Ask LBB for new sign and ask Surrey Highways to repair sign to assist visitors finding Tatsfield

Clerk

30/9/16

COMPLETE

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

In progress

Item & page

(10 Oct 2016)

Action

Who

Date by

Result

909/1016 96

Consult with the community ref CIL spend

Chair

16/10/2016

 

909/1016 97

Request advice from SSALC

Clerk

12/10/2016

In progress

Item & page

(31 Oct 2016)

Action

Who

Date by

Result

920/1016 103

Instruct James Garside as consultant for Neighbourhood Plan and inform the other applicants they were not successful

Clerk

4/11/2016

COMPLETE

922-927/1016 104

Implement resolutions relating to approved finance items

Clerk

8/11/2016

COMPLETE

933/1016

Request white lines be painted (SCC)

Clerk

8/11/2016

In progress

Item & page

(14 Nov 2016)

Action

Who

Date by

Result

941/1116 108

Publicise the Local Plan information meeting

All

16/11/2016

 IN PROGRESS

944/1116 108

Request installation of sign from LBB and agree payment as well as double sided sign

Clerk

18/11/2016

COMPLETE

946/1116 109

Ask for advice on CIL spend from TDC

Clerk

18/11/2016

COMPLETE

947/1116 109

Obtain full cost sings and proposal for pollination project

Clerk

28/11/2016

 in progress

948/1116 109

Obtain details of proposed plan and costings and fundraising activities for Vern Association

A Davies / Clerk

28/11/2016

 COMPLETE

949/1116 110

Request progress update from Philippa Gates (SCC)

Clerk

19/11/2016

In progress

950/1116 110

Ask for hedge outside Peace Cottage to be cut

Clerk

18/11/2016

COMPLETE

953/1116 111

Changes to Roles and responsibilities document as agreed and send around

Clerk

18/11/2016

COMPLETE

955/1116 111

Request update from L Lytton

Clerk

18/11/16

COMPLETE

956/1116 112

Request quote for kerb work

Clerk

18/11/2016

COMPLETE

957/1116 112

Thank Dave Mitchell for his poppy

Clerk

18/11/2016

COMPLETE

 

 Agenda for MAIN meeting of Tatsfield Parish Council held on 12th December 2016 at 8pm in the Parish Rooms