Agenda for Main Meeting of Tatsfield Parish Council on 13th October 2014 at 8.00pm

MINUTES of the Meeting of Tatsfield Parish Council held on the 13th October 2014 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:           Mrs. Susan Smale (in the chair)

                        Mr Douglas Massey, Mr. Ian Mitchell, MS Helena Garcia, Mrs. Nichola Stokoe,

 

In Attendance:     Mrs. Ana Hughes (Clerk)

                           Mr. Bob David (Tandridge DC Councillor)

                           Mr David Hodge (Surrey County Councillor)

                And 6 parishioners.

1              APOLOGIES

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

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

None

3              To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 22nd September 2014

097/1014   The minutes of the supplementary meeting held on 22nd September 2014 were approved as a correct record and signed by the Chairman

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

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

5              PLANNING  

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

  • TA/2014/1463    Home Cottage, Old Lane, Tatsfield, TN16 2LN
    Erection of first floor extension over existing garage and extension to existing dormer window to side elevation. Installation of 2x roof lights to existing roof slope and extension to existing hardstanding.

098/1014               No Comment.

  • TA/2014/1488    Cedar Cottage, Ninehams Road, Tatsfield, TN16 2AN
    Demolition of garage. Erection of replacement detached garage/annexe to side of property. (Certificate of Lawfulness for a Proposed Use or Development)

099/1014               In light of the fact that the previous planning application submitted for this property was of the same size and it was rejected by Tandridge planning, the Parish Council would like to request a condition be placed on this to ensure the garage cannot be changed to habitable accommodation in the future.

  • TA/2014/1491    Sixpenny House, 105 Paynesfield Road, Tatsfield, TN16 2BQ
    Erection of detached garden outbuilding and shed to north west of the property. (Certificate of Lawfulness for a Proposed Use or Development)

100/1014               No comment

  • TA/2014/1550    The Old Telephone Exchange, Ship Hill, Tatsfield, TN16 2JY
    Demolition of existing conservatory. Erection of replacement conservatory to rear elevation.

101/1014               No Comment

  • TA/2014/1541    Willow Wood, Ricketts Hill Road, Tatsfield, TN16 2NG
    Erection of dormer to front and rear roof slope to provide additional habitable loft accommodation with roof lights.

102/1014               No Comment

  • TA.2014/1321 Castleneau Ricketts Hill Road, Tatsfield, TN16 2NA  
    Demolition of existing dwelling house, adjacent utility building and detached garage. Removal of selected trees within Tree Preservation Order area. Construction of replacement dwelling house, driveway and associated tree planting and landscaping. - Appeal Number APP/M3645/A/14/2226829 – for information only

103/2014               The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

 

Ian Mitchell noted for information purposes that he had been approached by the new owner of Thistledown who had informed him of intention to develop the site as a rural dwelling and area and should a new residence by built this was most likely to be moved closer to the main road.

 

(b)   Planning member for October: Ian Mitchell

104/1014 Ian Mitchell agreed to take on this role for October.

 

(c)   Neighbourhood Plan Development Committee: update

105/1014 Ian Mitchell informed members that the committee had now completed its review and update of the 2007 Development Statement (in lieu of a Neighbourhood Plan). This document updates and clarifies the 2007 Development Statement, describes pace of change and development since 2007 and sets out what the Committee believes the Parish Council’s aspirations should be for the various headings. The draft would be distributed to all and be ready for adoption at the November main meeting.

 

(d)   Hillside Road – update

Ian Mitchell noted Tandridge Planning team enforcement action was imminent against all items on the land at this property except for the chicken shed. All residents should continue to remain vigilant.

 

6              FINANCE

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

106/1014   Items on Appendix B were duly approved and cheques were signed as required.

 

(b)   Discuss and agree items requiring expenditure:

  • Benches

107/1014 Nichola Stokoe agreed to research the pricing and details recirculated by the Clerk on this matter and present her findings at the next meeting.

 

(c)   Receive and acknowledge the Audited accounts for 2013/14 signed off by BDO LLP

108/1014 It was resolved that the Audited accounts for 2013/14 having been duly signed and approved by the external auditors BDO/LLP be received by the Parish Council.

 

7              HIGHWAYS & RIGHTS OF WAY

a)     Highways:

  • Verge / grass cutting – progress / update on Tatsfield led initiative

109/1014 It was resolved that thanks be given to David Hodge and the highways contractors and team who had completed the refurbishment of Ricketts Hill Road as this had been done to a high standard and with great project management. Doug Massey requested that the small amount of spoil left by the contractors following the job’s completion should be removed.

 

b)     Rights of Way:

No update.

8              NOTIFIED ITEMS

(a)   Housing: update

No update.

(b)   Tatsfield Communications Advisory Committee: update

No update.

 

(c)   World War 1 100th Anniversary / War memorial: poppies

109/1014 The poppies were now up all over the Village Centre and all agreed they looked very distinguished and made a great visual statement. Poppies had fallen from the Village Hall but would be replaced. It was resolved that all poppies would be removed as soon as possible following Remembrance Day on 11th November. Thanks to all those involved including members, Old Ship, Bakery, Linda’s and the Village Club.

 

(d)   Old Lane ditch: update

Doug Massey noted that the ditch was now visible following the cutting of Tatsfield Green.

 

(e)   Tandridge District Council: Council Tax support representations due by 20th November

110/1014 It was resolved following the receipt of the Clerk’s report on this matter that further information was required to ascertain the exact nature of the grants provided to Tandridge District Council from the government before a response was issued. This would be reviewed at the supplementary meeting in October.

 

(f)    Christmas Tree for Carol Sing-along Village Centre

The Chairman informed members that she was waiting for confirmation of the availability of a Christmas Tree for the carol celebrations. She was certain the matter would be resolved.

 

08.51pm : The Meeting was suspended for parishioner’s questions

08.55pm The Meeting was reinstated.

 

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

(a)   County Councillor

David Hodge provided the following update:

1-     A letter was received from the Horse Society regarding the surface on Ricketts Hill Road being too slippery. The response would be going out as detailed last month stating this was a standard surface.

2-     Mr Hodge is reluctant to place more street furniture ref the complaint about cyclists on the corner of Rag Hill Road and Church Lane. Any barrier was likely to prove a problem for prams and disabled users as well.

3-     The Parish Council should encourage local organisations to apply for a grant from Mr Hodge’s Members allocation.

 

(b)   District Councillor

Bob David provided the following update:

1-     Is the Parish Council going to inform local Village Organisations about grant applications for the coming financial year ?

2-     If rubbish and recycling is missed by Biffa then residents should report this directly to Tandridge District Council and a collection will be scheduled.

3-     Old Ship recycling banks are being used for inappropriate tipping of items and a recent conviction has been made of a Tatsfield resident.

 

(c)   Tatsfield Community Responders:

111/1014 It was resolved to support the purchase of a defibrillator subject to guidance on its placement from Phil Clark of the Tatsfield Responders as well as pricing considerations.

 

(d)   Village Hall Management Committee:

Helena Garcia noted she had requested an updated items list from Lloyd Gulley.

 

(e)   Tatsfield in Bloom: update

Bob David noted spring planting had taken place and was being aimed at tying in to the Vern visit in April to Tatsfield. A decision will be made following their meeting in November as to whether to enter for a competition in 2015.

 

(f)    Police: update

No update.

 

(g)   Biggin Hill Airport: update

Ian Mitchell noted details of the Biggin Hill airport consultation on extending working hours was currently in place and available to residents on Facebook and the website as well as paper information provided by the airport to locals.

112/1014 It was resolved that on the whole extended hours would not adversely affect Tatsfield and support of the plans should be encouraged.

 

(h)   Speedwatch

Ian Mitchell informed members no winter break would be taking place this year. Focus had been placed on those individuals currently breaking the 20mph speed limit around Tatsfield Primary school, of which unfortunately there were quite a few.

 

113/1014 It was resolved the Clerk should send a thank you note to Moira Cocks who was retiring from the local police force shortly and to inform her the Parish Council was looking forward to working with her further in the future.

 

(i)     Tatsfield Fairtrade Steering Group

Doug Massey informed the meeting that the recent Fairtrade tea tent had sold £165 in relevant goods and received £18 in donations.

 

10            PARISH COUNCIL PROPERTY AND LAND

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

a)     Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways):

  • Maintenance plan for parish land – update

Doug Massey noted that the maintenance plan action and a meeting were yet to be completed.

He also noted that there had been 2 maintenance session in the pond but that although some of the new plants were taking well it was doubtful the pond would show examples of lots of different coloured plants as some just did not thrive.

 

b)     Westmore Green :

  • Specification for repairs to path in Village Centre.

114/1014 It was resolved that a specification considering the type of repairs to the paths in the Village Green triangle be provided by the November meeting so that pricing could be obtained by the Clerk and that an agreement be reached on whether the current paths were reasonable. Nichola Stokoe agreed to take this item on and co-ordinate a report.

 

  • Picnic benches near play area.

115/1014 it was resolved that more information regarding the exact location and actual possible use of further picnic benches be obtained before a decision was made.

 

c)     Maesmaur Corner: update

116/1014 It was resolved to instruct the Clerk to request an update from Lord Lytton on progress made.

 

d)     Tatsfield Green:

  • Damage to verge outside Top o the Down

The Chairman noted a letter had been sent to residents of this property and the Clerk was awaiting a reply.

  • Wayleave letter

The Clerk had not yet received any response to her recent letter to the owners of Pippins on this matter.

117/1014 it was resolved the Clerk should write a general letter to local estate agents informing them of the ownership of Tatsfield Green and the possible impact over local residents who would require a wayleave if one was note already in place.

  • Cyclists at Rag Hill Road junction

118/1014 It was resolved following discussions that the Parish Council did not support additional street furniture to deter cyclists from using this pathway which may also impact on prams, disabled users and others.

 

e)     Parish Council Car Park and retained facilities:

  • Complaint about consistent parking in disabled bay

119/1014 The Chairman noted 2 complaints regarding this matter had been received, one addressed directly to the school and the individual had complained previously on this matter. It was agreed that the first complaint be responded to noting that the Parish Council noted this was a difficult situation and was liaising with the school. It was agreed no action be taken on the second letter at this time as its main focus was the school. The Clerk agreed to recirculate a previous email regarding limitations on taking action in a private car park without the expenditure outweighing possible benefits.

 

f)      Tatsfield Community Games Area:

  • Request by Tatsfield Primary PTA to use TCGA for Fireworks night on 7/11/14 – Delegated power to Clerk

120/1014 It was resolved that the request be approved but that no delegated power be given on this and other items relating to Parish Land at this time as there had been complaints at a previous fireworks event and the Parish Council preferred to maintain control. The Clerk to inform Tatsfield Primary school PTA.

 

g)     Aileen McHugo Building:

  • Agree proposal for use of Parish room by Chartwell Cancer Trust .

121/1014 It was resolved to approve a six month test run for use of the Parish Room for a nominal charge of £30 a week on a 2 day a week basis, subject to the room not being in use by Parish Council members or other village organisation bookings. The Clerk was instructed to inform Chartwell Cancer Trust of this decision and provide suitable wording.

h)     Tatsfield Allotments and Community Gardens: update

No update.

 

11            MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • SSALC AGM 16/10/2014 in Guildford.

121/1014 It was resolved the Clerk should send apologies to SSALC regarding non-attendance at the AGM.

 

(b)   to discuss Correspondence received by the Clerk

  • Resident concern re maintenance of land behind Tatsfield Primary school

122/1014 it was resolved that as the Parish Council does not own this land and there are no immediate plans to purchase it given the current maintenance and boundary issues, that the Clerk should re-contact David Hodge and request that this matter is pursued by Surrey County Council.

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

Include a follow up of appraisal recommendations for next main meeting through contact of all the appraisal team.

 

The   meeting concluded 10.25pm

 

Matters raised under Public adjournment:

1-     Thanks to Surrey Highways and D Hodge for the great state of the surface on Ricketts Hill Road

 

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8e, 19

Arrange meeting with key parties for Old Lane discussions

D Massey / Chair

31/3/2014

In progress

8g, 19

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

Chair

30/4/2014 (to be done in autumn 2014)

 

Item & page

(9 June 2014)

Action

Who

Date by

Result

5a, 42

Write and request clarification re Building of Character

Clerk

23/6/2014

In progress

Item & page

(23 June 2014)

Action

Who

Date by

Result

008, 48

Produce prices

D Massey

14/7/2014

 

Item & page

(9 Sept 2014)

Action

Who

Date by

Result

075/0914

Request plan for maintenance for Parish Council land and green spaces to include Hayes pasture and Shaw Road triangle as soon as possible

Clerk

18/9/2014

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

090/0914

Request review of insurance elements to add items from TCGA and Aileen McHugo Building

Clerk

13/10/2014

In progress

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(13 Oct 2014)

Action

Who

Date by

Result

103/1014

Inform Tandridge Planning re Parish Council decisions

Clerk

17/10/2014

COMPLETE

107/1014

Report on findings re benches for decision

N Stokoe

27/10/2014

 in progress

113/1014

Write a thank you letter to Moira Cocks

Clerk

20/10/2014

 in progress

114.1014

Present report on specification and decision on path

N Stokoe

9/11/2014

 in progress

120/1014

Inform Tatsfield Primary School PTA re request for TCGA closure

Clerk

16/10/2014

COMPLETE

121/1014

Apology for non-attendance at SSALC AGM

Clerk

15/10/2015

COMPLETE

122/1014

Request update from D Hodge

Clerk

20/10/2014

COMPLETE

 

Agenda for Main meeting of Tatsfield Parish Council on Monday 10th November 2014 at 8.00pm

MINUTES of the Meeting of Tatsfield Parish Council held on the 10th November 2014 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:     Mrs. Susan Smale (in the chair)

                     . Douglas Massey, Mr. Peter Kerry, MS Helena Garcia, Mrs. Nichola Stokoe,

 

In Attendance:   Mrs. Ana Hughes (Clerk)

                           Mr. Bob David (Tandridge DC Councillor)

                           Mr David Hodge (Surrey County Councillor)

     And 5 parishioners.

1   APOLOGIES

Mr Ian Mitchell - these were received and accepted by members.

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

None

3  To agree and sign the MINUTES OF THE PREVIOUS MEETING held on held on 27th October 2014

132/1114   The minutes of the supplementary meeting held on 27th October 2014 were approved as a correct record and signed by the Chairman, following a query raised by Peter Kerry regarding a discussion about land at Kemsley Road which had not been included in the minutes. This was clarified as being a discussion held after the meeting had been suspended for parishioner’s comments. This could be included in a future agenda.

4  Co-Option to fill the vacancy of Parish Councillor and select a candidate by majority vote

133/1114     It was resolved that the decision to co-opt to fill the Parish Council vacancy should be deferred to the next meeting as members had only received one of the candidate’s application details the previous night and there should be enough time allocated to make an informed decision based on the information provided.

5   To receive and accept the MINUTES from Finance Committee held on 20th October 2014

134/1114     it was resolved to receive and accept the minutes from the Finance Committee on 20th October 2014.

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

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

7   PLANNING  

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

  • TA/2014/1723: 1 Rag Hill Close, Tatsfield, TN16 2LR
    Demolition of existing garage and rear conservatory. Erection of two storey front extension incorporating integral garage, front porch, two storey side extension and single storey rear extension incorporating 4x roof lanterns. Erection of 2m high entrance gates with 2x 1.5m high piers to the front of the property and formation of additional hardstanding to existing driveway.

135/1114               Objection : it was resolved the Parish Council objected to this planning application on the basis that the proposed substantial increase to the property would contradict policy DP13(E) and represent a disproportionate increase to a building in the Green Belt.

The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

 

(b)   Planning member for November:

136/1114 Nichola Stokoe agreed to take on this role for November.

 

(c)   Neighbourhood Plan Development Committee: present final document for discussion

The Chair noted that the draft updated Village Design Statement document was available for all members to peruse and comment.

137/1114 It was resolved that a decision on approving the updated Village Design Statement 2014 would wait until the Chairman of the Neighbourhood Plan Development Committee was present for members clarification.

 

8.22pm The Meeting was suspended for parishioner’s questions

8.40pm The Meeting was reinstated.

 

8  FINANCE

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

138/1114   Items on Appendix B were duly approved and cheques were signed as required.

 

(b)   Discuss and agree items requiring expenditure:

  • Benches : updated report

139/1114     It was resolved to accept the recommendation presented by Nichola Stokoe to purchase 8 benches from recycled plastic with a rustic appearance at a cost of £4879.17 which was a little higher than the amount originally approved the previous year but would include replacement of benches on Tatsfield Green as well as those on Westmore Green. This was subject to further enquiries raised by members regarding delivery, storage and how to dispose of the old benches as well as fixing new benches to the ground. The Clerk was asked to clarify members’ queries.

140/1114     It was resolved this item should be kept on the agenda until such time as more details were available for a full decision to be made on the quantity and location of proposed defibrillators. The Parish Council is liaising with Phil Clark from the Tatsfield Responders on this matter.

(c)           Requests for Grants:

  • Tatsfield Vern d’Anjou Association - £500

141/1114   It was resolved to approve this request to promote the Tatsfield Vern d’Anjou twinning and encourage more village participation, especially at the 40th Anniversary of the Twinning which takes place in 2015. The Clerk was instructed to proceed.

  • ‘The Litter Initiative’ - £200

142/1114   A group of Tatsfield residents who perform regular litter duties all over the village requesting funds to provide volunteers with proper equipment to perform their tasks more adequately. It was resolve to accept this request and the Clerk was instructed to obtain the necessary proof of purchase to support the grant.

 

9  HIGHWAYS & RIGHTS OF WAY

a)     Highways:

  • Verge / grass cutting – progress / update on Tatsfield led initiative

No update to report.

b)     Rights of Way:

No update to report.

 10 NOTIFIED ITEMS

(a)   Housing: update

No update to report

(b)   Tatsfield Communications Advisory Committee: update

143/1114   It was discussed that the Parish Council should look at communications, Facebook and other issues raised by the Clerk before passing them to the Tatsfield Communications Advisory Committee.

(c)   World War 1 100th Anniversary: update

144/1114 It was resolved the poppy displays would be removed as soon as possible following the 11th November 2014 Remembrance Day celebrations and this included the display in the window of the Aileen McHugo Building.

(d)   Old Lane ditch: update

No update to report.

(e)   Christmas Tree for Carol Singalong Village Centre: update on tree

145/1114   The Chair reported no Christmas Tree donation offers had been received but that Ken Thurgood had been asked to source and quote for one for the Parish Council to consider purchasing.

(f)    Parking on layby opposite Tatol bed

146/1114   The Chair reported the large commercial vehicle that had been parking in the layby and causing concerns had not been seen recently and it was resolved no further action would be taken at this time on this matter.

 

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

(a)   County Councillor

David Hodge reported on the following points :

1-     Two requests for financial support from Tatsfield organisations had been agreed recently.

2-     David needs further clarification regarding a further request from the Litter Initiative – the Clerk to suggest this to the applicant.

3-     The land behind the school was owned by Surrey County Council and would be inspected by a member of the land management team shortly with a view to putting in a plan to manage the weeds and thistles. Mr Hodge will be enquiring as to whether the school would be interested in purchasing the land.

4-     Winter maintenance changes were being communicated to parish councils.

(b)   District Councillor

Bob David reported on the following points:

1-     Tandridge District Council had introduced new weekly recycling collections, including textiles, shoes, batteries and small electrical items. These should be bagged separately from other rubbish and recycling.

2-     New council houses would be built in Oxted and Caterham.

3-     Improvements to communications with residents during severe weather conditions had been announced.

(c)   Tatsfield Community Responders:

No update available.

 

(d)   Village Hall Management Committee:

147/1114   It was resolved to ask for further information from Niall Kills about the bulkhead fitting that was filling up with water. The bollard lamps had been replaced and additional lamps ordered by Doug Massey and the Clerk would be contacting someone to replace the damaged grill – all as detailed by Carol Jordan with a request for action.

 

(e)   Tatsfield in Bloom: update

Bob David reported that it had been decided to enter the In Bloom competition in 2015 and a request for Parish Council support would be forthcoming for the following financial year. Planting of daffodils continued and volunteers continued to do tidy up tasks.

 

(f)    Police: update

The Chair reported that Tatsfield Primary school informed her that the CSO for Tatsfield had been assisting with parking management in the car park.

 

(g)   Biggin Hill Airport: update

No update.

 

(h)   Speedwatch

No update.

 

(i)     Tatsfield Fairtrade Steering Group

Doug Massey invited members and residents to attend the Fairtrade Tea Talk in the Millennium Hall on 23rd November 2014.

 

12            PARISH COUNCIL PROPERTY AND LAND

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

a)     Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways):

  • Maintenance plan for parish land – update

The Chair noted a draft list had been submitted by the Clerk for review by the Green Spaces committee and additions needed to be made to ensure a comprehensive plan was achieved.

(b)   Westmore Green :

  • Path in Village Centre – update

148/1114     it was resolved that the Chair would request input from residents for ideas on how to change the triangle in the centre of the village and ideas on how to place the paths.

  • Picnic benches near play area - update from H Garcia

149/1114   It was resolved to defer this until further information was possible as the site was hardly used in autumn / winter months.

  • Tatol Bed damage: update

149/1114 It was resolved the Clerk would send the quote for damages to the Dutch company as soon as it had been received. It was further resolved a request for donations would be made from the second company as the damage had been repaired by TIB volunteers.

Further thoughts needed as to a possible relocation of the Tatol bed to stop future damage.

(c)   Maesmaur Corner: update

Nichola Stokoe noted the survey had taken place onsite and the Clerk was awaiting the final report with conclusions.

 

(d)   Tatsfield Green:

  • Damage to verge outside Top o the Down – update

The Clerk noted she had received a positive response to a request for reinstatement of the Green following completion of works but not estimated time of completion.

150/1114 It was resolved the Pippins Wayleave matter be added to the agenda and kept there until resolved.

 

(e)   Parish Council Car Park and retained facilities:

  • Update on parking

151/1114   A letter to go out to tenants, Village Hall and Tatsfield Primary school was in the process of being completed for the Clerk to send out. The Chair noted the School was being very proactive in trying to manage the parking challenges.

 

(f)    Tatsfield Community Games Area:

The Chair noted litter was being left at weekends according to a report by Mike Lambert.

 

(g)   Aileen McHugo Building:

  • Chartwell Cancer Trust agreement to Terms and Conditions of Parish Room to start on 5/1/15

152/1114 The Clerk was instructed to draft a letter to agree the details for this matter and to ensure that some form of communication was in place for keeping a tab on the room’s use.

 

(h)   Tatsfield Allotments and Community Gardens: update

153/1114 It was resolved the Clerk should ask Roger Taylor whether a new management agreement would be required following the Chair’s report that the TACGG was hoping to become a separate entity with its own accounts to manage the site, distinct from the Tatsfield Horticultural Society.

 

13            MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • TVSC Network Lunch on Thursday 20 November 2014 - P Kerry to attend
  • TDC SHMA Methodology workshop 24/11/2014 10am - I Mitchell to attend
  • SURREY HILLS AONB PARTNERSHIP FORUM 19/11/14 13-1600 - none

(b)   to discuss Correspondence received by the Clerk

No additional correspondence had been received.

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

None

15            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Citizens Advice Bureau to be added to report from external organisations for the next main meeting
  • Kemsley Road land with Parish Council stones – discussion required.

 

The   meeting concluded at 9.55pm

 

Matters raised under Public adjournment:

1-     Request from 3 Tatsfield youth residents to use the Parish Room for a new youth club – propose using it to complete homework as well as to socialise and play board games. Request support of the Parish Council.

 

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8e, 19

Arrange meeting with key parties for Old Lane discussions

D Massey / Chair

31/3/2014

In progress

8g, 19

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

Chair

TBC

 

Item & page

(9 June 2014)

Action

Who

Date by

Result

5a, 42

Write and request clarification re Building of Character

Clerk

23/6/2014

In progress

Item & page

(23 June 2014)

Action

Who

Date by

Result

008, 48

Produce prices

D Massey

14/7/2014

 

Item & page

(9 Sept 2014)

Action

Who

Date by

Result

075/0914

Request plan for maintenance for Parish Council land and green spaces to include Hayes pasture and Shaw Road triangle as soon as possible

Clerk

18/9/2014

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

090/0914

Request review of insurance elements to add items from TCGA and Aileen McHugo Building

Clerk

13/10/2014

COMPLETE

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(13 Oct 2014)

Action

Who

Date by

Result

107/1014

Report on findings re benches for decision

N Stokoe

27/10/2014

COMPLETE

114/1014

Present report on specification and decision on path

N Stokoe

9/11/2014

COMPLETE

Item & page

(27 Oct 2014)

Action

Who

Date by

Result

129/1014

Draft response ref car park action

Chair

9/11/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

132/1114

Add Kemsley Road land discussion to future agenda

Clerk

18/11/2014

COMPLETE

135/1114

Respond to Tandridge planning on Parish Council decision

Clerk

20/11/2014

COMPLETE

139/1114

Clarify queries re recycled benches with supplier

Clerk

24/11/14

COMPLETE

141/1114

Inform organization of grant approval.

Clerk

30/11/14

COMPLETE

142/1114

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

Clerk

30/11/14

In progress

147/1114

Action points for Village Hall damaged items

Clerk

8/12/2014

In progress

148/1114

Parish magazine request for proposals for triangle refurbishment

Chair

16/11/2014

COMPLETE

150/1114

Tatol damages actions

Clerk

30/11/2014

In progress

153/1114

Request clarification from R Taylor

Clerk

24/11/2014

COMPLETE

 

Agenda for Main Meeting of Tatsfield Parish Council on 8th December 2014 at 8.00pm in the Parish Rooms

DRAFT MINUTES of the Meeting of Tatsfield Parish Council held on the 8th December 2014 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                                Mrs. Susan Smale (in the chair)

                                                Mr. Douglas Massey, Mr. Peter Kerry, MS Helena Garcia, Mrs. Nichola Stokoe, Mr Ian Mitchell

 

In Attendance:     Mrs. Ana Hughes (Clerk)

                                Mr. Bob David (Tandridge DC Councillor)

                                Mr David Hodge (Surrey County Councillor)

                And 2 parishioners.

1              APOLOGIES

Mr Michael Rennie - these were received and accepted by members.

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

166/1214     Ian Mitchell declared an interest in item 6a TA/2014/1876 and TA/2014/1911 for proximity reasons. Mr Ian Mitchell took no part in the discussions of voting on these 2 items.

3              To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 24th November 2014

167/1214     The minutes of the supplementary meeting held on 24th November 2014 were agreed as a correct record and signed by the Chairman.

4              To receive and accept the MINUTES from Finance Committee held on 25th November 2014

168/1214   The minutes from Finance Committee held on 25th November 2014 were received and accepted by members.

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

169/1214   The Clerk requested an update on the progress of the follow up of Appraisal recommendations. The Chair noted that Roger Pearce who had led the appraisal was putting a small group of interested residents together to follow up on recommendations. The Parish Council had supplied a progress update on their actions. This was likely to take place in the New Year.

6              PLANNING  

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

  • TA/2014/1876: Valleyside, Greenway, Tatsfield, TN16 2BT
    Demolition of existing garage. Erection of single storey side extension and front porch. (COPUD) None – this item was supplanted by TA/2014/1911 – no action necessary.
  • TA/2014/1911: Valleyside, Greenway, Tatsfield, TN16 2BT
    Demolition of existing garage. Erection of single storey side extension.

170/1214   .No comment.

171/1214   The Clerk was instructed to inform Tandridge Planning of the Parish Council decisions.

 

(b)   Planning member for December: Peter Kerry

172/1214   Peter Kerry agreed to take on the planning for December until the main meeting in January 2015.

 

(c)   Neighbourhood Plan Development Committee: present latest document for discussion / approval

173/1214   It was resolved to accept the draft text as presented following discussions with members. Peter Kerry requested guidance and assistance on rules for frontage development and possible encroachment on bridleways and rights of way. The final draft with updated pictures would be presented in January. This would then be issued as the updated Village Design Statement 2014.

 

(d)   Tandridge District Council briefings: update and report

Ian Mitchell noted the Inspector to the Caterham Public Inquiry, to which the Parish Council had contributed in support of the Section 6 defendants supporting Tandridge’s Local plan and housing needs supply, had released his report. The smaller development had been approved but the larger one denied on design matters. The inspector had neither confirmed nor denied the adequacy of Tandridge District Council’s 5 year supply plan for housing. This would possibly lead to further challenges by other developers.

Ian Mitchell also noted that Tandridge was undertaking a Strategic Market Housing Review as part of its Local Plan review and development and briefings by the independent consultants performing the review had taken place at council offices for local resident’s associations, parish councils, developers and district councillors.

 

It was further noted that enforcement action was in process at Hillside Road.

 

7              FINANCE

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

173/1214   Items on Appendix B were duly approved and cheques were signed as required. The Clerk had received an additional item for a village plan print of £50 which had been added to the list but would need to be added to the Appendix B schedule.

 

(b)   Discuss and agree items requiring expenditure:

  • Benches : final decision : estimated expenditure of £4880 ex VAT

174/1214   It was resolved that the benches would be ordered to be delivered at a later date – the Clerk to agree with the supplier, and arrange installation once quotes had been received from those contacted by the Clerk.

 

  • Grant to Tatsfield Cricket Club - quote for repairs £ 1584 (inc VAT)

175/1214   It was resolved that further investigation was required to understand exact needs on this matter and that Doug Massey would perform a site visit and discuss with the cricket club.

 

  • Grant to Tatsfield Art Club - £75 requested

176/1214 This was approved and the Clerk to contact Tatsfield Art Club.

 

  • Clerk attendance at SLCC Regional Conference on 11 February 2015 - £69 +VAT for early booking

177/1214   It was resolved to approve this item and the Clerk to obtain early booking discounts.

 

(c)   Approve budget for 2015-16 and agree Precept for that financial year.

178/1214   It was resolved unanimously to approve the budget presented and proposed by the Finance Committee and examined by members. It was further resolved that for the financial year of 2015-16 the precept would remain at £42,000.

 

(d)   Ratify and approve increase to Clerk's wage agreed by NJC for National salary scales: increase to £9.551 per hour for SCP19 as of 1/1/15 and single one off payment of £100 to be paid in December 2014.

179/1214   It was resolved to adopt the increase at SCP 19 of 9.551 per hour agreed by NJC for the Clerk’s salary and to pay a one off payment in December of £100. The Chair noted that in February 2015 the Clerk’s holiday entitlement would increase by 2 days as she achieved 5 years of service.

8              HIGHWAYS & RIGHTS OF WAY

a)     Highways:

Doug Massey noted communication from both Tandridge and Surrey County Council on winter maintenance and activities was improved and that gritting had been undertaken successfully a few times. Details were on the Surrey Highways website. He noted that the Tandridge scheme implemented last year to use employees residing locally to help clear snow and ice had worked well. All was set for bad weather should it come.

b)     Rights of Way:

No update to report.

 

9              NOTIFIED ITEMS

 

(a)   Review membership of Finance Committee and agree addition of Michael Rennie

180/1214   It was resolved to increase the membership of the Finance Committee to include Michael Rennie with his strong finance background and experience.

 

(b)   Housing: update

No update

 

(c)   Tatsfield Communications Advisory Committee: update

181/1214   It was resolved that Peter Kerry should write an article for the January edition of the Parish Magazine to alert residents about the upcoming Internet Awareness Day, co-ordinating activity with Tatsfield Primary school.

182/1214 It was resolved to approve the draft Communications Policy and the Clerk was instructed to place it on the website. Peter Kerry emphasised the need to ensure decisions were recorded clearly. The Clerk noted this was done through the minutes and these were always available on the website and in hard copy by request.

 

(d)   World War 1 100th Anniversary: update

No update.

 

(e)   Old Lane ditch: update

No update.

 

(f)    Christmas Tree for Carol Singalong Village Centre: update on tree

It was noted a tree had been sourced and would be made available and put up by Friday for the Carol Singalong

 

(g)   Land / markers in Kemsley Road - determine action to take

It was noted that there were several parcels of unclaimed land which had Parish Council markers on them around the parish. These had never been formally claimed as current Land Registry legislation requires the land to be fenced off and unavailable to others before it can be claimed and registered by the Parish Council.

183/1214 It was resolved at this stage no further action to be taken on these parcels of land unless there is a change to the Land Registry requirements or an issue presents itself relating to the parcels of land. The Clerk was asked to request advice from SSALC on this matter.

 

9.12pm Meeting suspended for public contribution

9.15pm Meeting reinstated.

 

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

(a)   County Councillor

David Hodge reported on the following points :

1-     Proposal to change the speed limit on Titsey Road to 40 miles per hour.

2-     Surrey County Council will have money available for local parish councils and organisations to apply for relating to research and work on archives and information relating to local World War I. Further details to be made available but this should be good for the Tatsfield History Society.

(b)   District Councillor

Bob David reported on the following points:

1-     Need to keep making the new recycling service aware to people as it does not appear to be used much.

2-     Managed to get approval from existing owners of 1 and 2 The Green to change the names of their houses – No2 will become Stone Cottage and Bob David is still awaiting information regarding the possible new name for No 1. Thanks from Parish Council for all his hard work on resolving this matter.

3-     Planning policy and Planning Applications Committee – new move to identify land for housing. Will be looking for suitable land in settlement area of Tatsfield at this stage, and other local areas in Tandridge.

(c)   Tatsfield Community Responders:

No update available.

 

(d)   Village Hall Management Committee:

184/1214   No update as yet on the outstanding lamp which had been filling up with water. Helena Garcia to obtain this. Grille should now have been replaced – Clerk to confirm this.

 

(e)   Tatsfield in Bloom: update

Bob David reported that grants had so far been secured from Surrey County Council (£1,000) and the Tatsfield Horticultural Society (£500). Planning meeting in AMB on 15/12/14.

 

(f)    Police: update

No update.

 

(g)   Biggin Hill Airport: update

Ian Mitchell noted the recent questionnaire issued by the airport had purportedly obtained a 79% support for their expansion plans, but actual support for extended hours was only 66%. The airport was involved in a battle with the Government over Northolt providing unfair competition to local airports with their government subsidies and the airport claimed they had lower safety standards. Judicial review underway.

185/1214   It was resolved the Parish Council needs to review its policy on Chinese lantern release in the light of recent environmental and safety developments and consider drones at the next meeting.

 

(h)   Speedwatch

Activity will continue through the winter.

 

(i)     Tatsfield Fairtrade Steering Group

Fairtrade talk on Peru had been very successful with over £300 worth of goods sold on the night to support the group. Thanks issued by Doug Massey on behalf of the group for approval of the gazebo purchase and he would be liaising with the Clerk on this matter.

(j)    Citizen’s advice Bureau – update

Peter Kerry noted he had joined their publicity sub-committee and new leaflets with information had been placed on notice boards in the parish.

 

11            PARISH COUNCIL PROPERTY AND LAND

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

a)     Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways):

  • Maintenance plan for parish land – update

Doug Massey needs to pursue.

(b)   Westmore Green :

  • Path in Village Centre – update

No formal response to request for ideas for this has yet been received by the Clerk or Chairman.

  • Tatol Bed damage: update

The Clerk noted the Dutch company had confirmed they would be issuing payment shortly but no contact had yet been received from the skip company as yet.

  • Request from Tatsfield Horticultural Society to hold Annual Plant sale on 16/5/15 at 9.45am outside Bakery

186/1214         It was resolved to approve this request and the Clerk instructed to inform the THS.

 

(c)   Maesmaur Corner: update

The Clerk noted that she was in the process of arranging a meeting between all parties involved in this matter.

 

(d)   Tatsfield Green:

  • Damage to verge outside Top o the Down – update

187/1214               It was resolved this should be left at least until the next meeting before a further review.

  • Pippins way leave : update and discuss next steps

188/1214               Nichola Stokoe had discussed the matter directly with the solicitor representing Pippins – no further activity had been noted by the Clerk. It was agreed that this should be reviewed in the New Year unless further communication was issued and consideration be given to contacting property agents in the area informing them of the ownership of the Green so they could make potential clients aware.

  • Request from Resident to minor woodland management to the edge of Millennium wood bordering Tatsfield Green

189/1214   It was resolved the Clerk should write to Mr Yeeles thanking him for his initiative and his voluntary action in this matter.

 

(e)   Parish Council Car Park and retained facilities:

190/1214   Doug Massey reported 2 of the bulbs he had replaced had already been broken. Bulbs were quite expensive and the Parish Council cannot sustain constant breakages, possibly as a result of youngsters playing ball games against the back of the Village Hall. It is important that games that look like they are damaging property be reported to the authorities, as a resident had done recently. It was resolved to monitor the situation to ascertain next steps given the safety requirements of lighting in the car park.

 

(f)    Tatsfield Community Games Area:

No update.

 

(g)   Aileen McHugo Building:

191/1214   The Parish Council started to review the list of items drawn up by Ian Mitchell on improving the Aileen McHugo Building. It was resolved to go ahead with the carpet cleaning at an estimate from Goldservice of £50.

It was further resolved that the heating controls needed fixing and times agreed and the code on the lock changed to ensure only Parish Council members and the Clerk could make changes. Requests for changes from tenants could be made through the Clerk.

It was resolved the rest of the items would be addressed at the next meeting.

 

(h)   Village Hall: request from Little Acorns to install small rings in wall to tie safety netting

192/1214  The request was approved provisionally, subject to satisfaction over concerns on potential safety hazards, height and confirmation from Little Acorns that the rings would fall flat against the wall when not in use. The Clerk to investigate.

 

(i)     Tatsfield Allotments and Community Gardens: update

193/1214 Following an update from the Chair ref the continued progression of the TACG group being set up as a separate entity, the Parish Council resolved to await a formal request or communique from the group before a new agreement is set up.

 

12            MEETINGS TO ATTEND / CORRESPONDENCE:

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

None

(b)   to discuss Correspondence received by the Clerk

  • complaint ref Tatsfield Green verge on Ricketts Hill Road

194/1214   It was resolved that following the Chair and Clerk’s visit to the verge on Tatsfield Green just before Manor Road where a resident complained about a possible infestation of rats, to accept the Chair’s proposed response to Tandridge District Council stating no evidence of such an infestation had been observed and that extensive building work in the adjacent houses may well have disturbed existing wildlife. The Parish Council had not encouraged any infestation through its own actions and therefore could not see that any further action would be required on this matter.

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

195/1214 The Chair proposed and it was resolved to address a planning application that required a response before the next meeting in January.

  • TA/2014/1811: Franklin, Ricketts Hill Road, Tatsfield, TN16 2NB
    Erection of single storey extension to east elevation, lean-to extension to north elevation and summerhouse to garden. (Certificate of Lawfulness for an Existing Development)

196/1214 No comment – the Parish Council has no evidence to counter the claim that items have not been there for at least 4 years. The Clerk was instructed to inform Tandridge planning of the decision taken.

 

14            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Parish Council needs to review its policy on Chinese lantern release in the light of recent environmental and safety developments and consider drones.
  • Aileen McHugo Building list of outstanding items.

The meeting concluded at 10.25pm

 

Matters raised under Public adjournment:

1-     Do you intend to consult the village before concluding the design statement ?

2-     when presented to Tandridge does the parish council intend to request special status for the design STATEMENT?

 

 

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8e, 19

Arrange meeting with key parties for Old Lane discussions

D Massey / Chair

31/3/2014

In progress

8g, 19

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

Chair

New Year

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

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

Clerk

30/11/14

In progress

147/1114

Action points for Village Hall damaged items

Clerk

8/12/2014

In progress

150/1114

Tatol damages actions

Clerk

30/11/2014

In progress

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

171/1214 91/

196/1214 94

Inform Tandridge District Council of planning decisions

Clerk

18/12/14

COMPLETE

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

In progress

175/1214 92

Contact cricket club to explain Parish Council decision

Clerk

12/12/14

COMPLETE

176/1214 92

Contact art club to inform of approval

Clerk

12/12/14

COMPLETE

177/1214 92

Book early tickets

Clerk

12/12/14

COMPLETE

182/1214

Place approved communications policy on website

Clerk

22/12/14

COMPLETE

183/1214 93

Request advice from SSALC

Clerk

15/12/14

COMPLETE

186/1214 94

Inform THS of Parish council decision

Clerk

15/12/14

 COMPLETE

189/1214 94

Inform resident of Parish Council decision and thank him

Clerk

18/12/14

COMPLETE

192/ 1214 94

Inform Little Acorns of decision and request adequate clarification on items raised

Clerk

15/123/14

COMPLETE