Agenda for Main Parish Council meeting held on 11th January 2016 at 8pm in the Parish Rooms - Aileen McHugo Building

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th January 2016 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 Martin Allen (Tandridge District Councillor)

                                   

And 8 parishioners.

 

1              APOLOGIES

The Chairman noted that Mr David Hodge had sent his apologies, he would be trying to attend the meeting but could not be sure he would be on time.

 

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

Niall Kells declared a personal interest as the father of the applicant in item 5a TA/2015/2146 and an interest of proximity as a neighbour in item 5a TA/2015/2201. He took no part in the discussion or voting on these items.

Ian Mitchell declared an interest of proximity as a neighbour in item 5a TA/2015/2154. He took no part in the discussion or voting on this item.

 

3              Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 14th December 2015

601/0116 It was resolved the minutes represented an accurate record of the meeting held on 14th December 2015 and the Chairman signed the minutes together with the appropriate appendices.

 

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

The Clerk noted all actions were covered under existing agenda items.

 

5              PLANNING

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

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

602/0116   No objection.

 

  • TA/2015/2154: Green Pastures, Greenway, Tatsfield TN16 2BS
    Demolition of existing garage, rear conservatory and outbuildings. Erection of first floor extension and new roof incorporating dormer window to front elevation. Formation of front porch and circular window to side elevation.

603/0116 Objection on the basis of the proposals having an overshadowing and overbearing effect on the neighbouring property (Policy DP7 (7)).

 

  • TA/2015/2156: Smokey Mountain, Tatsfield Approach Road, Tatsfield TN16 2JT
    Erection of detached garage to north of dwelling. (Certificate of Lawfulness for a Proposed Use or Development)

604/0116 Bearing in mind the planning history of the site when it was part of London Borough of Bromley, the Parish Council has no other comment to make.

 

  • TA/2015/2170: Pipersdene, Parkwood Road, Tatsfield TN16 2LT
    Erection of entrance gates.

605/0116 No objection

 

  • TA/2015/2174/TPO: Firs Farm, Ricketts Hill Road, Tatsfield TN16 2NB
    TPO 29, 2012 (T) - Crown lift 1 Beech tree to 4m

606/0116 No Comment.

 

  • TA/2015/2201: 27 Paynesfield Road, Tatsfield TN16 2AT
    Erection of single storey front extension and two storey front/side extension

607/0116 Objection on the basis of proposals resulting in an overdevelopment of the dwelling (policy DP7 ( 2) and DP7 (7) by reason of an overshadowing and overbearing effect on the neighbouring property.

 

608/0116 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

 

b)    Planning team for January: Mike Sarll and Pat Coombe

609/0116 It was resolved that Mike Sarll and Pat Coombe should assist as planning team for January. The Clerk was asked to take planning applications to Pat Coombe in Mike Sarll’s absence.

 

c)     Tandridge District Council: Local Plan update

d)    The Chairman reminded members and all that the consultation was open to all residents and that information on how to respond was available in hard copy as well as on social media and the village website. This local plan would be covering the future of Tandridge for the next 20 years.

 

The Chairman noted the working group had met to consider the Local Plan and had focused on the 6 main questions, covering wide ranging topics such as:

  • The local economy, employment and protection of local shops
  • Health and wellbeing
  • Transport and infrastructure

The working group was going to be meeting again and then circulate a first draft of answers for the Parish Council to consider at the supplementary meeting.

The Chairman also noted the Oxted and Limpsfield Residents Association had called a meeting on 18th January 2016 to discuss potential issues around the consultation in particular the assessment of housing needs.

 

e)     Enforcement: updates

The Chairman informed members Tandridge District Council had investigated 3 sites in Tatsfield, where questions had been raised regarding building works. Two sites in Old Lane were likely to submit retrospective applications for planning permission.

 

6              FINANCE

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

610/0116 It was resolved to authorise all payments as detailed in Appendix B, and cheques were signed as required.
The Clerk noted that 2 of the items on Appendix B had previously been authorised (Blachere Illunimations and Dave Mitchell) and the invoices had missed the December meeting, but required paying before the January meeting.

 

b)    Discuss and agree items requiring expenditure:

  • Surrey Local Councils update: £15 per person (11 Feb 16) x 2 for A Davies and P Coombe

611/0116 It was resolved to approve attendance at this update meeting for Althea Davies and Pat Coombe.

  • Practitioner’s Conference attendance (Clerk) : 2 days 25-26 Feb 2016 £249+VAT

612/0116 It was resolved to approve attendance for the Clerk at this practitioner’s conference on the basis that full reports on each training session would be given by the Clerk and applied as necessary.

  • Car park sign: approve new price of £116.71 + VAT

613/0116 It was resolved to accept the amended quote and a small change to the wording. Repair work to Aileen McHugo Building gutter / post: £200

614/0116 It was resolved this item was necessary for the safety of the building and was approved.

  • Repairs to the old bus shelter: £600

615/0116 It was resolved to accept this quote for repairs but to monitor the old bus shelter and check expenditure in the future as it may not become cost effective although it was used by residents.

616/0116 The Clerk was instructed to action resolutions 611-615/0116 as required.

 

8.48pm The meeting was adjourned for audience participation

8.50pm The meeting resumed

 

c)     Grant requests 2016-17

  • Tatsfield Community Composting Group: £500

617/0116 It was resolved to accept and approve the request from the Tatsfield Community Composting Group for a grant to repair their shredders and lawnmower as detailed in their grant request letter, for a total of £500. The Clerk to action.

7              HIGHWAYS & RIGHTS OF WAY

d)    Highways: update

  • Old Lane water running from Golf Course

The Chairman noted that following correspondence with Parkwood Golf Club and investigations by the manager, they had agreed to accept responsibility for the water running into Old Lane and had cleared the debris resulting from their actions (after request from Surrey Highways). They had also taken steps to rectify their earlier action which had resulted in the water running into Old Lane.

 

The Chairman noted there was now also water running down the other side of Church Lane and needed investigating.

The Chairman and Niall Kells noted several drainage issues had been reported to Surrey and Tandridge on the Approach Road leading into Westmore Green, with blockages on gulleys and drains especially near the pond.

 

e)     Rights of Way:

  • FP21 kissing gate to replace style – update

The Clerk informed members she had spoken to the landowner of the field to which the Parish Council contractor required access to install the gates. Landowner suggested access from the field below the school as the incline from her side was too steep. Clerk to put landowner and contractor in touch. Contractor had confirmed no work would take place until weather and conditions improved. Clerk would be liaising with Surrey, contractor and landowner to ensure the work took place smoothly when indicated.

 

9.04pm – Meeting suspended for public participation

9.10pm – Meeting reinstated

 

8              NOTIFIED ITEMS

a)     Housing: housing needs survey – update from working group

The Chairman noted the working group had produced a draft which was being circulated and they hoped to bring back a final working draft for approval at the Supplementary meeting on 25th January 2016.

 

b)    Defibrillators – update

The Clerk noted the application had been sent and acknowledged by British Heart Foundation and that she was waiting for a response, but had been told this could take a while as there were a lot of applications waiting for processing.

 

c)     Volunteers: update

The Clerk informed members the insurance company had confirmed as long as the points listed on the listing approved in April 2015 remained in force and up to date for both volunteer groups submitted (Tatsfield in Bloom and Litter Pickers) then they could be considered to be covered under Parish Council insurance as detailed. The Clerk agreed to send confirmation to key contacts in each volunteer group.

 

d)    Hail and Ride: 464 update report update

The Chairman informed members he had received the result of the survey on buses picking up and setting down on Ricketts Hill Road and that there were very few with only 18 passengers using Hail and Ride on 66 journeys.

618/0116 It was resolved that a letter be written to Transport for London listing research findings on other Hail and Ride consultations and Transport for London policy on Hail and Ride and rural areas, and requesting that they reconsider based on the Parish Council findings. The Clerk and Chair to liaise.

 

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

No further update on David Hodge’s response in December.

 

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

a)     County Councillor

No update as David Hodge not present.

 

b)    District Councillor

Martin Allen reported on the following items:

1-     Tandridge fear that if they do not get the Local Plan draft right for the inspectorate then developers will have a much larger role. However the process does not appear to be reaching the ‘man on the street’.

2-     Proposed increases in housing budgets to make up for shortfalls, between 0.8% and 3%.

3-     New Chief Constable will not be selected until after the Police Commissioner elections take place.

 

c)     Village Hall Management Committee:

  • Update on storage and upstairs room for History Project

Helena Garcia-McLeod reported the Village Hall Management Committee are investigating options. The Clerk has looked into the possibility of a DBS check but this needs to come from Little Acorns Pre-School as the Parish Council has no basis for asking for one.

  • Windows project : update

Helena Garcia-McLeod noted they were waiting for a response from Biffa – the grant application had been sent off.

d)    Tatsfield in Bloom:

  • Request for Parish Council involvement in TIB celebration of Queen’s 90th Birthday

619/0116 It was resolved that Pat Coombe should circulate some ideas for approval on this matter to the Parish Council and Tatsfield in Bloom in time for implementation for June 2016.

 

e)     Biggin Hill Airport: update

The Chair noted the internal challenge to the approval of extended hours by London Borough of Bromley council had been overturned.

 

f)      Tatsfield Vern d’Anjou Association: update

No update

 

g)    Oxted Citizens Advice Bureau: update

No update.

 

h)    Tatsfield Horticultural Society

Martin Allen noted there was no activity until February.

10            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

The Clerk noted the 2 dog waste bins had been installed and she was awaiting feedback from Tandridge ref installation dates for the remaining bins.

  • Replacement salt bin for faulty one (Westmore Green) – need to consult residents and reconsider shrubs matter

620/0116 Following new information provided by the Clerk on the need to replace the existing salt bin which was broken, it was resolved the following actions should take place:

  • Consult new residents on what their preferences are
  • Agree to spend up to £350 per bin to replace this bin and the other faulty bin identified by Niall Kells in the Village Centre
  • Replace the salt bin in its current location, therefore no shrub planting to take place.
    • Deed of Easement : Heath House

b)    Tatsfield Green:

No update

  • Boundary Agreement: Tatsfield Lodge

No update

 

c)     Aileen McHugo Building

  • CCTV: update

621/0116 It was resolved the existing cameras were deemed sufficient at this stage and that the quote for additional cameras was too high to justify acceptance at this stage.

d)    Village Hall

  • Update on plan / drawing for Door

The Clerk noted she had just received the A3 drawings required to submit a planning application for the new door and that these would need to be scanned into a computer, which was currently not possible as the Parish Council’s laptop was broken and was in the process of being replaced. The Clerk would leave the drawings in the office in case someone managed to access an A3 scanner before the new laptop was in place.

  • Storage for AMB

622/0116 it was agreed to defer this item to the Supplementary meeting.

e)     Westmore Green

  • Tarmac track widening: update

623/0116 Following a meeting with residents in response to the letter sent to them by the Clerk, the Chair agreed to assist them in filling the forms required for requesting permission and planning. This was ratified by members.

 

  • Request for permission to hold Plant Sale on Green outside village shops by THS: 14/5/2016

624/0116 This request was approved and the Clerk was instructed to inform Tatsfield Horticultural Society.

f)      Car Park / TCGA

  • Derek Rose: update

The Clerk confirmed she had received time sheets and an invoice as required following her supply of examples of these to Mr Rose. This should hopefully mean that future months would proceed without issues.

 

11            MEETINGS TO ATTEND / CORRESPONDENCE:

  • to agree attendance at Meetings to which Parish Councillors are invited
    • TVSC network lunch 11/2/2016 in Lingfield – none could attend.
    • Surrey Local Councils update – this had been covered under Item 6b.
    • Parish Assembly meeting at TDC offices in Oxted on 16 March 2016 6.30pm – none at this stage.
    • to discuss Correspondence received by the Clerk

The Clerk confirmed all correspondence had been dealt with under agenda items.

 

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

  • Damage to verge on Tatsfield Green – Chair to have an informal talk re reinstatement.

 

The Meeting closed at 10.05 p.m.

 

Subjects raised in Public Adjournments

1-     Strong objection by neighbour to planning application for Green Pastures – serious encroachment on neighbour’s privacy due to land being lower.

2-     Biffa had contacted Village Hall Management committee and apparently there may be a reduction in their grant budget which they will only know about in a couple of months.

3-     Health and Safety concerns if bus shelter is not repaired.

4-     What is a ‘small dwelling’ ?

 

 

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

589/1215 111

Implement next steps as per Pensions Regulator

Clerk

14/1/2016

In progress

593/1215 111

Parish Magazine article on parking

Chair

17/12/2015

In progress

597/1215 113

Obtain quote to replace salt bin

Clerk

10/1/16

SEE 620/0116 4

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

602-608/0116 1

Inform Tandridge planning of Parish Council decisions

Clerk

13/1/2016

COMPLETE

616/0116 2

Action finance resolutions as required

Clerk

15/1/2016

COMPLETE

617/0116 2

Action grant request

Clerk

18/1/2016

COMPLETE

8c 3

Send confirmation from insurance company to key contact

Clerk

15/1/2016

COMPLETE

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

 

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

 

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

624/0116 5

Inform THS of Parish Council’s decision

Clerk

18/1/2016

COMPLETE

 

 Agenda for Main Parish Council meeting held on 11th January 2016 at 8pm in the Parish Rooms - Aileen McHugo Building

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 8h February 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                         Mrs Althea Davies (in the Chair)

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

                                    Mrs Pat Coombe

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                   

And 2 parishioners.

 

The Clerk noted that neither the Chair nor elected Vice Chair were present at the meeting and asked for nominations for a Chair from members for this meeting. Althea Davies was proposed by Helena Garcia MacLeod and seconded by Pat Coombe and duly elected as Chair for this meeting of Tatsfield Parish Council.

1              APOLOGIES

638/0216 Mr Ian Mitchell and Mrs Nichola Stokoe sent their apologies for this meeting, these were noted and accepted by members. Mr David Hodge also sent his apologies.

 

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

None

3              Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 25th January 2016

639/0216 The minutes of the meeting held on 25th January 2016 were agreed as a true and correct record of the meeting and signed by the Chair.

 

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

The Clerk noted most outstanding actions were covered under existing agenda items but noted the sign for the Community Games Area would be on the agenda for the supplementary meeting.

 

5             PLANNING          

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

  • TA/2015/692: 104 Paynesfield Road, Tatsfield TN16 2BQ
    Use of land as part of residential curtilage.(Certificate of Lawfulness for an Existing Use)

640/0216 Agreement for Clerk to create a response including the following points:

  • Land is in the Green Belt proper
  • Building on the land is unneighbourly (DP7 – 7)
  • Suggest conditions to ensure building is only used for domestic purposes
  • There appears to be a commercial activity taking place on the property already which should be investigated.

 

  • TA/2016/72: The Red House, Ricketts Hill Road, Tatsfield TN16 2NB
    Demolition of existing front porch and canopy. Erection of porch to front and side elevations, single storey rear extension, new window to northern side elevation and alterations to external materials.

641/0216 No objection as long as the cumulative effect of the extensive planning history of the property is not considered to be excessive.

 

  • TA/2016/89: The Beeches, Old Lane, Tatsfield TN16 2LH
    Erection of boundary wall and fencing. (Retrospective)

642/0216 No objection.

  • TA/2016/74: Clacket Lane Services, Motorway Service Area South, Clacket Lane, Westerham TN16 2ER
    Erection of extension to Motorway Service Area amenity building M25 Westbound.

643/0216 No comment.

 

  • TA/2016/73: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
    Erection of extension to Motorway Service Area amenity building M25 Eastbound.

644/0216 No comment

645/0216 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s resolutions.

 

b)    Planning team for February: Althea Davies

646/0216 It was resolved Althea Davies should be the planning members for February until the main meeting in March.

 

c)     Local Plan response - Working Group: draft response for approval

Mike Sarll updated members on the progress of the working group. Various meetings to address the questions and a basic draft response was in the making, but work was still required. A final draft for consideration and approval would be delivered at the Supplementary meeting as the deadline for responses was 26th February 2016.

 

6             FINANCE

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

647/0216 It was resolved the payments presented in Appendix B be approved and cheques were signed together with invoices as required.

 

b)    Discuss and agree items requiring expenditure:

  • Contribution for legal expenses for Local plan advice - £1,000

Mike Sarll informed members he had attended a meeting with Ian Mitchell called by CPRE (Campaign for Protection of Rural England) branch in Tandridge. A number of Parish Councils had been represented by councillors. The CPRE together with Oxted & Limpsfield Residents Group (O&LRG) and Woldingham Parish Council proposed to retain the services of the same legal counsel who had assisted in supporting other Tandridge parishes and residents groups in a key planning appeal relating to a site in Caterham in 2014, to examine the Local Plan and provide advice. It was felt by many that the issues raised in the Local Plan were not the ones that should be raised by Tandridge.

Members were reminded this was an extremely important matter and that the Local Plan would be guiding the future of the district for the next 20-30 years!

The CPRE/O&LRG/Woldingham group had asked for support from Tandridge Parish Councils to secure the legal advice required - £1,000 per Parish Council.

648/0216 It was resolved that in principle the Parish Council agreed to a spend of £1,000 to secure legal counsel should this become apparent as necessary to members at any point in the near future and during the Local Plan consultation process.

 

  • Purchase of domain name and email addresses : £3.99 + £15 per email address

649/0216 It was resolved the Clerk should arrange to purchase the domain name of tatsfieldparishcouncil.org.uk. It was also agreed that email addresses for the Clerk, Chair and each member should be arranged. The Clerk to find out how easy it would be to delete / recreate emails as and when new councillors joined and others left. This would then be arranged through Mr Computing.

 

  • Aileen McHugo Building – small repairs (door, drains)

650/0216 As the Clerk was still awaiting a final quote on the small repairs to internal doors, the meters and others around the Aileen McHugo Building it was resolved to agree an amount of up to £300 for these small items.

 

9.04pm The meeting was suspended for public participation

9.10pm The meeting was resumed.

 

7             HIGHWAYS & RIGHTS OF WAY

a)     Highways: update

The Clerk noted Kent County Council had confirmed a sign warning of unsuitability for HGVs had already been installed some time ago at the eastern end of Tatsfield Lane, but that this may be obscured or damaged so they would send an inspector to check.

The sign agreed by Surrey Highways at the Tatsfield end of the road should be installed February – March.

A sign had been knocked over outside Monks Cottage – this had been reported to Surrey Highways.

 

b)    Rights of Way:

  • FP21 kissing gate to replace style – update

The Clerk noted Mary Ann Edwards had agreed to order the 3 gates and ask the supplier to keep them until required. Members suggested the contractor be asked to take delivery of the gates as he could then install them when was convenient to him.

8             NOTIFIED ITEMS

a)     Housing: housing needs survey – final draft for approval from working group

651/0216 The most recent draft of the Housing Needs Survey questionnaire was approved. The Clerk was instructed to send it to Louise Williams at Surrey Community Action for next steps.

 

b)    Defibrillators – update

The Clerk informed members that the application for a grant from British Heart Foundation had not been successful.

652/0216 The Clerk was asked to place this item on the agenda for Supplementary and find out prices for a new defibrillator.

 

c)     Volunteers: update

Mike Sarll confirmed he was meeting with Jon Allbutt, Bob David and Jill Hancock to confirm final arrangements for volunteer snow clearing / gritting and how they fit in with Snow Angels. Clerk had received updated Risk Assessments from Jon Allbutt with these activities included.

 

d)    Hail and Ride: 464 update

No progress at this stage.

 

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

No update.

 

f)      Furze Corner: update

The Clerk confirmed the letter to Clive Moore had been sent as per resolution 631/0116 (Supplementary 25th Jan 2016).

 

g)    Fly tipping monitoring of locations: discuss and agree contact for TDC

The Clerk noted Tandridge were asking for a contact and locations for potential cameras to catch fly tippers in the parish.

653/0216 It was resolved Althea Davies would be the member contact for this matter, with main contact being through the Clerk as usual. Members to discuss possible locations and feed back to Tandridge through the Clerk.

 

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

a)     County Councillor

None as David Hodge was not present.

 

b)    District Councillor

Martin Allen reported on the following items:

1-     He had attended a number of meetings on budget setting and the likely proposal would be 1.94% increase in the precept for the coming year 2016-17 with a possible additional £5 on higher rated properties. This was to be ratified at the Resources Committee and discussed at Full Council on 11th February 2016.

2-     A report of raised ironworks on Ricketts Hill Road had been relayed to Surrey Highways, who said they would respond within 28 days,

 

c)     Village Hall Management Committee:

  • Update on storage and upstairs room for History Project

Helena Garcia-MacLeod noted that Little Acorns had offered to apply for a DBS check on Ian Mitchell’s behalf re access to the Village Hall when Little Acorns were in session, for use of the upstairs room. The Parish Council would pay for the DBS check if that was acceptable. Little Acorns had asked that once the DBS check was cleared that Mr Mitchell notify them when he was expecting to need access to the building so Fire Regulations could be observed.

The Parish Council to discuss and agree this but in principle this option was welcomed.

 

  • Windows project : update

The Clerk notified members an additional grant application to Surrey Action had been sent off that morning and thanked Carol Jordan and other VHMC members for their input. This was an application made by the Parish Council and would entitle the Village Hall to an energy audit up to £500 if successful as well as a possible grant of up to £10,000. The Clerk was thanked for her work on this matter.

d)    Tatsfield in Bloom:

Pat Coombe informed members the TIB meeting scheduled for 10th February had to be cancelled. Mike Sarll asked for clarification of the exact name of the organisation – SSEIB or Tatsfield in Bloom. This would need to be confirmed and was likely to happen when he met with representatives as detailed in item 8c.

 

e)     Biggin Hill Airport: update

The Clerk confirmed she had sent off the approved response as per the Supplementary meeting (resolution 630/0116) as required to the public consultation.

 

f)      Tatsfield Vern d’Anjou Association: update

The Chair informed members that the Vern d’Anjou association was finding it hard to get people to go to France on their annual trip at this stage.

 

g)    Oxted Citizens Advice Bureau: update

The Chair noted she had attended a meeting recently and that this was a great organisation with much to offer residents.

 

h)    Tatsfield Horticultural Society

Martin Allen reported the following:

  • Yearbooks were available to all members
  • THS Spring Show was on 9th April 2016 and would be attended by the Chair of Tandridge District Council and consort.
  • A formal invitation to 2 Parish Council members to attend the lunch before the show was issued. The Parish Council could respond through the Clerk

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 noted the following items:

  • All bins had now been installed by Tandridge District Council
  • A new dog bin had been ordered as agreed at the Supplementary meeting on 25/1/16.
  • The new Hornbeam tree had been replaced by a new one from a defect noticed by Tandridge tree officers.
  • The replacement of the path on the Village Centre island was underway
  • A resident had reported serious damage to the section of Tatsfield Green outside Monks Cottage. It was agreed to wait until nearer Spring and hope that Tandridge would repair the damage as part of their agreement with the Parish Council for maintenance of the Greens.

 

b)    Tatsfield Green:

  • Deed of Easement : Heath House

The Clerk noted she had received an email requesting action on this matter and had contacted the owner on Ian Mitchell’s behalf to explain he and Nichola Stokoe would address this as soon as possible due to their other commitments

  • Boundary Agreement: Tatsfield Lodge

No update.

 

c)     Aileen McHugo Building

  • Storage option update

Niall Kells proposed a fencing of the back of the Aileen McHugo building, with an access gate and an additional storage shed to take items out of the boiler room.

654/0216 The Clerk to obtain 2 quotes for this work. The cost of a new shed was estimated at £499.

 

d)    Village Hall

  • Door Project: planning application / Building regulations update

The Clerk informed the meeting that she had completed and submitted the planning application for the new door in the Village Hall. She thanked Ian Mitchell for his assistance in obtaining plans. She would be contacting Building Regulations to start that side of the process.

 

e)     Westmore Green

  • Tarmac track widening: update

The Clerk had contacted residents involved with Ian Mitchell on this matter and informed them he would address this in due course.

 

  • Request to use Westmore Green for Scout Fete 3rd July2016

655/0216 The request to use Westmore Green for the Scout Fete was approved subject to fulfilment of the required conditions of use. The Clerk to proceed.

 

f)      Car Park / TCGA

Mike Sarll noted the new sign was being prepared for installation by the Parish Council’s contractor.

 

11           MEETINGS TO ATTEND / CORRESPONDENCE:

  • to agree attendance at Meetings to which Parish Councillors are invited
  • Three Southern Counties Devolution meeting: Agree in Principle to attend as no date yet set

656/0216 It was resolved in principle that at least one representative from the Parish Council would attend this, even if it was the Clerk.

  • South East Neighbourhood Planning Roadshow: 9/3/2016 at East Grinstead 10am – 3pm

Mike Sarll and Nial Kells were attending this roadshow.

 

  • to discuss Correspondence received by the Clerk

The Clerk confirmed all correspondence received had been covered under existing agenda items.

 

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

The Chair brought the planning application TA/2015/2154 Green Pastures, Greenway, Tatsfield TN16 2BS as an item of urgency. This item had a resolution against it from 25th January 2016 (636/0116) but additional information had been circulated by the Clerk which could have an impact on the Parish Council’s resolution (change from a pitched to a flat roof).

657/0216 It was resolved that the Resolution 636/0116 be submitted by the Clerk as the Parish Council’s final comment on this planning application. The Clerk had agreed to complete this following the conclusion of the meeting to comply with Tandridge deadline.

13            MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Proposal for new Christmas lights
  •  

The Meeting closed at 10.07 p.m.

 

Subjects raised in Public Adjournments

1-     Concern for proposed pathway as it could impact riders who also used the pathway up to the Scout Hut

 

 

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

589/1215 111

Implement next steps as per Pensions Regulator

Clerk

14/1/2016

In progress

593/1215 111

Parish Magazine article on parking

Chair

17/12/2015

In progress

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

 

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

634/0116

Start processes for Beacon in April

Clerk / M Sarll / N Kells

22/2/2016

 

636/0116

Inform Tandridge Planning of Parish Council resolution

Clerk

29/1/2016

COMPLETE

Item & page

(8 Feb 2016)

Action

Who

Date by

Result

640-645/0216 12

Inform Tandridge planning of Parish Council decisions

Clerk

12/2/2016

COMPLETE

649/0216 13

Arrange purchase and setup of new domain name and emails

Clerk

29/2/16

In progress

651/0216 14

Send approved Housing Needs survey to SCA

Clerk

12/2/2016

COMPLETE

652/0216 14

Price new defibrillator

Clerk

22/2/2016

COMPLETE

654/0216 15

Obtain 2 quotes for fencing work proposed

Clerk

22/2/2016

In progress

656/0216 16

Inform Scouts of approval to use Westmore Green

Clerk

12/2/2016

COMPLETE

657/0216 16

Submit response as per resolution 636/0116

Clerk

8/2/2016

COMPLETE

 

Agenda for Main Meeting of Tatsfield Parish Council held on 14th March 2016 in Parish Rooms at 8.00pm

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

 

Present:                         Mr Ian Mitchell (in the Chair)

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

                                    Mrs Pat Coombe

 

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Martin Allen (Tandridge District Councillor)

                                    Mr David Hodge (Surrey County Councillor)

 

And 2 parishioners.

 

The Chair noted with sadness the passing of Tom Chorley the previous week, who had been very active in village life, and of Brenda, the wife of former District Councillor Bob David who had died on Sunday and would be very greatly missed.

 

1             APOLOGIES

679/0316 Mr Mrs Nichola Stokoe sent her apologies for this meeting, these were noted 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 22nd February 2016 and 8th March 2016

680/0316 It was resolved the minutes for both of these meetings represented a true and accurate record of the meetings and were duly signed by the Chair.

 

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

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

 

5             PLANNING          

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

  • TA/2016/201: Manor Croft, Cudham Road, Tatsfield TN16 2NJ
    Erection of single storey extension to west elevation of, and new roof over, existing detached garage

681/0316 No objection.

  • TA/2016/218: Tatsfield Village Hall, Westmore Green, Tatsfield TN16 2AG
    Creation of opening and installation of new door in existing wall, with exit ramp and handrail.

682/0316 No Comment.

  • TA/2016/235: 11 Crossways, Tatsfield TN16 2BL
    Erection of first floor rear extension.

683/0316 Tatsfield Parish Council has concerns regarding the current proposed roof in this planning application and suggests that a pitched roof alternative would be more visually sympathetic to the surrounding dwellings.

  • TA/2016/292: Hazeldene, Ricketts Hill Road, Tatsfield TN16 2NB
    Erection of first floor side extension over existing garage incorporating rear balcony.

684/0316 No objection.

685/0316 The Clerk was instructed to inform Tandridge planning of Parish Council resolutions on these planning applications.

 

The Chair noted that there were additional planning applications which had been received after the agenda had been issued and therefore could not be resolved at this meeting:

  • TA/2016/379 - Gorsey Down Farm, Ricketts Hill Road, Tatsfield TN16 2NB
  • TA/2016/415 - 27 Paynesfield Road, Tatsfield TN16 2AT

He noted that the next supplementary meeting fell on a Bank Holiday and that an alternative date be agreed.

 

686/0316 It was resolved the supplementary meeting should be changed from 28th March to the 29th March 2016 to discuss the above planning applications and any others that should arise subsequently.

 

b)    Planning team for March: Helena Garcia-MacLeod and Niall Kells

687/0316 It was resolved Helena Garcia-MacLeod and Mike Sarll would be the planning team for March until the April main meeting.

 

c)     Public Consultation: Implementation of planning changes: technical consultation – due 16/4/16

The Chair had issued a summary of the main points in the Public Consultation for implementation of planning changes. He suggested that it was probably not the best use of a small Parish Council’s time to respond formally but that if someone wished to examine the proposals and advise members accordingly of a possible response this could then be considered and agreed at the April meeting.

 

6             FINANCE

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

The Clerk noted a large number of items were included on Appendix B and that this was the last list of expenditure before the year end.

688/0316 The items on Appendix B were approved and the cheques and invoices duly signed.

 

b)    Discuss and agree items requiring expenditure:

  • Proposal for new storage options behind AMB: 2 quotes £1284 + VAT

Niall Kells noted that the original specification had changed and this had been issued to the Clerk for her to send to the second contractor. The Clerk had received a quote for the new specification which amounted to £4000 and a second quote would be needed in order to ensure fair and reasonable comparison.

This item would be deferred to a later meeting.

 

c)     Request for Grant 2015-16: Tatsfield Parish Magazine

689/0316 It was resolved that an amount of £500 be granted to the Tatsfield Parish Magazine this year as it had offered to assist in distributing the Housing Needs Survey thereby saving the Parish Council considerable costs on postage. This would not necessarily be matched the following year. The Clerk to proceed.

 

d)    Appointment of new internal auditor: Clerk’s recommendation discussed / approved

690/0316 It was resolved the Parish Council would prefer a list of options for discussion and approval and the Clerk was asked to produce other possible alternatives for the role of internal auditor.

 

7             HIGHWAYS & RIGHTS OF WAY

a)     Highways: update

The Chair noted a complaint by a resident regarding cyclists, cars and other vehicles using the slip road outside Monks Cottage and damage caused to the verge there as well as danger to those entering or leaving his property. The Chair had found through the archives that the land was not part of Tatsfield Green and therefore did not belong to the Parish Council. It was Surrey Highways property.

 

691/0316 It was resolved to approve the Chair’s proposed response pointing out the ownership of the land and the fact the resident should contact Surrey Highways. This would also apply to the tree (no 1548) which the resident had complained was dangerous.

The Chair also noted a concern expressed by a resident on Westmore Road regarding a streetlight which was not working, with fears of recent burglaries in the area. David Hodge responded in item 9a.

 

b)    Rights of Way:

  • FP21 kissing gate to replace style – update

The Clerk confirmed the gates had been ordered and were waiting for approval of the installation by the contractor who was presumably awaiting better ground conditions.

The Chair noted a complaint from a resident concerning installation of metal posts in Avenue Road (junction with Rag Hill Road / Tatsfield Lane) which would apparently impede access to Avenue Road by those with horse boxes / trailers. The Clerk had put the resident in touch with Surrey Rights of Way officer who could not assist as there was no impediment to walkers or riders and the road was unadopted. There was no further action on this matter by the Parish Council.

 

8             NOTIFIED ITEMS

a)     Housing: Housing needs survey update

The Clerk confirmed the Parish Magazine was waiting for the inserts to come from Surrey Community Action and these would be included in the distribution of the magazine in April.

b)    Defibrillators

The Clerk noted she had not yet ordered the new defibrillator and would be doing so shortly.

 

c)     Volunteers: update

Mike Sarll noted he was due to meet Jon Allbutt, Jill Hancock and Bob David as soon as possible following Mr Allbutt's recent surgery.

 

d)    Hail and Ride: 464 update

The Chair noted the proposal made in Transport for London’s (TfL) response to Councillor David Hodge’s concerns about safety regarding the proposed new fixed stops, for a pathway along Ricketts Hill Road. Councillor Hodge noted he was not satisfied and had queries regarding the funding of the proposed pathway. He made clear his intention to request further clarification about the ending of Hail and Ride. The Clerk informed him she could send on the information obtained through her research into this matter.

 

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

Councillor Hodge noted this could not be addressed this evening and would be made clear following a budget meeting the following day.

 

f)      Furze Corner: update

The Chair and Mike Sarll noted it had been made clear to them there was no need for further Parish Council involvement to assist the Playing Fields Association at this time. The Chair also noted there had been no application made for a grant subsidy by the PFA to Tandridge as the latter had asked and that Mr Maynard was currently pursuing his own avenues of activity.

 

g)    Annual Parish Meeting: confirm date and speakers

692/0316 It was resolved to ratify the date for the Annual Parish Meeting on 19th April 2016 and thanks issued to the Badminton Club for agreeing to forego their use of the Village Hall that night. The Clerk was concluding invitations to local dignitaries, organisations and the proposed speakers: Dan Gutierrez of the Police, Piers Mason of Tandridge District Council and Louise Williams of Surrey Community Action.

The Clerk noted that so far she had only received confirmation from Louise Williams.

Further arrangements regarding refreshments would be agreed outside of the meeting.

 

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

a)     County Councillor

Councillor David Hodge updated members on the following items:

1-     Church Hill has not been selected for resurfacing in this phase of Project Horizon but will be put on the top of the list by Mr Hodge for the next phase later in the year.

2-     The streetlight on Westmore Green referenced in item 7a would be repaired on 15th March 2016.

3-     Following a request from Niall Kells concerning the issues Tatsfield Parish Council has had in the past to obtain power to the island for Christmas lights, David Hodge agreed to assist if he could and asked for Niall Kells to send him an email explaining the position.

4-     Mr Hodge noted that it was likely schools would stop being funded by the County Council in the near future and the Parish Council might want to consider the need to raise funds to assist the Tatsfield Primary school in the coming budgets.

5-     He also suggested the Chair or Clerk might want to write to him asking for Surrey County Council to consider the use of the piece of land next to the school for Affordable Housing.

6-     David Hodge sent his apologies for the Annual Parish Meeting as he was not able to attend.

 

b)    District Councillor

Councillor Martin Allen updated the meeting on the following items:

1-     Resident complained of dangerous tree on his land – this had now been identified as Surrey Highways land and not part of Tatsfield Green (see item 7a) and the resident would be informed accordingly

2-     Raised ironworks on Ricketts Hill Road had been resolved by Surrey Highways

3-     Mr Allen had started clearing rubbish on Chestnut Avenue following complaints by local people and had also been cleared by Tandridge District Council. Further fly tipping had been discovered and would also be reported in the area.

4-     Mirror in a local driveway – Surrey Highways had asked the resident to remove it as they had not obtained permission.

5-     Attended a large amount of budget meetings.

6-     Local plan officers had been provided with Media training

7-     Planning policy meeting to be held on 17th March 2016.

c)     Village Hall Management Committee:

  • Windows project : update

No update currently.

 

d)    Tatsfield in Bloom:

  • Parish Council involvement in TIB celebration of Queen’s 90th Birthday

No update at this stage. The Chair suggested Tatsfield in Bloom should approach the Parish Council for requirements.

 

e)     Biggin Hill Airport: update

No update

 

f)      Tatsfield Vern d’Anjou Association: update

g)    No update

 

h)    Oxted Citizens Advice Bureau: update

i)      No update

 

j)      Tatsfield Horticultural Society

  • Recent gardening talk well attended
  • Martin Allen still awaiting response to invitation to attend the formal lunch at the Tatsfield Horticultural Society Spring show in April
  • Composting Site now available on Surrey County Council website

10           PARISH COUNCIL PROPERTY AND LAND

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

a)     Parish Land Committee: update

No update

 

b)    Tatsfield Green:

  • Boundary Agreement: Tatsfield Lodge

Discussions with the owner of Tatsfield Lodge were continuing. A Site visit would need to be arranged to determine the exact location of the boundary.

 

c)     Aileen McHugo Building

  • Storage option update

This had been addressed in item 6b.

d)    Village Hall

  • Door Project: planning application / Building regulations update

The Clerk noted Building Regulations application had been confirmed and the planning had been considered. Once these had been approved the actual work could start.

 

e)     Westmore Green

  • Tarmac track resurfacing: update

693/0316 It was resolved to accept the proposal by the Chair to respond to the residents involved in the track widening and suggest the Parish Council would be willing to ‘let matters lie’ given the works implemented did not impeded or restrict the use of the common land and there was no real gain to insisting on a retrospective planning application.

 

f)      Car Park / TCGA

  • Proposal to increase the hours the lighting bollards are on for in the evening due to safety concerns for users of the Village Hall and school

Pat Coombe noted that Jill Hancock had said the timing had been increased to 10pm but that was only 15 minutes more than previously.

694/0316 It was resolved the school be asked to increase the time the lighting bollards are on in the evening to midnight Monday to Saturday as this would cover people exiting the village hall and the school.

 

  • Proposal to request additional keys to the lighting bollards

695/0316 The Clerk was instructed to make 4-5 additional copies of the lighting bollards keys after Helena Garcia-MacLeod had confirmed whether there were any additional copies held by the Village Hall.

 

11           MEETINGS TO ATTEND / CORRESPONDENCE:

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

  • Tandridge Local Assembly – 16/3/16 at 6pm in Oxted – Clerk and Helena Garcia-MacLeod attending

 

(b)   to discuss Correspondence received by the Clerk

The Clerk noted that all correspondence she had received had been addressed under existing agenda items.

 

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

Mike Sarll brought up the matter of a sign for the Community Games Area which had been on the action list for over 6 months. The Chair suggested this be referred to the Parish Land Committee.

 

13           MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

  • Tandridge’s plan to stop issuing paper copies of planning applications;
  • Email issue – meeting being arranged to resolve matters
  • CCTV currently being held for the police following theft of number plates in the car park the previous week.
  •  

The Meeting closed at 9.55 p.m.

 

Subjects raised in Public Adjournments

1-     Thanks to Parish Council for the new pathway on the Village Centre island

 

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

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

 

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

Item & page

(14 Mar 2016)

Action

Who

Date by

Result

681-685/0316 25

Inform Tandridge Planning of Parish Council resolutions

Clerk

15/3/2016

COMPLETE

689/0316 26

Inform Tandridge Parish Magazine of £500 grant and reasons

Clerk

18/3/2016

COMPLETE

690/0316 26

Provide a shortlist of internal auditors with costs for consideration

Clerk

22/3/2016

COMPLETE

691/0316 26

Response to Mr Hadden

Chair

15/3/2016

COMPLETE

Item 8d 27

Provide David Hodge with information regarding Hail and Ride

Clerk

16/3/2016

COMPLETE

693/0316

Respond to residents ref track widening as resolved

Chair /Clerk

18/3/2016

COMPLETE

694/0316

Request extension of lighting bollards

Pat Coombe / Clerk

18/3/2016

COMPLETE