Agenda for Parish Land Committee Meeting held on 16th July 2015 at 1.30pm in the Parish Rooms.

MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 16th July 2015 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 1.30 p.m.

 

Present:                  Mr Mike Sarll (in the chair)

                              Mrs Althea Davies Mr Niall Kells

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 1 parishioner.

 

1.       Election of Chair

01/PL 0715 Althea Davies proposed Mike Sarll as Chair for the meeting and this was seconded by Niall Kells.

2.       Apologies

None

3.       Declarations of interest* (relating to items on the Agenda)

It was noted that Althea Davies lived in Old Lane (one of the items to be discussed). The Clerk advised that this should be considered under the delegated authority for            Dispensations from the requirements of Section 31(4) of the Localism Act 2011 under which the Clerk could grant special dispensation if the declaration of interest would impede the Parish Council or committee from undertaking their normal duties.

4.       General discussion of role and relationship to Tandridge District Council

02/PL 0715 it was resolved a meeting was needed with Steve Hyder of Tandridge District Council to clarify a number of queries most notably but not limited to :

  • Tree survey for Tatsfield and Westmore Green – frequency and who is responsible?
  • Tatsfield Green: cutting schedule, what is included, when and how could this be changed?
  • Tatsfield Green: could paths through Green, around benches and the verges be cut more often?
  • Old Lane: could the verge be cut on the road side as it obscures the ditch and makes things dangerous.
  • Old Lane: clearing of ditch – who is responsible, is there a schedule for clearing and is it cleared right up to Castleneau?
  • Triangle outside Monks cottage ?

 

The Clerk was instructed to arrange the meeting.

 

5.       Parish Land maintenance schedule

  • Trees: this was partly covered under item 4 – concern about the frequency and consequent cost of tree surveys.
  • Greens: again partly covered under Item 4. Need to check ref cutting schedules, trees etc
  • Verges: who is responsible (SCC / volunteers)
  • Parish Council land – other –

1-     Hedges

03/PL 0715 it was resolved the Clerk should keep a note of the main land owners whose hedges were often overgrown and send a letter annually to remind them.

2-     Rights of Way:

04/ PL 0715 it was resolved the committee should become aware of the Footpaths and Rights of Way in the village and take stock of their general status.

The Clerk noted Surrey Rights of Way team had jurisdiction and responsibility over footpaths and rights of way but they often relied on volunteers and local people to assist with clearing.

 

6.       Budget

The Clerk provided a copy of the current year’s budget and explained different categories.

05/PL 0715 It was resolved to request that the Green Spaces and Rights of Way committee budget item be changed to the Parish Land Committee.

7.     Items for Discussion or Referral to Future Agendas

  • Traffic island : power / Christmas lights
  • Arrange next meeting straight after the meeting with Tandridge District Council.
  •  

The Meeting closed at 15.05 p.m.

Item & page

(16 July 2015)

Action

Who

Date by

Result

02/PL 0715 1

Arrange meeting with Steve Hyder

Clerk

21/7/2015

COMPLETE

03/PL 0715

Send letter if hedges are overgrown

Clerk

TBD

 

 

Agenda for Supplementary Meeting of Tatsfield Parish Council held on 27th July 2015 at 8.00pm in the Parish Rooms.

MINUTES of the Meeting of Tatsfield Parish Council held on the 27th July 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mr Ian Mitchell (in the chair)

                                    Mrs Nichola Stokoe, Mrs Helena Garcia-McLeod, Mr Mike Sarll, Mrs Pat Coombe

                                    Mr Niall Kells

 

In Attendance:  Ana Hughes (Clerk)       

                             

And 4 parishioners.                  

           

1.         APOLOGIES

None

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

None

3.         Approve and sign the MINUTES of the meeting held on 13th July 2015

433/0715 The minutes of the meeting held on 13th July 2015 together with their appendices were adopted and signed by the Chairman following approval of the additional items to Appendix B in Item 6b below.

4.         PLANNING:

(a)     TA/2015/1217: Moorhouse Tile Works, Westerham Road, Westerham TN16 2ET
Demolition of existing buildings and erection of up to 20,938 sq.m of Class B8 commercial buildings across four plots, access, servicing, parking and landscaping. Full details for Plot 1 and access, and outline for Plots 2, 3 and 4.

434/0715 No objection however the Parish Council would like to request that in order to protect the amenities of neighbouring residents, a condition should be imposed to reduce the need for and use of reversing alarms on vehicles using the site.

(b)     TA/2015/1262: Sylvan Bank, Ship Hill, Tatsfield TN16 2JY
Erection of single storey extension to front/side elevation.

435/0715 No objection.

(c)     TA/2015/1327: The Ingle, Ricketts Hill Road, Tatsfield TN16 2NB
Erection of single storey side extension, single storey rear extension and extension to rear dormer in association with conversion of additional loft space to habitable accommodation. (Certificate of Lawfulness for a Proposed Use or Development)

436/0715 No comment.

 

437/0715 The Clerk was instructed to respond to Tandridge planning with the Parish Council’s resolutions.

(d)     TA/ 2015/845 - 6 Westmore Road - Change of use: discuss approach to Parish Council

The Chairman explained that Tandridge’s District Plan has a policy resisting the loss of village shops. The owner needs to demonstrate a clear and effective marketing exercise over 12 months to sell the shop as a business. The Chairman noted the results of the Appraisals in 2003 and the recent appraisal and suggested the owner might use these in their efforts to produce evidence to assist.
The Chairman further noted that contacting owners of previous businesses who had closed and asking for their support might assist.

 

438/0715 The Parish Council had not objected to this planning application and it was resolved that there is nothing further apart from advice that the Parish Council can do to support the owner in this planning matter.

5.         Parish Land:

(a)     Village Hall:

  • sign proposals

439/0715 Having considered the options put forward by the Village Hall it was resolved the Clerk should request quotes for 2 signs, one on the back and one on the front of the Village Hall, with an arrow indicating the entrance. The Clerk was also asked to obtain a quote for a wooden sign (based on the example provided by the Village Hall)as a comparison.

 

  • report on meeting held on 21/7/2015

The Clerk gave a brief synopsis of the meeting at which several items were discussed:

1-     A new door to the hedge side of the Village Hall so all can use it – originally requested by Little Acorns. Clerk had confirmed both planning permission and building regulations would be needed, resulting in a total cost of around £392.50.

440/0715 it was resolved that the Parish Council should obtain an additional quote for the work for the new door – the Clerk to proceed. No final decision can be made until all facts and figures are available for consideration.

2-     Storage Area extension

441/0715 It was resolved to revisit the plans for the Village hall extension in 2000 to see if any further light could be shed on ownership of the boundary. The Clerk should proceed with quotes for removal as well as cutting back the hedge and then installing a fence at the known boundary.

3-     Designated soft play area: this had been requested by Little Acorns originally.

This is a long term project and needs further investigation on grants and funding.

4-     Village Hall Windows – replacement or repainting options

442/0715 It was confirmed further quotes for replacement with UPVC windows as well as another painting quote are needed. The Clerk / Niall Kells to investigate and report back.

5-     History Project: use of upstairs room in Village Hall for storage and permanent displays

The Clerk noted a number of questions relating to the History project had been raised for clarification by Ian Mitchell.

(b)     Parish Land Committee:

  • Formal request to rename budget item assigned to Green Spaces and Rights of Way Committee to Parish Land committee.

443/0715 it was resolved to adopt the formal request and assign the former Green Spaces and Rights of Way Committee budget to the Parish Land committee. The budget amount for the year 2015-16 is £2,000

 

  • Report on meeting held on 16/7/2015

Mike Sarll reported on the meeting based on the draft minutes. The most important point to note related to a meeting held on 27th July 2015 with Steve Hyder which clarified a number of queries raised in the Parish Land Committee meeting and established lines of responsibility. The committee are planning further meetings this week with contractors Tandridge uses for maintenance of the Green as well as Steve Cunnah from Surrey, who is responsible for verges.

6.         Finance

(a)     Approval for expenditure

  • Wasp nest removal: £45 for first next and then £15 per additional nest.
  • CCTV signs (3 for around £60)
  • Gazebo approved in November 2014 – request to add in writing (£40-£70 per section) on the gazebo.

444/0715 It was resolved to accept the expenditure for the wasp nest removal at the Village Hall (£45+VAT) and the CCTV signs (£52.29 + VAT).

 The Clerk explained that the gazebo ordered had not been ordered in the correct colour and required lettering – various options had been sent to members for consideration. The company providing the gazebo had agreed to exchange the previous for the new one when ordered, but this would incur an administration fee of around £45. The Clerk offered to pay for this as it had been her mistake.

 445/0715 It was resolved to accept the request to add in writing on the roof (Tatsfield + Fairtrade logo) at a cost of £82 + VAT. This would still mean that the original price agreed in November 2014 for £500 would not be exceeded as the gazebo + writing (less VAT) came to £497.83. The Clerk’s offer was not accepted.

(b)     Add to Appendix B from main meeting (13/7/2015):

  • £499 for Gazebo (approved 25/11/14 – 017F/2014)
  • Mike Lambert – final account £51.00
  • Dave Mitchell : Village Hall repairs £130
  • Woodstone Landscaping: final bench installation: £462.00 (including VAT)
  • Balcombe Pest Control: wasp nest removal £45 + VAT

446/0715 All items listed above were adopted to add to Appendix B from the meeting on 13/7/2015 and cheques were duly signed.

The Clerk noted that the bank mandate had now been accepted and all members could sign cheques.

 

9.03pm The meeting was adjourned for public participation

9.12pm the meeting was reinstated.

 

(c)     External audit update: Financial Risk assessment

The external auditor had requested minuted proof of a financial risk assessment adopted by the Parish Council in the year ending 31 March 2015 or a qualification would be issued. This was not possible as it had not been formally adopted, although a review of processes and risk management was an ongoing process and adoption of governance statements included a review together with the review done by the internal auditor. However the Clerk believed the external auditor was unlikely to accept these as fulfilling their request.

The Clerk had provided a draft Financial Risk assessment to be considered by members.

447/0715 The draft Financial Risk assessment (appendix C to these minutes) was adopted and it was resolved the Clerk should respond to the request by the external auditor explaining the situation and request that this mitigate the qualification. The Clerk was also asked to ensure a process for formal adoption of a financial risk assessment in the future to be put in place.

The Clerk was further instructed to understand the possible consequences of a qualification for the Parish Council.

 

7.         Tatsfield Village:

  • request to erect additional signs for Crossways / Goatsfield Rd

448/0715 it was resolved that further signage in Westmore Road as suggested by a resident would not be of benefit to the village as a whole at this stage. The Clerk was instructed to respond to the resident and update them.

 

  • Road safety concerns: Lusted Hall Lane junction with Approach Road and Ship Hill junction near old school.

449/0715 it was resolved that the road safety concerns raised by residents at the above junctions, together with a recent concern regarding lorries and HGVs in Rag Hill Road should be referred to Surrey Highways and followed up. A response to residents should also be given, by the Clerk where contact details were available.

8.         Appraisal Follow up: recommendations from working group

450/0715 It was resolved to defer this item as recommendations were not yet available.

9.         Consultation: Community Youth Work services in Tandridge

451/0715 It was resolved this required an individual response from members and more importantly residents in the village and that publicity be given but that no further action from the Parish Council was needed.

10.      Any other Business which the Chairman is of the opinion should be considered as a matter of urgency

The Chairman noted the Parish Council should consider complaints re the bench recently installed on the green in the square off Paynesfield Road as raising concerns for privacy.

452/0715 It was resolved the bench be turned 180 degrees to face into the green on the square.

 

The Chairman asked the Parish Council to consider the inclusion of the Office in a recent Parish Room hire request for a public inquiry in November 2015 at the Aileen McHugo Building.

453/0715 It was resolved that a total of £150 be charged for use over 2 days of the Parish Room and office for the public inquiry in November.

11.      Matters for Reporting or Inclusion in a Future Agenda

  • Advertising in the village (October agenda as Chairman away in September).
  • Request for a dog waste bin on the south end of Westmore Green – cost of £179 + Vat and can be ordered direct from Tandridge (Sept agenda)
  • Request for a dog waste bin on Westmore Rd at the junction with Crossways
  • Formalise process for Risk assessments of parish land and property
  • Maesmaur corner
  • Althea Davies sent her apologies for the meeting of 14/9/2015

 

The meeting was concluded at 9.37pm

 

Subjects raised in Public Adjournments

1-     New Bench on the square in Paynesfield Road – incorrectly placed, people sitting can see right into the house opposite’s rooms – please turn it around.

2-     6 Westmore Green – can the Parish Council help and support their application in any way ref moving from commercial to residential status.

3-     Fingerpost on Paynesfield Road pointing to the footpath is lying on the floor and needs to be repaired.

4-     Parish Council noticeboard in village centre – there needs to be a clear management of advertisements, especially commercial ones, and ask people to put up A5 posters, not A4 which does not seem to fit. It would also help if some of the more long term adverts could be moved to the locked noticeboard.

 

 

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

322/0415

Thank TCAG for their work and invite updates on progress / work as an external organization.

Clerk

07/5/2015

In progress

327/0415

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

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(29 June 2015)

Action

Who

Date by

Result

409/0615

Obtain a further quote for painting for Village Hall

Helena Garcia-McLeod / Clerk

7/7/2015

In progress

414/0615

Draft letter re footpath

Clerk / Nichola Stokoe

13/7/2015

In progress

Item & page

(13 July 2015)

Action

Who

Date by

Result

427/0715

Request high level free advice from Wellers Hedley’s

Clerk

31/7/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

322/0415

Thank TCAG for their work and invite updates on progress / work as an external organization.

Clerk

07/5/2015

In progress

Item & page

(27 July 2015)

Action

Who

Date by

Result

434 – 437/0715, 69

Inform Tandridge planning of Parish Council responses

Clerk

31/7/2015

COMPLETE

439/0715, 69

Obtain quotes for Village Hall signs

Clerk

01/09/2015

COMPLETE

440/0715, 70

Obtain quote for new door proposal in Village Hall

Clerk / N Kells

01/09/2015

COMPLETE

441/0715, 70

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

Clerk/ N Stokoe

01/09/2015

 in progress

442/0715, 70

Obtain quotes for painting and new windows in Village Hall

Clerk / N Kells

01/09/2015

 COMPLETE

445/0715, 70

Organise new gazebo with accepted writing and return of old one.

Clerk

28/8/2015

In progress

447/0715, 71

Contact external auditor and request mitigation given Financial Risk assessment now adopted

Understand consequences of audit qualification

Clerk

31/7/2015

 COMPLETE

447/0715, 71

Process for review and formal adoption of financial risk assessment annually

Clerk

01/09/2015

 in progress

448/0715, 71

Respond to resident re signage proposal

Clerk

31/7/2015

 COMPLETE

449/0715, 71

Refer concerns to Surrey Highways (Steve Cunnah)

Clerk / M Sarll / N Kells

31/7/2015

 COMPLETE

 

Agenda for Parish Land Committee meeting on 10th September 2015 at 10am in Parish Rooms

DRAFT MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 10th September 2015 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 10.00 a.m.

 

Present:                  Mr Mike Sarll (in the chair)

                              Mrs Althea Davies Mr Niall Kells

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

 

1.       Apologies

None

2.       Declarations of interest* (relating to items on the Agenda)

None

3.       Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 16th July 2015

05/PL 0915 It was resolved the minutes reflected a true and accurate recording of the meeting held on 16th July 2015 and they were duly signed by the chairman.

 

4.       Parish Land maintenance schedule

·         Review of grass cutting contractors - Tandridge District Council and Surrey County Council

It was noted that Tandridge District Council employed 2 contractors : Quadrant, who were responsible for Westmore Green and the lower section of Tatsfield Green (where the royal oak was planted); Nick Dance was the other contractor and he was responsible for Tatsfield Green (upper) and for clearing Old Lane ditch.

It was further noted that there appeared to be some confusion regarding timings of cuts.

 

06/PL 0915 It was resolved that the cuts to Westmore Green and the lower part of Tatsfield Green were acceptable but that the committee needed to agree a more agreeable schedule for the upper part of Tatsfield Green and communicate this to Tandridge / Nick Dance.

 

The Chairman noted that Surrey County Council were supposed to be responsible for sight line cuts on Tatsfield Green but that this did not appear to be taking place. Thus far attempts to contact Surrey Highways to clarify the situation had not been successful.

The Chairman had received a quote from Nick Dance through Steve Hyder for 5 cuts to sight lines at £280 a cut which would be £1400.

 

07/PL 0915 It was resolved the Clerk should attempt to contact Surrey through David Hodge for clarification of the obligations (if any) for sight line cuts and open a dialogue on this matter. It was further agreed that meeting the Surrey Highways team at Godstone may be a positive move.

 

·         Review of Hedge cutting: Lloyd Gulley (ref hedge on Maesmaur / Ship Hill)

The Clerk noted that hedges on Maesmaur / Ship Hill were currently cut once a year as was the hedge by the Village Hall. The costs for the cuts on both hedges were currently £458 although this figure also included tidying up the Maesmaur site.

08/PL 0915 it was resolved that both hedges required an additional cut and the Clerk was instructed to request this and ask Mr Gulley to include 2 cuts in his renewal quotes.

 

·         Agree schedule for visiting all Parish Land sites

09/PL 0915 it was resolved that all Parish Land sites would be visited as follows :

Niall Kells = Kemsley Wood, Hayes Pasture, and Westmore Green Althea Davies=Ashen Shaw,& King Edward V11 Memorial Garden, Mike Sarll: Shaw Road Triangle & Tatsfield Green.

Each site would be visited at least twice a year to check for Health and Safety matters and note any changes relevant to risk assessments as well as possible maintenance issues.

 

·         Risk assessment progress

10/PL 0915 Althea Davies undertook to provide a general Risk assessment format for discussion by the 24th September 2015 so this could be agreed at the next meeting and the process could be started.

·         Proposal to add map / locations of Parish Land sites and encourage resident participation and report of potential problems / dangers

11/PL 0915 It was resolved to instruct the Clerk to inform residents through social media and the Parish Council / Village websites of the Parish Land Committees initiative and to encourage residents to contact the Clerk should any matters come to their attention on parish land. A map should be included for location of Parish Land areas.

 

5.       Parish Land: outstanding / ongoing items

·         Request for new dog waste bins: Westmore Green & Northern End Goatsfield Road (Junc. Shaw Road)

12/PL 0915 It was proposed that 2 new dog waste bins be purchased at a cost of £75+VAT each (total £150 = VAT) through Tandridge District Council to be located as detailed in the agenda item above and to be installed and emptied by Tandridge District Council.

·         New litter bins: approach Tandridge for new litter bins in AMB car park / Village Hall

13/PL 0915 It was resolved that further research to determine the best location for potential new bins and a proposal for the bins would be ready for the next meeting. Current pricing appeared to be between £75-£100 per bin to be ordered through Tandridge District Council and be emptied by the same.

·         Diseased lime trees on Westmore Green: update through Tandridge

The Chairman noted that Steve Hearn had agreed the lime tree identified as seriously diseased by Jon Allbutt needed cutting down and removing. It was noted this could be upsetting for residents and that communication needed to be handled carefully.

14/ PL 0915 The Clerk was instructed to draft a communiqué to residents re the need to cut the diseased lime tree down.

15/PL 0915 Further clarification needed on what was going to happen to the other tree identified on Westmore Green – Niall Kells to investigate

16/PL 0915 It was resolved that Jon Allbutt would be approached to ask for advice on replacing the tree which needed cutting down and removing.

·         Village centre footpaths: discussion on quotes received (£4,500 - £7,000) and recommendation to full Parish Council.

17/PL 0915 It was resolved that the second option for replacement of the Village Centre footpaths (£6,500 - £7,000) be recommended to full Council on 14th September 2015 and that selection of the supplier would be made following agreement by the Parish Council to this recommendation. The Chair noted that the second option with dropped kerbs, strengthened pathways and therefore more resilience would be better value for money in the long run.

6.       Land behind School: clarification on status (is it Public Open Land)

18/PL 0915 The Clerk was instructed to request clarification on the status of the land behind Tatsfield Primary School and whether it was considered public open land and therefore dog walkers can let dogs off their leads.

7.       Bus stop proposals for Tatsfield Green

·         Initial discussion

All members were in favour of declining the proposal. It was noted that the Parish Council would not be able to stop proposals or building of formal bus stops on areas that did not belong to them.

·         Proposal of response to full Parish Council

19/PL 0915 It was resolved that the Parish Land Committee’s recommendation to full Council on the proposed formal bus stops on Tatsfield Green should be negative on the following grounds

  • that it will be unsightly and an unnecessary “Urbanisation” of a Green Belt site.
  • that the current Hail & Ride service is very good and that removing this service will encourage greater use of cars and reduce the popularity of this vital transport link
  • that formal stops will force elderly and young people to walk further on a narrow road with no street lighting or footpaths
  • there is no need for additional tracking of the 464 service, we know its schedule.

8.       Items for Discussion or Referral to Future Agendas

The next meeting was agreed for 30th September 2015 at 10am in the Parish Rooms.

 

The Meeting closed at 11.50 a.m.

Item & page

(16 July 2015)

Action

Who

Date by

Result

03/PL 0715

Send letter if hedges are overgrown

Clerk

TBD

 

Item & page

(10 Sept 2015)

Action

Who

Date by

Result

06/PL 0915

Agree Tatsfield Green cutting schedule

All Committee

30/9/15

 

07/PL 0915

Contact David Hodge and request clarification on sight line cuts

Clerk

14/9/15

In progress

08/PL 0915

Request quotes from L Gulley re hedges

Clerk

30/9/2015

COMPLETE

10/PL 0915

Risk assessment draft

Althea Davies

24/9/2015

 

11/PL 0915

Information on website / social media inviting assistance from residents in reporting potential dangers in Parish Land

Clerk

30/9/2015

 

12/PL 0915

Order 2 new dog waste bins

 Clerk

30/9/2015

 

13/PL 0915

Research general waste bins for proposal to next meeting

A Davies

30/9/2015

 

14/PL 0915

Draft communique to residents re diseased lime tree

Clerk

18/9/2015

 

15/PL 0915

Clarify what is happening re 2nd lime tree

Clerk

18/9/2015

 in progress

16/PL 0915

Request advice for replacing tree from Jon Allbutt

Clerk

30/9/2015

 

17/PL 0915

Request endorsement by the Parish Council of the recommendation for more expensive path option for Village Centre

All

14/9/2015

 COMPLETE

18/PL 0915

Clarify status of whether land behind Primary school is public open land

Clerk

30/9/2015

 

 

 

Agenda for Finance Committee Meeting on 10th September at 8pm in Parish Rooms

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 10th September 2015 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 pm

 

Present:                  Mr Ian Mitchell   (in the chair)     

                              Mrs Nichola Stokoe Mr Mike Sarll Mrs Pat Coombe Mr Niall Kells

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Apologies:

None

2.        Declarations of interest (relating to items on the Agenda):

None

3.       Agree and Sign the Minutes of the Last Meeting held on 27th April 2015

026F/2015 The minutes of the meeting held on the 27th April 2015 were approved as a correct record and signed by the Chairman.        

4.       Grant requests 2015/16:

·         Christmas Carol service (£350 given last year)

027F/2015 It was resolved the Clerk should request further information from Mr Bishop given the number of new Councillors interested in the details regarding this event. It was agreed that in principle the Parish Council should support the event as it does each year but that further details regarding the allocation of costs was needed.

·         Little Acorns Pre-School: request for assistance with new door Aileen McHugo Building: rent review / charge for services:

028F/2015 Nichola Stokoe proposed and it was resolved that this should be a Parish Council project managed and driven by the Parish Council. It was further agreed that more information and detail surrounding each quote was needed, as well as an agreement from Little Acorns Pre-School regarding a non-refundable contribution from them towards the total cost of the project. This matter would be addressed at the main meeting on 14th September 2015.

5.       Budget 2016-17: an introduction to the process

The Clerk provided an explanation of the Budget process for 2016-17 which would involve examining the previous year’s budget, assessing the needs of projects, likely expenditure in all categories and possible decreases or completion of existing projects and then consulting with the Finance Committee over the coming months until a proposed precept and budget was presented to the Parish Council for approval in December 2015.

6.       Discussion re reserves for future projects:

·         Windows for Village Hall

029F/2015 It was agreed that a reserve of at around £10,000 should be set up in the coming budget for this project, in the event that grants were not possible and to cover unforeseen costs. This would be incorporated into the 2016-17 budget process.

·         Aileen McHugo Building

030F/2015 There was an amount set aside in the Capital Expenditure budget which was enough to cover a boiler replacement however the Clerk noted that this should really be set up as a reserve if there were no plans to replace the boiler in the next financial year. This was agreed and should be included in the new budget.

031F/2015 It was felt generally that there was no need to expand or consider expansion of the Aileen McHugo Building as the Parish Council was not a landlord and therefore other options for storage should be considered.

·         Village Pathway project: up to £7,000

032F/2015 The Clerk explained this project could be funded by the existing budget as long as virements were approved by the committee for the next meeting and should the project be agreed as viable by the Parish Council. This was noted and accepted by members.

 

033F/2015 it was generally agreed that consideration to other potential projects be given and proposals be sent to the Clerk over the coming months.
034F/2015 The Clerk suggested moving monies relating to the Car Park maintenance project into a separate reserve fund and this was agreed.

 

7.       Items for Discussion or Referral to Future Agendas.

None

The Meeting closed at 9.25 p.m.

Item & page

(27 April 2015)

Action

 

Who

Date by

Result

025F/2015, 1

Inform tenants of rent review as their contracts come up for renewal

06/05/2015 - 01/09/2015

Clerk

In progress

Item & page

(10 Sept 2015)

Action

 

Who

Date by

Result

027F/2015 3

Request additional information re costs for Christmas Carol event

Clerk

14/9/2015

COMPLETE

029F/2015 3

Set up a reserve project for the windows replacement in the Village Hall

Clerk

30/9/2015

 

030F/2015

Set up a reserve fund for potential emergencies such as boiler replacement for the AMB

Clerk

30/9/2015

 

033F/2015

Feedback and identify potential projects needing reserve funds to Clerk over the coming months

All

12/9/2015

 

034F/2015

Set up a reserve fund for the Car park maintenance monies

Clerk

14/9/2015

COMPLETE

 

Agenda for Supplementary Meeting held on 28th September 2015 at 8.00pm in the Parish Rooms

MINUTES of the Meeting of Tatsfield Parish Council held on the 28th September 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Nichola Stokoe (in the chair)

                                    Mrs Helena Garcia-McLeod, Mr Mike Sarll, Mrs Pat Coombe Mr Niall Kells Mrs Althea Davis

 

In Attendance:  Ana Hughes (Clerk)       

                 

And 0 parishioners.                  

           

1.         APOLOGIES

484/0915 Mr Ian Mitchell’s apologies were received and accepted by members.

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

None

3.         Approve and sign the MINUTES of the meeting held on 14th September 2015

485/0915 The minutes of the meeting held on 14th September 2015 were adopted and agreed as a correct record and signed by the Chair together with all appropriate appendices.

4.         Parish Land:

(a)     Village Hall:

  • discuss and review updated quotes for windows

Three suppliers had provided quotes to replace the windows in the Village Hall – all included quotes for full replacement with all casement windows and these quotes ranged from £6,450 to £8,500. Additionally one of the quotes offered sash windows and casement windows (as they are currently) and this amounted to £9,440.

486/0915 it was resolved to select Albion Windows & Conservatories Ltd as the preferred supplier for this project and to recommend their quote for a mix of sash and casement windows at £9,440 to the Village Hall Management Committee. The Clerk was asked to contact the supplier and inform him of this fact.

487/0915 It was resolved Niall Kells and Helena Garcia-McLeod would join Roger Sawyers and Peter Maynard from the Village Hall Management Committee (VHMC) to form a sub-committee to examine grant options and external funding sources. The Clerk to inform the VHMC Secretary.

 

  • discuss and approve specification for new door.

The Chair noted that one of the builders had withdrawn their quote and the Parish Council was now left with 2 quotes, both with differences and prices ranging from £2940 - £5060.

488/0915 It was resolved the Clerk should investigate further what Building Regulations required for an external door to be compliant on a community building with regards to access to and from the building, clarifying queries relating to handrails on ramps, steps and others. The Parish Council could revisit this matter once this information was available.

It was further noted that Little Acorns Pre School had not yet confirmed they would accept the requirement of a non-refundable contribution to this project of at least £1200 as determined by the Finance Committee (resolution 028F/2015). It would be wise to wait until the Clerk had received a response from Little Acorns on this matter.

(b)     Parish Land Committee:

  • Discuss quotes for path and choose path option for island in the Village Centre (Westmore Green).

489/0915 It was resolved to accept the quote from M&S Paving Ltd for £6,320 from the 3 quotes supplied to the Clerk for replacement and improvement of the path on the island at the Village Centre.

The Clerk was instructed to clarify that the quote provided by the preferred supplier included dropped kerbs and paving the area around the horse trough in the middle of the island. Subject to these items being included this supplier should be asked when he could start the work and M&S Paving would be awarded the contract.

 

Mike Sarll noted that the quote could reduce in price depending on what type of stone was selected for the new pathways – the quote was based on a £25 per square metre price for stone, but should a cheaper stone be selected the price would be less than that quoted.

(c)     Tatsfield Green: Bus stop waiting area proposal - discuss Parish Council response to proposal from Transport for London on building a bus stop on Tatsfield Green

490/0915 It was resolved that a final decision on this matter would be deferred to the supplementary meeting on 26th October 2015 when more information would be available from Transport for London (TfL). The Clerk was instructed to obtain a copy of the policy by TfL on ending their Hail and Ride service for Tatsfield. She was further asked to arrange a meeting with the representative of TfL and members to discuss options and plans.

491/0915 It was determined that resident opinions would be asked on this matter through the website and facebook options as it would be too late for the Parish Magazine. The Clerk to liaise with members to arrange this.

 

(d)     Tatsfield Community Games Area: update on meeting with caretaker at Tatsfield Primary school and decision on next steps.

Althea Davies and Pat Coombe updated members on their meeting with Jill Hancock and Derek Rose. In principle Mr Rose would perform all the duties listed in the letter sent by the Clerk in June 2015 excluding raising and lowering car park bollards. Additional duties were discussed including locking up the Community Games Area at dusk / nightfall and possible clearing of pathways and access to the school and Village Hall at times of inclement weather (snow / ice). Mr Rose had proposed 15 hours a month for the duties requested by the Parish Council.
The Clerk confirmed she had been informed of Mr Rose’s hourly rate.

492/0915 It was resolved to accept Mr Rose’s proposed hours to perform the duties listed in the letter from the Clerk in June 2015. It was further resolved that these should be reviewed after 6 months. A time sheet would be required for submission each month together with an invoice before payment could be authorised. These should be submitted to the Clerk.

493/0915 It was further resolved that Mr Derek Rose should be provided with a new letter drafted by the Clerk in which all the proposed terms and conditions be included, together with his proposed pay rate, which would be the same as his current rate from Surrey County Council.

494/0915 Members resolved the Clerk should request a further meeting with Mr Rose through Jill Hancock to discuss the proposal from the Parish Council and also to request clarification on a number of items:

  • Review of hours following 6 months
  • Notice period
  • Requiring 2-3 weeks of notice for holidays
  • No pay for holidays
  • How would his duties be covered should he not be able to be present due to illness / other commitments? A particular concern was noted with regard to the clearing of snow / gritting paths to keep them safe for access to the school and the Village Hall. The car park should be excluded
    • Training: new councillor courses x 5 - £250

5.         Finance

a)     Approval for expenditure

495/0915 This was a ratification of the decision taken at the main meeting under Item 13 – all training requests were approved with Helena Garcia-McLeod needing to confirm whether she would be able to attend before the Clerk booked her place.

  • Planning event attendance (Dorking) for Althea Davies / Nichola Stokoe - £25 x 2

496/0915 The place for Althea Davies was approved but Nichola Stokoe could not attend and therefore her place would be taken by Ian Mitchell. This was also approved.

  • SSALC AGM attendance: Ian Mitchell + 1 other - £20 per member.

497/0915 Ian Mitchell’s attendance at this meeting was approved. No members could join him therefore costs would remain at £20.

  • D Mitchell : inspection work for bollards assessment - £60

498/0915 This was additional to the actual work approved under resolution 464/0915 and involved inspection work carried out before a quote could be issued. This item was approved.

b)    Addition to Appendix B from main meeting:

  • Revised insurance quote : £3360.46

499/0915 The revised quote was approved, the cheque was signed and the item added to Appendix B for September 2015.

6.         Open Bookcase proposal: Discuss and agree Parish Council response

Members agreed that in principle the Parish Council supported this idea of an Open Bookcase in Tatsfield Village, but many questions were outstanding/

500/0915 The Clerk was instructed to ask David Hodge for guidance on possible locations, how to waterproof the structure, how to protect against vandalism and theft..

7.         Grant Award policy: discuss and adopt

501/0915 The Grant award policy (appendix A to these minutes) was formally adopted and the Clerk was instructed to place it on the website and make all village Organisations aware of the new policy.

8.         Open Spaces Consultation: response required by PSE Research on behalf of Tandridge District Council

502/0915 The questions and answers for the Open Spaces Consultation were adopted as follows:

1-         Do you feel that the range of open spaces and outdoor recreation provision currently available in your Parish is consistent with the needs of the local population? Yes.

2-         Are there any outdoor recreational facilities that you feel would be beneficial to the community that aren't currently in place? No.

3-         Are there any comments you would like to make about the quantity and quality of open spaces/outdoor recreation provision in your Parish and across the District? Not at this stage.

 

The Clerk was instructed to submit the Parish Council’s responses as adopted in this resolution.

9.         Agree list for Mr David Hodge for delivery of planings from Approach Road repairs.

503/0915 It was resolved the Clerk should inform Mr Hodge that all planings would be happily received by the village and responses from interested parties were still being collated with 2 confirmed so far (Johns Road, Grove Road) . The Clerk would update Mr Hodge once a complete list was available.

10.      Appraisal Follow up: recommendations from working group.

The working group noted that all the items assigned to the Parish Council and within their sphere of responsibility and power appeared to have been addressed or in the process of being actioned and that in their opinion there was no further action unless specific items needed further investigation.

504/0915 The Parish Council resolved to note and accept their recommendations.

11.      Any other Business which the Chairman is of the opinion should be considered as a matter of urgency

The Chair noted that the parish Council had received an offer from volunteers to clean and perform maintenance work on the village pond and that this be accepted and thanks proffered to the co-ordinators. This would be addressed by the Parish Land Committee meeting on 30th September 2015.

505/0915 It was resolved that the offer from Volunteers to clean up the pond be received and gratefully accepted. The Clerk was asked to issue thanks to the residents offering to co-ordinate the work.

12.      Matters for Reporting or Inclusion in a Future Agenda

  • CCTV update – should be delayed until the Supplementary meeting in October 2015

 

The meeting was concluded at 9.40pm

 

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

COMPLETE

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

327/0415

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

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(27 July 2015)

Action

Who

Date by

Result

441/0715, 70

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

Clerk/ N Stokoe

01/09/2015

In progress

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

461-467/0915 72 – 73

Inform contractors and proceed with orders / bookings where instructed

Clerk

25/9/2015

COMPLETE

475/0915

Proceed with arrangements for Christmas Carol service

Clerk

30/9/2015

COMPLETE

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

481/0915

Specification for door project

Niall Kells / Mike Sarll

28/9/2015

COMPLETE

482/0915

Contact village organisations and information poster ref A5 size on noticeboards

Clerk

28/9/2015

COMPLETE

Item & page

(28 Sept 2015)

Action

Who

Date by

Result

486/0915

Inform preferred supplier of award from Parish Council

Clerk

6/10/2015

COMPLETE

487/0915

Inform VHMC of subcommittee approval and preferred supplier

Clerk

6/10/2015

COMPLETE

488/0915

Investigate building regulation requirements for external doors on a community building

Clerk

12/10/2015

COMPLETE

489/0915

Clarify quote with M&S Paving and then inform him of preferred supplier status award for work on pathway replacement on island in Village Centre

Clerk

6/10/2015

COMPLETE

490/0915

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

Clerk

26/10/2015

In progress

491/0915

Arrange feedback from residents on TfL plans and bus stops

Clerk / members

26/10/.2015

COMPLETE

493/0915

Draft new letter with full proposals for Caretaker

Clerk

9/10/2015

In progress

494/0915

Arrange meeting with D Rose and members to discuss Parish Council proposal

Clerk

9/10/2015

COMPLETE

500/0915

Ask David Hodge for guidance on possible locations, how to waterproof the structure, how to protect against vandalism and thievery re Open Bookcase proposal

Clerk

12/6/2015

COMPLETE

502/0915

Submit Parish Council responses to Open Spaces Consultation

Clerk

2/10/2015

COMPLETE

503/0915

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

Clerk

12/10/2015

In progress

505/0915

Thanks to volunteers re work on pond

Clerk

9/10/2015

COMPLETE

 

Agenda for Parish Land Committee Meeting held on 30th September 2015 at 10.00am in the Parish Rooms

DRAFT MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 30th September 2015 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 10.00 a.m.

 

Present:                  Mr Mike Sarll (in the chair)

                              Mrs Althea Davies Mr Niall Kells

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

 

1.       Apologies

None

2.       Declarations of interest* (relating to items on the Agenda)

None

3.       Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 10th September 2015

20/PL 0915 It was resolved the minutes reflected a true and accurate recording of the meeting held on 10th September 2015 and they were duly signed by the chairman.

 

4.       Parish Land maintenance

·         Tatsfield Green: agree cutting schedule

Further to the previous meeting it was noted that Westmore Green and the lower part of Tatsfield Green were cut by Quadrant every 2 weeks in the Summer months and that Tatsfield Green was cut by Nick Dance once a year at the end of the Summer at previous Parish Council’s requests for it to be left as a Meadow.

David Hodge had clarified that Surrey County Council had no responsibility for sight line cuts on land it did not own, therefore responsibility would lie with the Parish Council should it require more cuts to Tatsfield Green (top end near Rag Hill Road / Old Lane) than were currently performed.

The Chair noted a quote had been sent to the Clerk for £280 per cut to all sightlines around the meadow end of Tatsfield Green with a recommendation of 5 cuts per year. This would also include the small triangle and lines of desire (pathway across Tatsfield Green and around benches).

 

20/PL0915 It was resolved that the Clerk should propose 3 cuts per year to Steve Hyder and subject to his and Nick Dance’s approval that this should be implemented from 2016 for Tatsfield Green (top end). This would involve a total budget of £840.

 

·         Risk assessment progress

Althea Davies had circulated a draft risk assessment document which was well received and supported.

21/PL0915 The Clerk was instructed to add the additional comments received to the draft document as well as gritting pathway down the side of the Village Hall / Aileen McHugo Building. The new document would then be recirculated by Althea Davies and be adopted at the next meeting.

 

22/PL0915 It was resolved that the risk assessment would formally take place twice a year in the first week of November and first week of April and the document would be updated for each member’s area of responsibility as per the schedule agreed at the previous meeting as per resolution 09/PL0915. It was thought likely that members would visit their areas more frequently and that this would therefore result in more frequent updates but that at least 2 annual visits would be required.

 

It was noted by members that formal responsibility for the Westmore Green play area, Westmore Green and Tatsfield Green lay with Tandridge District Council who inspected them together with Tatsfield Community Games Area. However it was also understood that the Parish Council and residents be encouraged to highlight potential dangers on a day to day basis.

·         Diseased lime tree: update

The Clerk noted that residents had been warned about the need to remove the diseased lime tree on Westmore Green following confirmation from Steve Hearn at Tandridge District Council. This had also been placed on Facebook. Mr Allbutt had been asked for input relating to a possible replacement and had suggested either oak or beech or even another lime – Tandridge should be consulted with regards to this last option as it could be dangerous should the disease be present in the other limes. The Clerk noted she was still waiting for an update from Steve Hearn regarding the 2nd lime tree identified by Jon Allbutt in that row.

 

5.       Parish Land: financial items

·         New dog waste bins: - pricing around £125 + installation

23/PL0915 It was resolved that 2 new waste bins be ordered by the Clerk from Scott Coughlan in Tandridge who would advise of installation costs, timings and arrange collection. It was resolved that in the absence of installation costs and to expedite action on this item that an amount up to £80 per bin be agreed for these costs (total of £205 +VAT per bin total).

The Clerk to proceed with the order and that the bins should be placed on at the southern end of Westmore Green roadside of Approach Rd, at an equal distance between the Telegraph pole and the tree. The bin on Northern end of Goatsfield Rd is to be located on left hand side 20m before junction with Shaw Rd.

 

·         New litter bins: for car park - £250.80 + VAT

24/PL0915 following a recommendation from Niall Kells, it was resolved that a single bin be ordered for installation in the car park on the corner of the Aileen McHugo Building in between both entrances, close to the bollard. The Clerk to proceed with the order and confirm the price with Scott Coughlan for installation.

 

·         New rubbish bin for Paynesfield Road by new bench: £496 + VAT

25/PL0915 It was resolved to purchase a new rubbish bin to match the style of the others in the Village to be placed next to the new bench on the Square off Paynesfield Road. This would be purchased at the price of £496 +VAT but to be confirmed by the Clerk together with any installation charge.

·         Proposal for increased cuts on Tatsfield Green: £780 +VAT

The Chair noted that the actual price for the sightline cuts proposed was £280 + VAT for each cut (as discussed in item 4) and the £780 referred to a quote to ‘ raise canopies and remove epicormic growth from all trees running alongside of highways’ for Tatsfield Green.

26/PL0915 It was resolved the Clerk should seek an additional quote for the tree work quoted, from Acacia Tree Surgeons.

This would then be compared to the quote provided and revisited at the next meeting.

 

·         Proposal from L Gulley ref additional hedge cuts:

The Chair noted that Lloyd Gulley had provided quotes for additional cuts for this year of £80 for Ship Hill / Maesmaur Corner and £150 for an additional cut to the hedge bordering the Village Hall and Old Police House, to take place in November 2015.

He had also provided quotes for perform these cuts twice the following year at a cost of £278 (Maesmaur Corner) and £430 (Village Hall).

27/PL0915 it was resolved to approve the additional cuts for 2015 at a cost of £230 total and to consider the quotes for 2016 at the next meeting. The Clerk was instructed to inform Mr. Gulley to proceed as proposed in his quote.

6.       Land behind School: clarification on status (is it Public Open Land)

The Clerk informed members that David Hodge had clarified this matter stating the land was Surrey County Council vacant land which was left over from the school development. There is a Right of Way over part of the site which was a footpath. It was therefore not Public Open Land and there was no right for members of the public to let dogs off the lead.

28/PL0915 The Clerk was instructed to ask Ian Mitchell to include this clarification in his Village magazine article for November 2015.

7.       Items for Discussion or Referral to Future Agendas

·         Pond: it was noted that 2 residents had volunteered to co-ordinate and clear excessive weed growth in the pond. This was welcomed by the Committee and the pond would require consideration at the next meeting
·         Replacement Lime tree: discuss options
·         Community Games Area: opening hours

The Meeting closed at 11.45 a.m.

Item & page

(16 July 2015)

Action

Who

Date by

Result

03/PL 0715

Send letter if hedges are overgrown

Clerk

TBD

 

Item & page

(10 Sept 2015)

Action

Who

Date by

Result

06/PL 0915

Agree Tatsfield Green cutting schedule

All Committee

30/9/15

COMPLETE

11/PL 0915

Information on website / social media inviting assistance from residents in reporting potential dangers in Parish Land

Clerk

30/9/2015

In progress

12/PL 0915

Order 2 new dog waste bins

Clerk

30/9/2015

COMPLETE

15/PL 0915

Clarify what is happening re 2nd lime tree

N Kells

18/9/2015

COMPLETE

16/PL 0915

Request advice for replacing tree from Jon Allbutt

Clerk

30/9/2015

COMPLETE

Item & page

(30 Sept 2015)

Action

Who

Date by

Result

20/PL0915

Agree new sightline cutting schedule for 2016 with Steve Hyder

Clerk

12/10/2015

COMPLETE

21/PL0915

Recirculate updated draft risk assessment document

Althea Davies

31/10/2015

 

23/PL0915

Order dog waste bins and clarify installation costs

Clerk

12/10/2015

COMPLETE

24/PL0915

Order waste bin for car park and clarify installation costs

Clerk

12/10/2015

in progress

25/PL0915

Order rustic bin and clarify installation costs

Clerk

12/10/2015

COMPLETE

26/PL0915

Additional quote for tree work

Clerk

31/10/2015

In progress

27/PL0915

Inform Lloyd Gulley to proceed with additional cut in Nov 2015

Clerk

5/10/2015

COMPLETE

28/PL0915

Request clarification be put in the Parish Magazine article for the Parish Council for Nov 2015

Clerk

12/10/2015

COMPLETE