Supplementary Meeting of Tatsfield Parish Council on 26th October 2015 at 8pm at the Parish Rooms

 MINUTES of the Meeting of Tatsfield Parish Council held on the 26th October 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mr Ian Mitchell (in the chair)

                        Mrs Nichola Stokoe       Mr Mike Sarll, Mrs Pat Coombe Mr Niall Kells Mrs Althea Davis

 

In Attendance:  None   

                 

And 0 parishioners.                  

           

1.         APOLOGIES

525/1015 Mrs Helena Garcia-McLeod and Ana Hughes’ 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 12th October 2015

526/1015 The minutes of the meeting held on 12th October 2015 were adopted and agreed as a correct record and signed by the Chair.

4.         Receive and accept the Minutes of the Parish Land Committee Meeting held on 30th September 2015

527/1015 It was resolved that the minutes of the Parish Land Committee Meeting held on 30th September 2015 were received and accepted.

It was noted that Tandridge had committed to clearing out the ditch in Old Lane in November. It was not clear how far down the ditch the clearing would go and Mike Sarll agreed to investigate.

5.         Planning

(a)     Revisit 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.
Following further information received.

It was noted that this item was being revisited further to additional information, complaints and relevant items submitted to the District Council regarding this Planning Application. The Chair noted that the Parish Council’s original decision had been not to object but 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.

 

After further local consultation, the following concerns were addressed to the representative for the planning applicant (Mr Charles Bush):

  • Q on traffic movement. – Mr Bush responded that there will be a reduction in HGV but an increase in LGV as that's what delivery companies use - 100 vans in and 100 vans out.
  • Q. time of day HGV loading into depot – Mr Bush responded night time predominately.
  • Q. How much were neighbours consulted – Mr Bush responded he was not aware of this.
  • Q Were other sites considered – i.e. housing? Mr Bush responded the site would be kept as commercial and it would comply with Tandridge District Council’s employment plan.
  • Q Could there have been another way to access the road network - e.g. into M25. Mr Bush responded that they will be moving access road on A25 slightly west as this is deemed safer.

It was noted that proposed buildings are 3 x height of existing buildings. Previously this was a key consideration when building service station.

528/1015 It was resolved the following drafted response be submitted to Tandridge Planning as a new response from the Parish Council:

  • A full assessment should be undertaken of the true potential visual impact of the height of the proposed buildings both on long-distance views and on views from neighbouring properties.
  • Conditions should be imposed to ensure that, to protect long-distance views, the buildings will always appear dark against the dark background of the site’s surroundings; that there is year-round screening of the site during the life of the development and that the cumulative effect of the lighting will be less than that from the existing site.
  • In order to protect the amenities of neighbouring residents, conditions should also be imposed to ensure that noisy activities are located well away from neighbouring residential properties and that the need for and use of reversing alarms on vehicles using the site is reduced to a minimum.

 

The Chair noted that no further planning had been received and Rylands in Ship Hill had been approved.

 

6.         Parish Land:

(a)     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

It was noted the Clerk had received a number of responses from residents and these had been summarised and considered at the meeting. Comments included - no pavements lighting etc. hail and ride v important. If you have to go to bus stop then will probably find another way of travelling.

529/1015 It was resolved at this stage the Parish Council wished to have Hail & Ride retained. Even if we give permission for a bus stop on Tatsfield Green. Agreed to hear what TFL have to say at Wednesday's meeting and make a decision in November meeting.

(b)     Tatsfield Green: boundary concern - discuss options and next steps.

The need to formalise what has been agreed at owner’s request was noted, however there was concern at precedent.

530/1015 It was resolved the proposals to draft a new boundary would not be immediately rejected but that a draft response summarising the Parish Council’s position would be sent suggesting that the resident provides plans for the Parish Council to consider.

(c)     Village Hall: new door - response from Little Acorns Pre School and next steps

531/1015 It was resolved this matter be deferred to the November main meeting as no response from Little Acorns yet.

7.         Finance

(a)     Approval for expenditure

  • Christmas lights – original quote from Blachere (0615) £266.50 + VAT

532/1015 It was resolved to approve this quote and order the lights.

(b)     Addition to Appendix B from main meeting:

  • Tatsfield in Bloom expenditure: 2 items needing to be added to Appendix B for October –
    • Cheque payable to Jon Allbutt - £236.89
    • Cheque payable to Bob David - £182.50

533/1015 The above items were approved to be added to Appendix B and cheques were signed.

8.         Village matters:

(a)     Concern ref road drainage action by Parkwood Golf Club

The Chair noted a resident had raised concerns on road drainage action taken by Parkwood Gold Club on Church Lane. It was noted the channel dug from golf club could cause potential drainage issues for Old Lane. Surrey highways are aware.

(b)     Approach Road re-surfacing - report on work and related actions

The Chair noted that there were a number of lessons to be learned from the recent planings distribution exercise. The Parish Council had a list of 15 locations to receive planings - the Chair had met contractor and provided a full copy of the list, however it appeared this had not been passed on, emails and phone calls not followed up on.

534/1015 It was proposed an article in the magazine with observations / update on exercise. Some positive and negative feedback.

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

None

10.      Matters for Reporting or Inclusion in a Future Agenda

Cutting schedule

 

The meeting was concluded at 9.09pm

 

 

 

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

COMPLETE

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(28 Sept 2015)

Action

Who

Date by

Result

490/0915

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

Clerk

26/10/2015

COMPLETE

Item & page

(12 Oct 2015)

Action

Who

Date by

Result

521/1015 88

Update parties on new sign at Rag Hill Road

Clerk

16/10/2015

COMPLETE

523/1015 89

Investigate possibility of free defib

Clerk

9/11/2015

In progress

Item & page

(26 Oct 2015)

Action

Who

Date by

Result

528/1015 95

Provide new response to Tandridge planning

Chair in Clerks absence

27/10/2015

COMPLETE

530/1015 96

Draft response to residents proposal and send

Chair / Nichola Stokoe

30/10/2015

COMPLETE

532/1015

Order Blachere lights

Clerk

9/11/2015

 

534/1015

Magazine article to summarise experience of planings distribution from Approach Road

Chair

12/11/2015

 

 

Finance Committee Meeting on 4th November 2015 at 8pm in the Parish Rooms

 

MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 4th November 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 10th September 2015

035F/2015 The minutes of the meeting held on the 10th September 2015 were approved as a correct record and signed by the Chairman.        

4.       Grant requests 2015/16:

a)    Tatsfield in Bloom: £1000

The Clerk had received a request for £1000 grant for the 2016-17 financial year from Tatsfield in Bloom.

036F/2015 It was resolved this amount be granted subject to the Clerk receiving the items outstanding from the list agreed at resolution 327/0415 ref the new arrangements for volunteers by the start of the new financial year. The Clerk confirmed there were 3 items outstanding to be provided by Tatsfield in Bloom:

 

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

The Clerk was instructed to inform Tatsfield in Bloom of the Parish Council’s decision.

 

b)    Tatsfield Community Responders: £318 for defib trainer - asking for contribution

The Clerk had received a request from the Tatsfield Community Responders for assistance in purchasing a training defib unit for providing training for the Primary School and other interested local groups. Total cost was £318.

037F/2015 It was resolved the total cost be granted to the Tatsfield Community Responders and that the Clerk should indicate the Parish Council’s interest in training courses for residents in using the unit.

5.       Budget 2016-17:

a)     initial thoughts and comments on proposed budget

General agreement about budget headings proposed. There was discussion on items relating to repairs and maintenance of property and land and whether a general amount was still required in the Repairs and Maintenance non-recurring item (4206) and in the end it was agreed this should remain as contingency for possible work required which was not on Parish Council land.

038F/2015 The Clerk was asked to arrange boiler service to take place as soon as possible as many radiators did not appear to be working properly. She was also asked to arrange with the service company to ensure future services took place in August / September each year as this was more efficient in case of issues needing to be addressed.

039F/2015 It was resolved not to place an amount in the Neighbourhood Plan budget heading but that the Clerk should set up a reserve fund for £5000 for Neighbourhood Plan Reserve.

 

b)    agree changes to proposed budget amounts

039F/2015 It was resolved the Clerk should implement the following changes to proposed budget amounts:

·         4015 General Expenses (Administration) – reduce total amount from £500 to £250
·         4045 Cleaning – increase total from £1600 to £2000 to provide contingency in case additional cleaning requirements were identified such as windows, carpets etc.
·         4050 Election – reduce total from £500 to £300
·         4110 Capital Expenditure – increase total from £3000 to £5000 – to account for a possible new boiler, kissing gate for FP 21 additional to other potential items.
·         4206 Repairs and Maintenance non-recurring – reduce from £2000 to £1500
·         4230 Aileen McHugo Building Maintenance – increase from £1000 to £2000 as there may be changes required as a result of the electrical survey to take place as well as a roof cleaning exercise.
·         4260 TACG Expenditure – reduce from £1500 to £1000
·         4270 Village Pond Expenditure – remove item as this would be covered under 4207 Parish Land Committee

 

It was noted that the Parish Land Committee item could be subject to change following the Parish Land Committee meeting on 6th November 2015 where the proposed budget of £4500 would be reviewed and quantified further.

 

040/2015 The Clerk was instructed to approach Surrey County Council Rights of Way officer to propose that a kissing gate be purchased and installed by the Parish Council on FP21. This item had been ongoing since March 2015 and there did not appear to be a solution forthcoming.

c)    agree draft precept.

041F/2015 It was resolved that the precept should not be increased and should remain at £42000. It was also resolved that the proposed shortfall in the budget of £8946 following the changes listed above be met from the General Reserves, which currently stood at around £72804.

6.       Budget 2015-16:

a)     Agree Virements proposed to enable project for pathway on Village Green and other changes

 

042F/2015 It was resolved to accept the proposed the virements listed in Appendix A to these minutes, to enable payment of the Village Centre pathway project of £6500. The Clerk was instructed to proceed with the changes as approved.

7.       Pension options: make choice based on proposed presented options

The Clerk had circulated 3 options for possible pension funds to ensure the Parish Council complied with obligations under auto-enrolment directives from 1 January 2016. They included the Local Government Pension Scheme with 20.5% employer contribution and 5.5% employee contribution, as well as 2 private options – People’s Pension and NOW.

The Clerk indicated her preference leaned towards People’s Pension.

043F/2015 It was resolved that further information would be helpful and the Clerk was asked to find out more details about the management charges so that budgeting could take place. It was additionally suggested that it would help to have an independent opinion on the 3 options with pros and cons – Clerk to investigate and present possibilities.

044F/2015 The Clerk was instructed to add a Pension budget item to the budget and indicate possible expected costs for the coming year.

8.       Bank account change:

a)     Discuss options to change bank account with a stepped move to Unity Trust Bank.

The Parish Council had not experienced good customer service from HSBC and they could not supply the required 3 part authorisation needs for Parish Council online banking which was now possible with the repeal of s150 (5) of the Local Government Act 1972.

045F/2015 It was resolved the Clerk should proceed with an application to open an account with Unity Trust Bank

9.       Discussion re reserves for future projects:

a)     Aileen McHugo Building

 

046F/2015 It was suggested by Niall Kells that this might be a good idea for a reserve fund as there were potentially big changes needed but these would only become apparent and clear in the coming weeks and therefore it was preferable to wait until a future meeting. This was agreed by the committee members.

 

10.    Items for Discussion or Referral to Future Agendas.

None

The Meeting closed at 10.10 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

Clerk

06/05/2015 -01/09/2015

COMPLETE

Item & page

(10 Sept 2015)

Action

 

Who

Date by

Result

030F/2015

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

Clerk

30/11/2015

COMPLETE

033F/2015

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

All

12/9/2015

Ongoing

Item & page

(4 Nov 2015)

Action

 

Who

Date by

Result

036F/2015 5

Inform Tatsfield in Bloom of PC decision

Clerk

6/11/2015

COMPLETE

037F/2015 5

Inform Tatsfield Responders of PC decision

Clerk

6/11/2015

COMPLETE

038F/2015 5

Arrange service of boiler and radiator checks as soon as possible and change date from 2016 to August /Sep

Clerk

6/11/2015

 COMPLETE

039F/2015 6

Change agreed budget items as detailed and circulate new budget

Clerk

5/11/2015

COMPLETE

040F/2015 6

Contact Surrey Rights of Way and propose the Parish Council purchases and installs a new kissing gate to replace the stile on FP21

Clerk

9/11/2015

 COMPLETE

042F/2015 6

Implement the virements approved in Appendix A to these minutes

Clerk

9/11/2015

 COMPLETE

043F/2015 6

Investigate further pension options and suggest independent opinion

Clerk

16/11/2015

 in progress

044F/2015 6

Add Pension budget heading

Clerk

5/11/2015

COMPLETE

045F/2015 7

Start process to open a Unity Trust Bank account

Clerk

20/11/2015

 in progress

 

 

Parish Land Committee Meeting on 6th November 2015 at 8pm in the Parish Rooms

MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 6th November 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 30th September 2015

29/PL 1115 It was resolved the minutes reflected a true and accurate recording of the meeting held on 30th September 2015 and they were duly signed by the chairman.

 

4.       Parish Land maintenance schedule

a)    Update of maintenance schedule : Tatsfield Green cuts, additional cuts to hedges

30/PL1115 The maintenance schedule was reviewed and the following changes were agreed:

  • Change Tatsfield Green cut to normal once a year with 3 additional sight line / line of desire cuts agreed to start from April 2016. This should be revisited in November 2016 and reviewed.
  • Add Old lane ditch to schedule – currently cleared once a year (just completed in November). It was agreed that at this stage there was no need to clear the ditch beyond where it is done by Tandridge contractors, which is just at the start of the tree line (King Edward VII land).
  • Shaw Road Triangle – keep an eye on possible land encroachment
  • Remove Tatsfield Green verges as this was not required.
  • Nothing required for King Edward VII – natural dense wood, just keep an eye on it
  • Tatsfield Community Games Area (TCGA) – the sign needs reviewing and a quote for a new sign with full details of behaviour requirements, access times and other dos / dont’s
  • Pond – currently being maintained by volunteers – recently experienced issues with disposing of waste from pond after a clearing exercise but this has not been brought directly to the committee’s attention.

It was agreed there would be no specific budget item allocated and that any spend on this item would come out of the Parish Land Committee budget item. The Committee agreed that the volunteers would be supported in their efforts as much as possible.

31/PL1115 It was resolved that £200 be included in the Parish Land Committee budget to cover the needs of the volunteers generally in the village.

 

b)    Risk assessment document: review and implement

Althea Davies suggested this be a regular item on the agenda and that the Risk Assessment file should be a living document to be reviewed / changed and added to when necessary. However this was a General Risk Assessment repository – recognising risks, offering mitigation and actions as required.

32/PL1115 It was resolved to adopt the proposed document and the process to populate and develop this document.
It was further resolved to designate a number to each risk log item, then identify and allocate each risk to each item on the Parish Land register and the person responsible for each area and include those in the document

c)    Epicormic Growth on Tatsfield Green trees: update on quote from Acacia Tree Surgeons

The Clerk noted that she had not yet received an alternative quote – this item to be deferred.

5.       Parish Land: outstanding / ongoing items

a)     Dog waste bins: update

The Clerk noted the dog waste bins had been ordered and Scott Coughlan would indicate when they would be installed.

b)    New litter bins in AMB car park / Village Hall: update

The Clerk noted the litter bins had been ordered and she was awaiting confirmation of delivery / installation from Scott Coughlan.

c)    Diseased lime tree on Westmore Green: date for removal

The Chair noted the diseased tree had been removed very competently by the tree team from Tandridge earlier in the week and only the stump remained.

d)    Replacement of lime tree with Beech: discuss and next steps

33/PL1115 It was resolved that the Committee recommend replacing this tree with a Beech tree. This had been reached following consultation with Jon Allbutt and also to as the committee was concerned about the disease crossing over if another lime was put in again.

The Clerk confirmed there was money in the budget to replace a tree up to £500.

34/PL1115 It was resolved that the Chair would research possible grants and consult with Jon Allbutt ref the type of beech as well as putting this to the main meeting on 9th November 2015 for their comments.

e)    Village centre footpath: agree slabs with M&S paving (Indian sandstone favoured) and discuss additional costs for fencing

34/PL1115 the committee resolved to select Indian Sandstone with a riven rather than smooth surface to be used for the pathway, unless the contractor offered very strong objections to using this in the proposed environment.

The Clerk was asked to clarify what the additional £180 required for fencing proposed by the contractor was needed for? Safety or protection of goods?

f)     TCGA gate: still not being closed at dusk - to be taken up with D Rose

35/PL1115 The Clerk was instructed to ensure Mr. Rose was aware that the TCGA gate needed to be locked at dusk every day, including during the school holidays and half terms.

g)    Westmore Green: flooding near Post Office - discuss options

Niall Kells noted that there was a river of water running down Westmore Road across the Bakery and to Linda’s coming off Approach Road. It is possible that a drain was blocked but this needed investigating.

36/PL1115 It was resolved that the Chair and Niall Kells would investigate the drains and report the matter to Surrey Highways.

6.       Items for Discussion or Referral to Future Agendas

  • Fly tipping at end of Maesmaur Road – this has been reported to Tandridge District Council and the Parish Council through the Clerk and was likely to be on the agenda under highways at the main meeting on 9 November 2015. Residents were asking whether a barrier could be erected to allow horses bit not vehicles as the path where the fly tipping took place is a bridleway.
  • Westmore Green: kerbstones outside Rose Cottage have been moved and need to be returned as this will disrupt grass cutting on Westmore Green.
  •  

The Meeting closed at 12.10p.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

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

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

In progress

24/PL0915

Order waste bin for car park and clarify installation costs

Clerk

12/10/2015

COMPLETE

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

Item & page

(6 Nov 2015)

Action

Who

Date by

Result

30/PL1115

Make changes to Maintenance schedule and circulate

Clerk

13/11/2015

COMPLETE

32/PL1115

Make changes to Risk Assessment schedule and circulate

Althea Davies

23/11/2015

 

34/PL1115

Research possible grants and provide suggestion for tree replacement and possible costs to main meeting 9/11/15

Chair

9/11/15

 

35/PL1115

Inform Mr Rose about needing to lock the TCGA gate

Clerk

6/11/2015

COMPLETE

 

 

Supplementary Meeting of Tatsfield Parish Council on 23rd November 2015 at 8pm at the Parish Rooms

MINUTES of the Meeting of Tatsfield Parish Council held on the 23rd November 2015 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mr Ian Mitchell (in the chair)

                        Mrs Nichola Stokoe       Mr Mike Sarll, Mrs Pat Coombe Mrs Althea Davis

 

In Attendance:  Ana Hughes - Clerk

                 

And 0 parishioners.                  

           

1.         APOLOGIES

554/1115 Mr Niall Kells’ 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 9th November 2015

555/1115 It was resolved the minutes of the meeting held on 9th November 2015 were a true representation of the meeting and were signed by the Chair together with the appropriate appendices.

4.         Receive and accept the Minutes of the Parish Land Committee Meeting held on 6th November 2015

556/1115 It was resolved to receive and accept the minutes of the Parish Land Committee Meeting held on 6th November 2015.

5.         Planning

(a)     TA/2015/1967: Rylands, 75 Paynesfield Road, Tatsfield TN16 2BQ
Erection of new roof incorporating two dormer windows to front elevation and dormer incorporating juliet balcony to rear elevation in association with conversion of loft space to habitable accommodation.

557/1115 Tatsfield Parish Council regret the loss of use of a garage in this planning application and note the apparent intention to convert the garage to habitable accommodation.

(b)     TA/2015/2001: 1 Crossways, Tatsfield TN16 2BL
Erection of infill extension and pitched roof to rear elevation in association with conversion of existing garage to habitable accommodation. Formation of new driveway and vehicular crossover. (Certificate of Lawfulness for a Proposed Use or Development)

558/1115 No comment.

559/1115 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

 

A further planning application was discussed briefly and considered under Item 9.

6.         Parish Land / Property:

(a)     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

The Chair noted there was no new information forthcoming and this item will be revisited in December.

(b)     Village Hall:

new door – update
The Clerk noted Tandridge Planning requires formal drawings to be included in the planning application for the new door, encompassing Floor plan drawing 1:100 proposed and existing, Elevation drawing proposed and existing and Local validation check-list. The Parish Council’s selected contractor does not provide a drawings service.

560/1115 Mike Sarll would be investigating a contact who could produce these drawings and would report back to members on progress and possible costs.

 

  • Windows project – commitment to Parish Council providing match funding for 3% of grant total (estimated £310).

561/1115 It was resolved the Parish Council would be happy to match-fund the Village Hall windows replacement project up to a total of £350 (up to 3% of the total project). It was understood this was required by the sub-committee submitting the grant application for the windows funding and a specific contribution amount would be confirmed to the Clerk as soon as the application had been completed. The Clerk to inform Carol Jordan.

 

Members were concerned when Helena Garcia-McLeod informed them the sub-committee had requested and was considering an additional quote. This had already been agreed in the September supplementary meeting under resolution 486/0915.

562/1115 The Clerk was instructed to inform the Village Hall Management Committee and grant sub-committee that the supplier had already been chosen by the Parish Council and this resolution could only be reviewed at a formal Parish Council meeting with the provision of additional information that might influence or change the basis of the original resolution on 28th September 2015.

7.         Finance

a)         Approval for expenditure

•           £109 + VAT for registration of tatsfieldparishcouncil.gov.uk

The Clerk requested that this item be considered at a future meeting as there could be issues arising with conditions on use of an official .gov.uk site which would require a complete change of website. She noted that it was far more important to resolve the issues regarding the email.

 

563/1115 It was resolved that this item be deferred at this time but that a need to find a solution to the email position was needed and this could be addressed by the new laptop suppliers to be approved formally at the next meeting.

 

Members discussed the need for a Christmas tree as none had yet been offered as a donation. There was reluctance to purchase one but investigations would be made into costs and also into the possibility of using a tree from Pat Coombe’s garden.

 

b)        Addition to Appendix B from main meeting:

•           Dave Bishop grant award - £350

564/1115 It was resolved to approve the addition of this item to APPENDIX B and the cheque was duly signed.

8.         Village matters:

a)     Concern ref road drainage action by Parkwood Golf Club

The Chair noted this had been brought to the attention of Surrey Highways who would be taking the matter up with the Golf Club directly.

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

The Chair noted that planning application TA/2015/2023: Trevena, Chestnut Avenue, Westerham TN16 2EJ, should be considered as it had arrived too late for the agenda but its response date was before the next Main meeting.

 

TA/2015/2023: Trevena, Chestnut Avenue, Westerham TN16 2EJ

Erection of outbuilding to south of dwelling.

 

There were a number of concerns expressed, given the size, bulk and density of the proposed new building and its location in the Green Belt and AONB, despite the offer of a condition by the applicants that it be personal only to them.

565/1115 It was resolved that Althea Davies as planning lead for this month would contact the Tandridge officer Stephanie Milne and discuss the matter and the Clerk should request an extension so that this could be considered under the main meeting on 14th December 2015.

 

566/1115 Althea Davies noted the matter raised by a resident following the fly tipping on Maesmaur Road, requesting a permanent structure to stop motor vehicles but not pedestrians or horse riders at the location. The Chair noted this needed to be made by the resident through the Rights of Way officer in Surrey and the Clerk was instructed to notify the resident of this requirement.

 

10.      Matters for Reporting or Inclusion in a Future Agenda

  • Christmas Tree
  • Salt bin on Westmore Green – damaged. Clerk to understand basis behind Surrey not offering to replace it
  • FP21 kissing gate – Clerk obtaining quote for installation.

 

The meeting concluded at 9.30pm

 

 

 

 

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0415, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

In progress

Item & page

(13 Apr 2015)

Action

Who

Date by

Result

327/0415

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

Clerk

07/5/2015

In progress

Item & page

(8 June 2015)

Action

Who

Date by

Result

390/0615

Inform insurance company of fulfilment of Volunteer list

Clerk

13/7/2015

Dependent on 327/0415

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(12 Oct 2015)

Action

Who

Date by

Result

523/1015 89

Investigate possibility of free defib

Clerk

9/11/2015

COMPLETE

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

547/1115 99

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

Clerk

Dependent on above

In progress

549/1115 100

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

Clerk

16/11/2015

COMPLETE

Item & page

(23 Nov 2015)

Action

Who

Date by

Result

557-559/1115 106

Inform Tandridge planning of Parish Council resolutions

Clerk

27/11/2015

COMPLETE

560/1115 106

Discuss with contact to supply drawings for Village Hall door planning application and possible costs

Mike Sarll

27/11/2015

COMPLETE

561/1115 106

Inform Carol Jordan ref Parish Council’s resolution to support windows project in matched funding

Clerk

25/11/2015

COMPLETE

562/1115 107

Notify the VHMC as instructed in the resolution

Clerk

25/11/2015

COMPLETE

565/1115 107

Discuss item with planning officer and Clerk to request an extension

Althea Davies / Clerk

7/12/2015

In progress / COMPLETE

566/1115 107

Instruct resident to contact Rights of Way officer with request.

Clerk

27/11/2015

COMPLETE

 

Agenda for Finance Committee Meeting held on 24th November 2015 in Parish Rooms at 8pm

 

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 24th November 2015 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 pm

 

Present:                  Mrs Nichola Stokoe (in the chair)          

                              Mr Mike Sarll Mrs Pat Coombe

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Apologies:

047F/1115 Apologies received from Mr Ian Mitchell and Mr Niall Kells which were accepted by members.

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

None

3.       Agree and Sign the Minutes of the Last Meeting held on 4th November 2015

048F/1115 It was resolved the minutes from the meeting on 4th November 2015 represented a true record of the meeting and these were approved and signed by the Chair.

4.       Budget 2016-17:

a)    Review proposed changes

049F/1115 The changes input by the Clerk were reviewed and approved. The Clerk to circulate final budget to all members.

b)    Resolve to recommend proposed budget (including any changes arising) to full Council in December, together with proposed precept.

050F/1115 It was resolved to recommend the budget in the current format for approval and adoption by full Council on 14th December. It was agreed to propose that the precept remain at £42,000 with any deficit (currently £8946 forecast in budget) being met by general reserves.

A discussion regarding the possible inclusion of a budget item for a Christmas tree for next year. There was agreement that there should be a discussion in the New Year regarding the possibility of planting a Christmas tree for the coming year. The Clerk was asked to follow up with Ian Longley and possibly Steve Hearn as sources of information. Pat Coombe believed the tree in her garden would be too big even if just the top part was used.

5.       Pension options: make choice based on proposed presented options - final for recommendation to full council in December.

051F/1115 The Clerk had proposed a pensions expert to provide an independent review but his fee of £300 was deemed too expensive. Further information would be forthcoming at a later date. The Clerk noted the Parish Council’s staging date was 1 January 2016 and that there needed to be a decision made as soon as possible. It was agreed to see if the decision could be delayed until the January meeting, but if not this would be addressed on 14th December 2015.

6.       Items for Discussion or Referral to Future Agendas.

  • Christmas tree
  • Tatsfield in Bloom outstanding items

The Meeting closed at 8.52 p.m.

Item & page

(10 Sept 2015)

Action

 

Who

Date by

Result

033F/2015

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

All

12/9/2015

Ongoing

Item & page

(4 Nov 2015)

Action

 

Who

Date by

Result

038F/2015 5

Arrange service of boiler and radiator checks as soon as possible and change date from 2016 to August /Sep

Clerk

6/11/2015

COMPLETE

040F/2015 6

Contact Surrey Rights of Way and propose the Parish Council purchases and installs a new kissing gate to replace the stile on FP21

Clerk

9/11/2015

Superseded.

042F/2015 6

Implement the virements approved in Appendix A to these minutes

Clerk

9/11/2015

COMPLETE

043F/2015 6

Investigate further pension options and suggest independent opinion

Clerk

16/11/2015

COMPLETE

045F/2015

Start process to open a Unity Trust Bank account

Clerk

20/11/2015

In progress

Item & page

(24 Nov 2015)

Action

 

Who

Date by

Result

049F/1115

Circulate final budget for approval in full Council

Clerk

11/12/2015

COMPLETE

051F/1115

Continue to obtain advice ref possible pension options

All

14/12/2015

COMPLETE