Agenda for Supplementary Meeting of Tatsfield Parish Council on 25th January 2016 at 8pm in the Parish Rooms - Aileen McHugo Building

MINUTES of the Meeting of Tatsfield Parish Council held on the 25th January 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mr Ian Mitchell (in the chair)

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

Mrs Helena Garcia-McLeod

 

In Attendance:  Ana Hughes – Clerk

                                    Mr Martin Allen (Tandridge District Council)

And 2 parishioners.                  

           

1.         APOLOGIES

None

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

None relating to items on the agenda.

The Chair declared an interest in the matter of TA/2015/2154 which was addressed under item 10. He did not vote in the matter or participate in the discussion on that planning application other than provide general information on planning policy not directly related to the application itself.

3.         Approve and sign the MINUTES of the meeting held on 11th January 2016

625/0116 The minutes were approved as a correct representation of the meeting held on 11th January 2016 and were signed by the Chair together with appropriate appendices.

4.         Planning

a)     Local plan update: approve first draft of responses

Mike Sarll noted that the working group had now responded to all 6 questions, but was struggling on consideration and comment regarding the methodology.

626/0116 It was resolved the draft of responses be presented for approval at the main meeting on 8th February 2016.

5.         Parish Land / Property:

a)     Tatsfield Green: Bus stop waiting area proposal – update

The Chair noted no further update was available and a draft letter was still in progress.

b)    Westmore Green: salt bin – new request

The Chair noted the resident at 12 Lusted Hall Lane had requested a salt bin outside her property following several near misses by drivers and other road users with the icy conditions in that location.

627/0116 It was resolved that the new salt bin to be purchased for the new cottages in Westmore Green be relocated to outside the resident’s house which was still Parish Council land and would be filled and maintained by the Parish Council.

The Clerk was instructed to write to residents of the new cottages on Westmore Green (previously the End) and ask whether they would be in agreement regarding the planting of shrubs where the salt bin had been located. If there were no challenges by residents then Pat Coombe could inform Tatsfield in Bloom to proceed with the previously agreed plans for planting as per minutes of March 2015.

c)     Aileen McHugo Building: storage option

628/0116 in acknowledgement of the need for additional storage space for salt and the spreader, Niall Kells and Mike Sarll should investigate the options for storage, in particular in the passage behind the Aileen McHugo Building, assisted where necessary by the Clerk. Reports to be made back to the Supplementary meeting in February.

6.         Finance

a)     Additional Grit bin: £202.40 + VAT

629/0116 It was determined to purchase an additional grit bin to replace a damaged one on the corner of the Square which had been recently discovered and did not belong to Surrey Highways. It was determined all 3 new bins should be green.

7.         Biggin Hill Airport Consultation - for the proposal to introduce instrument approach procedures for runway 03: discuss and agree next steps (due 18th February 2016)

630/0116 It was agreed the Chair should investigate the consultation response and present his recommendations for approval to members before responding.

8.         Village Matters:

a)     Furze Corner – Parish Council position ref rent increase for Village sports groups

The Chair noted the following points as background for the Parish Council’s consideration:

  • Tandridge District Council are reviewing all the properties in the district let to local groups / organisations, of which the Furze Corner playing fields was one.
  • The lease expires on 1st April 2016
  • The review was performed by an independent body and determined the rent should be £12,850 per annum rather than the peppercorn rent paid by the Playing Field Association (PFA) who manage and run the site currently.
  • The PFA have been invited to submit a request for a grant to the Tandridge District Council Rent Subsidy committee

 

Information submitted by the representatives of the PFA can be noted at the end of these minutes.

 

8.07pm Meeting suspended for public representation

8.35pm Meeting resumed

 

631/0116 It was resolved following discussion of this matter that the Parish Council should write a letter requesting a clarification of the rent review process and basis and challenging its results, given the restrictive covenant and current lease conditions, as well as a request to extend the existing lease by a further 6 months.
It was further resolved a letter be written to the Rent Subsidy Committee to support the request for a 95% grant to the Playing Fields Association in Tatsfield.

 

d)    Dog waste bins : request for additional bin and general discussion on current abundance of bins in close proximity

632/0116 It was agreed following a short discussion that there would be a last dog bin purchased, under the same arrangements as those previously arranged through the Parish Land Committee, to be located on Ricketts Hill Road adjacent to Footpath 570 entrance. It was also agreed that locations of dog bins should be as unobtrusive as possible to ensure that they were not unsightly and an eyesore.

 

e)     Snow Angels: agree on whether the Parish Council is going to be managing the Tatsfield branch.

633/0116 It was resoled the Parish Council does not and will not be managing the Tatsfield branch of Snow Angels, although one of the Parish Council members is the Tatsfield named co-ordinator on behalf of Tandridge District Council.

 

f)      Queens 90th Birthday Celebrations: discuss and agree next steps.

634/0116 It was resolved the Parish Council should organise a Beacon to celebrate the Queen’s 90th Birthday to be lit on 21st April 2016. Mike Sarll and Niall Kells to discuss arrangements that had been made for the Jubilee Beacon to ensure there is no duplication and to arrange the risk assessments for the event, with Doug Massey.

Mike Sarll / Niall Kells will discuss building a bonfire with Ken Thurgood and this should be discussed in February for further arrangements.

It was also agreed that the beacon should be located at Furze Corner, lease situations permitting.

9.         Housing Needs Survey: approve draft questionnaire for submission to Surrey Community Action

635/0116 The draft housing needs survey needed to be seen by the whole council and could then be approved at the main meeting in February 8th.

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

The Chair brought 2 items to the attention of members as a matter of urgency:

 

(a)     TA/2015/2154: Green Pastures, Greenway, Tatsfield TN16 2BS

It had come to the attention of the Chair that an additional request had been submitted by the applicant on this planning application, relating to the building of a new garage with a pitched roof and utility room behind, on the same location as the garage being demolished. The Chair took no part in further discussion or voting on this matter.

 

The Parish Council had already objected to the original planning application as per resolution 603/0116.

 

636/0116 It was resolved the Clerk should reiterate the Parish Council’s objection on the basis of policy DP7 (7) by reason of an overshadowing and overbearing effect on the neighbouring property; the Clerk should add an objection on the basis of policy DP7(2) that the proposals resulted in an overdevelopment of the dwelling.

 

(b)     Request to use the Parish Room once a month (first Thursday between 1-3pm) to provide support for Tatsfield Residents with Hearing aids without additional cost.

637/0116 It was resolved that the Parish Council would support this request by Jennie South and St Marys Church and enable use of the Parish Room between 1 and 3pm on 1st Thursday of each month free of charge for provision of support to local residents with hearing aids.

 

11.      Matters for Reporting or Inclusion in a Future Agenda

The Chair noted that Liscombe had won their appeal and 75 Paynesfield Road had their planning application approved but a condition imposed on the possible future conversion of their garage to require additional planning permission.

Other approved planning applications were Smokey Mountain and 15 Paynesfield Road, but Trevena had been refused. Members were invited to examine the officer’s report.

 

  • Ask Dave Mitchell to quote for fixing sign to soft ground at entrance to Parish Council car park
  • Renew disabled parking signs

 

The Meeting closed at 10.00 p.m.

 

Subjects raised in Public Adjournments

The Chari and Secretary of the Playing Fields Association provided members with a brief synopsis of the PFA’s role, responsibilities and points of interest regarding the current lease:

  • PFA currently pays a peppercorn rent but has to raise funds to cover costs of maintenance (grass cutting etc.), utilities (gas / electricity / water) and maintenance of all the club house / security and boundary matters
  • They are licensed to hold a limited number of events per annum and raise additional funds from subscriptions and pitch hire fees
  • Facilities are used by 2 senior member clubs and 2 junior members clubs
  • Facilities are also used by local charities such as 1st Tatsfield Scouts and Little Acorns and charity events are also hosted.
  • The PFA would need at least 95% grant to cover the rent or it would cease to be viable.
  • There are serious concerns and differences in the way the rent was determined for Furze Corner and the other 2 playing fields reviewed in the area, both of whom had their rents set under £2,000.
  • There is a restrictive covenant on use of the land to sporting events / use
  • The PFA was given very little notice regarding the meeting at which the rent was approved
  • There was no transparency on the basis for the rent determination and how it was reached
  • The PFA would ask the Parish Council to challenge the valuation and rent decision and assist in obtaining the highest maximum grant

 

 

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(9 Nov 2015)

Action

Who

Date by

Result

544/1115 99

Liaise with Surrey Rights of Way officer to arrange installation of new kissing gate when indicated,

Clerk

14/12/2015

In progress

Item & page

(14 Dec 2015)

Action

Who

Date by

Result

589/1215 111

Implement next steps as per Pensions Regulator

Clerk

14/1/2016

In progress

593/1215 111

Parish Magazine article on parking

Chair

17/12/2015

In progress

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

In progress

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

628/0116

Research options and present to members

Niall Kells / Mike Sarll / Clerk

22/2/2016

 COMPLETE

629/0116

Purchase new grit bins

Clerk

8/2/2016

 COMPLETE

630/0116

Present responses for acceptance by members

Chair

8/2/2016

 COMPLETE

631/0116

Write letter to TDC ref rent review / grant subsidy

Chair / Clerk

4/2/2016

 COMPLETE

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

 in progress

634/0116

Start processes for Beacon in April

Clerk / M Sarll / N Kells

22/2/2016

 

636/0116

Inform Tandridge Planning of Parish Council resolution

Clerk

29/1/2016

overtaken by new plan

 

 Agenda for Supplementary Parish Council meeting on 22nd February 2016 at 8pm in the Parish Rooms

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 22nd February 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mr Ian Mitchell (in the chair)

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

 

In Attendance:  Ana Hughes – Clerk

                                   

And 0 parishioners.                  

           

1.         APOLOGIES

658/0216 Mrs Nichola Stokoe sent her apologies and these were received and accepted by members.

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

None relating to items on the agenda.

3.         Approve and sign the MINUTES of the meeting held on 8th February 2016

659/0216 The minutes from the meeting held on 8th February 2016 were agreed as a as a true and correct record of the meeting and signed by the Chair together with the appropriate appendices.

4.         Planning

(a)     Local plan update: final approval of draft for submission

Mike Sarll informed members the Working Group had met several times and he was inputting the final draft for members who had not been part of the Working Group to inspect and feed back to him with any comments.

Helena Garcia-MacLeod and Pat Coombe agreed that the Working Group had the majority vote and should approve the final submission at this meeting and that they would read and submit comments should these be deemed necessary.

659/0216 The Working Group (Ian Mitchell, Niall Kells, Althea Davies and Mike Sarll approved the submission contents in principle noting that fine tuning of wording would take place over the next few days before the submission was due on 26th February 2016 but that they were satisfied that the submission would reflect what had been agreed during their many meetings in the last few weeks.

5.         Parish Land / Property:

a)     Tatsfield Green:

  • Bus stop waiting area proposal – update

No further update at this time.

 

  • Heath House: sign and date wayleave agreement, remove from future agendas.

660/0216 The wayleave agreement received from the residents of Heath House was signed and witnessed by the Clerk and dated as required, the Clerk would return a signed and dated copy to the residents. It was agreed this time could be removed from future agendas.

 

(b)     Westmore Green: Christmas lights alternative proposal

661/0216 It was resolved the Clerk should pursue the proposal to use lights around the village centre island trees rather than purchase a Christmas tree which had a limited life span and cost the Parish Council £300 each year.

The Clerk noted that she had contacted Blachere Lighting (who had supplied the Christmas lights in 2015) and requested a quote. She had also received an alternative name from Godstone Parish Council.

Niall Kells expressed concerns regarding the supply of power as UK Power Networks / Surrey had categorically stated they would not supply power to isolated locations such as the island. It was possible there might be leeway if David Hodge was approached and The Chair agreed to do this.

 

(c)     Aileen McHugo Building:

  • Request to use kitchen facilities for local football team

662/0216 It was resolved that the health and safety and security implications would not make it possible to agree to the request to use the kitchen to provide refreshments to parents. It was noted a councillor would need to be present for the whole time the building was in use and that the likely presence of children had implications to the Parish Council’s insurance terms and conditions. The Clerk was instructed to inform the resident of the Parish Council’s decision.

 

  • General discussion on use of community building / charging for use of building

Various points were discussed but there was a general agreement that the booking / use of the building needed to be formally made through the Clerk and by use of a booking sheet with the terms and conditions of booking attached.

The use of the room by Chartwell Cancer Trust was discussed as they used it ad hoc for occasional meetings. The Clerk reminded the Parish Council that a tentative agreement had been agreed with Mr Douglas but never been put in place for a booking of the room for use on an ad hoc basis.

663/0216 It was resolved the Clerk should proceed with setting up a formal agreement for use of the Parish Room with Chartwell Cancer Trust as initiated in 2014 but never completed. It was also agreed that the charging and use of the building would need to be examined on a case by case basis but that the original premise for charging local groups and businesses agreed by the Parish Council in September 2014 (094/0914).

 

6.         Finance:

b)    Defibrillator: new defibrillator with case £1042.04 + VAT

664/0216 It was resolved the Clerk should purchase a new defibrillator and case for the quoted price of £1042.04 and members would arrange installation.

 

c)     Aileen McHugo Building: storage proposal quotes

No quotes received yet – defer to main meeting on 14/3/2016

 

d)    Housing Survey: printing / postage costs £396 - £682

665/0216 It was resolved to accept the quote for xxx households postage by return and hand delivery of surveys at a cost of £395.11. The Clerk to inform Louise Williams at Surrey Community Action.

 

e)     Pension: revisit and select alternative provider.

The Clerk explained that the previous selected pension provider – People’s Pension – had now implemented a £500 charge for new accounts. She presented the Parish Council with additional options for providers and informed them she had deferred the auto enrolment date until 1 April 2016 and all other duties had been fulfilled thus far.

666/0216 It was resolved to accept Smart Pension as the new provider for the Parish Council’s pension and the Clerk should proceed as required to ensure fulfilment of statutory duties.

 

f)      Approve addition to Appendix B: payment to Glasdon for grit bins - £465 + VAT

667/0216 The grit bins had been delivered and the payment date due was before the next Parish Council meeting. This payment was approved and added to Appendix B for February 2016, and the cheque was duly signed.

7.         Village Matters:

a)     Furze Corner – update

The Clerk had circulated the response from Tandridge to her letter sent as per the Parish Council’s instructions on 2nd February 2016. The strong theme running through the response could be summarised as:

1-     The rent amount proposed was not open to discussion or challenge.

2-     The PFA should be focusing on applying for an obtaining a grant subsidy

3-     If the PFA did not renew then Tandridge had plenty of other sports groups interested in new premises.

668/0216 The Parish Council resolved the Clerk should return to Chris Maynard and the PFA and ask what further assistance could be provided. The Clerk was also asked to send a copy of Tandridge's response to Mr Maynard.

669/0216 The Parish Council resolved the Paris Land Committee should address this matter, look into long term (lease on behalf of the village / look into purchasing the land outright) and short term (help with making a grant subsidy application) options and liaise directly with Chris Maynard to come up with a plan of action. Mike Sarll agreed to contact Mr Maynard.

 

b)    Queens 90th Birthday Celebrations: update on Beacon

670/0216 It was resolved that there should not be a beacon and no further action would be taken as there was no time to do it before 21st April 2016.

 

c)     Housing Needs Survey: agree proposed time plan and actions for delivery of surveys

The Clerk noted the Parish Magazine had agreed the insert for the April edition and was holding the slot for the Parish Council pending confirmation. All inserts (surveys) would need to be provided by the last week in March.

The Parish Council discussed the purpose and ultimate aim of the survey as this was going to impact on whether costs were incurred from Surrey Community Action (whether the survey would be used for progressing a Rural Exception Site enquiry or ether the exercise was to be used as part of a Neighbourhood Plan initiative).

 

671/0216 It was resolved that the survey be used to ascertain the extent of demand for Affordable Housing in the Parish and whether people met the qualifications and criteria to be eligible for this. Should the survey response indicate a level of need for Affordable Housing in the Parish then the Parish Council would initiate enquires into a Rural Exception Site. The Clerk to inform Ms Williams of the Parish Council’s decision.

8.         Review of Clerks Role: approve proposal for new Clerk’s role and increase to Level LC2 (SCP 26 - £11.922 per hour)

Althea Davies updated members on the review process undertaken with the Clerk and the new role which had been updated to reflect her new responsibilities. It was her view and the recommendation to the Parish Council that the role now be upgraded to LC2 and the pay scale to SCP 26 at £11.922 per hour.

672/0216 It was resolved to accept the proposal to upgrade the Clerk’s role to LC2 and SCP 26 at £11.922 per hour as of 1 February 2016.

9.         Transport Review Consultation: Surrey – ends 14/3/16

673/0216 It was agreed this consultation did not impact bus routes to and from Tatsfield and therefore a Parish Council response was not required. Individuals were welcome to response if they so wished.

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

The Chairman asked the Parish Council to consider payment to the contractor who had finished the refurbishment of the Village Centre pathway and was requesting payment.

674/0216 It was resolved that M&S Paving (DW Salt) be paid at this meeting as the payment had been approved in September 2015 and that this payment would appear on the Appendix B schedule in March 2016.

 

The Chairman asked for approval of the proposed date of 19th April 2016 for the Annual Parish Meeting to be held at the Village Hall, thanks to the Badminton Club agreeing to give up their reserved booking.

Speakers were proposed as:

  • Piers Mason – Tandridge Plan / Local Plan
  • Housing Needs Survey – Louise Williams
  • Police update – Dan Gutierrez

675/0216 The date of 19th April 2016 and the speakers listed above were approved and the Clerk was also asked to inform Chris Maynard of the date, invite him to the meeting and suggest this may be a place to raise awareness for the PFA and Furze Corner.

11.      Matters for Reporting or Inclusion in a Future Agenda

  • Invite to Limpsfield’s Annual Parish Meeting on 23/3/16 – Ian Mitchell to attend.
  • Include projector and Wi-Fi in the MR Computing visit
  •  

The Meeting closed at 10.12 p.m.

 

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(9 Nov 2015)

Action

Who

Date by

Result

544/1115 99

Liaise with Surrey Rights of Way officer to arrange installation of new kissing gate when indicated,

Clerk

14/12/2015

In progress

Item & page

(14 Dec 2015)

Action

Who

Date by

Result

589/1215 111

Implement next steps as per Pensions Regulator

Clerk

14/1/2016

In progress

593/1215 111

Parish Magazine article on parking

Chair

17/12/2015

In progress

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

 

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

634/0116

Start processes for Beacon in April

Clerk / M Sarll / N Kells

22/2/2016

CANCELLED – see

Item & page

(8 Feb 2016)

Action

Who

Date by

Result

649/0216 13

Arrange purchase and setup of new domain name and emails

Clerk

29/2/16

In progress

654/0216 15

Obtain 2 quotes for fencing work proposed

Clerk

22/2/2016

In progress

Item & page

(22 Feb 2016)

Action

Who

Date by

Result

659/0216

Finalise and submit the Parish Council’s response to the Local Plan consultation (phase 1)

Working group

26/2/16

 COMPLLETE

660/0216

Return signed and dated copy of Deed of Easement to Heath House

Clerk

23/2/16

COMPLETE

661/0216 20

Obtain quotes for lights to trees about village island

Clerk

14/3/16

 in progress

662/0216 20

Inform resident of Parish Council’s decision re using the AMB

Clerk

26/2/2016

COMPLETE

663/0216 21

Continue formal agreement for use of AMB with Chartwell

Clerk

14/3/2016

 in progress

664/0216 21

Arrange purchase and delivery of new defibrillator and case

Clerk

14/3/2016

 

665/0216 21

Inform Surrey Community Action of the quote approved

Clerk

24/2/2016

COMPLETE

668/0216 21

Ask PFA / Chris Maynard what further assistance could be provided and send a copy of Tandridge’s response.

Clerk

23/2/2016

COMPLETE

671/0216 21

Inform Surrey Community Action of the Parish Council’s decision to proceed with the survey on the basis of assessing demand for Affordable Housing.

Clerk

24/2/2016

COMPLETE

675/0216

Start APM invitations, specifically to speakers

Clerk

14/3/2016

In progress

 

Agenda for EMERGENCY MEETING of Tatsfield Parish Council held on 8th March 2016 at 8.00pm at the Parish Rooms - Aileen McHugo Building

 

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

Present:                       Mr Ian Mitchell (in the chair)

                        Mr Mike Sarll, Mrs Althea Davis Mr Niall Kells

 

In Attendance:  Ana Hughes – Clerk

                                   

And 0 parishioners.                  

           

1.         APOLOGIES

676/0316 Mrs Nichola Stokoe, Mrs Pat Coombe and Mrs Helena Garcia-MacLeod sent their apologies and these were received and accepted by members.

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

None relating to items on the agenda.

3.         Oxted & Limpsfield Residents Group Collective Regulation 18 Representation to the Tandridge Local Plan consultation: discussion and consideration over whether Tatsfield Parish Council endorses this Representation.

The Chair explained briefly the history behind the representation by Oxted & Limpsfield Residents Group (O&LRG), Campaign for the Protection of Rural England (CPRE) Tandridge branch and others, who had engaged the services of the same legal counsel who had previously assisted in supporting other Tandridge parishes and residents groups in a key planning appeal relating to a site in Caterham in 2014.
As a result of the input from this legal counsel and driven by O&LRG and some of the neighbouring Parish Councils, a document had been submitted to Tandridge as a collective response to the Local Plan, with a series of largely critical observations highlighting the fact that the Local Plan consultation did not highlight and draw attention to what the collective response believed to be the real issues and challenges in the District.

The Clerk had been asked by Tandridge District Council to confirm Tatsfield Parish Council endorsed the plan.

 

677/0316 The Chair proposed that the Parish Council agree to officially support the representation made by the Oxted & Limpsfield Residents Group and other parties presented as a response to the Tandridge Local Plan Consultation. Members agreed unanimously to support the representation.

 

678/0316 It was resolved unanimously that Tatsfield Parish Council endorses the ‘Collective Representation on the Tandridge District Local Plan – Issues and Approaches Regulation 18 Consultation’ submitted by the Oxted & Limpsfield Residents Group, Campaign for the Protection of Rural England (Tandridge branch) and fellow Parish Councils.

4.         Matters for Reporting or Inclusion in a Future Agenda

The Chair noted the technical consultation document on the agenda for 14th March which could be important for Neighbourhood Plans and the ‘simplification’ of the planning process.

 

The meeting concluded at 8.45pm

Agenda for Parish Land Committee meeting on Thursday 24th March 2016 at midday in Parish Rooms

DRAFT MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 24th March 2016 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 12.00 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.       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 29th January 2016

42PL/0316 It was resolved the minutes reflected a true and accurate recording of the meeting held on 29th January 2016 and they were duly signed by the chairman.

 

4.       Parish Land: financial items

a)    Tatsfield Community Games Area sign: approve layout and quote

43/PL0316 It was resolved to approve the content specified by the Chair in a draft format of a sign to place on the front gate before entering the Tatsfield Community Games Area (TCGA), which laid out behaviour and activities that would not be tolerated in the TCGA. The formatting just needed reviewing and then the Clerk would send it for a quote.

44/PL0316 it was resolved that an amount up to £200 (excluding VAT) would be approved for expenditure on this item.

5.       Parish Land:

a)     Risk Assessments: revisit working document for recording issues and agree use

Althea Davies had circulated the revised document for approval.

45/PL0316 It was resolved that this would be updated and returned to the Clerk by the beginning of May in time for the internal audit.

b)    Aileen McHugo Building storage: review quotes for fencing / gates and agree contractor

The Clerk noted she had only received one quote with the new specification for the gates / fencing at the rear of the Aileen McHugo Building and was awaiting a quote from the 2nd contractor. This item would therefore be addressed once the second quote had been received.

 

c)    Reporting issues: review link on the website / next steps

Members were in agreement that the new reporting form matched the requirements for reporting issues in Tatsfield on Parish Council land but requested the following changes:

  • Make the button / link more visible by enlarging or adding a formal button to the page
  • Adding a link on the front page to alert people
  • Making people aware of the option on the Village Facebook page and website.
  • Adding in an ‘other’ option to the list to enable people to report issues on land that did not formally belong to the Parish Council

46/P0316 The Clerk was asked to implement these changes by the next meeting.

 

d)    Village Island: Christmas Lighting - power supply update from D Hodge.

Niall Kells reported that David Hodge had not had any success pursuing Skanska contacts to further the Parish Council’s intention to add access to lighting on the island for Christmas lights. However 2 further options were possible – battery operated lights and solar powered lights. Niall Kells was investigating both options and would provide the committee with further details so that Clerk could check with potential suppliers for possibility of using these as power options.

6.       Furze Corner:

a)     Invitation for meeting to Chris Maynard (Chair Playing Fields Association)

47/PL0316 The Clerk was asked to invite the Chair of the Playing Fields Association – Chris Maynard – to meet with the Parish Land Committee (to whom this matter had been delegated by the main council), to informally discuss the progress in this matter and whether the committee could assist in any way.

b)    Update on valuation from D Millard

The Chair noted that Howard Cundey would be approached and asked to provide a valuation on the land at Furze Corner by the Committee, once a contact had been provided through Jon Allbutt.

7.       Volunteers: rules of engagement between volunteers and Parish Council.

·         Notification requirements to Parish Council for activities on PC land

South East and South East in Bloom (SEIB) representatives Jon Allbutt and Jill Hancock had been invited to attend the meeting for clarification on various points members had. Mr Allbutt attended but Ms Hancock was on holiday and sent apologies.

 

Mr Allbutt informed the committee on the following matters:

  • SEIB volunteer groups intentions was to use the In Bloom competitions to bring change to the community, using the Parish Council, District and County where necessary;
  • Mr Allbutt envisioned that the Parish Land Committee and Parish Council would agree a range of activities that the SEIB and Tatsfield in Bloom group of volunteers would be allowed to perform in the village and parish through the agreed channels of communication with the Clerk and the risk assessments as approved last year
  • There need to be rules of engagement for activities that are and not allowed without requesting Parish Council approval
  • He would like to see the Millennium Wood Project restated

The Chairman asked what groups of volunteers there were and 3 main groups were identified:

1-     South East and South East in Bloom

2-     Phil Brett and Litter Pickers (spring Clean-up)

3-     Individuals groups who could be part of the previous 2 groups (for examples the Yeeles) but who also had their own interests.

48/PL0316 It was resolved to clarify the communication role between the volunteers and Parish Land Committee through Pat Coombe

49/PL0316 The offer from the volunteers to seed the area on either side of the new village centre pathway was welcomed enthusiastically

 

8.       Items for Discussion or Referral to Future Agendas

  • Clarify Pat Coombe’s position on South East in Bloom and requirements for reporting back to the committee / council
  • Updated risk assessment document
  • King Edward VII Memorial Garden
  • Christmas lighting
  • AMB fencing (at rear)
  • Review Tatsfield Green cutting schedule
  • Millennium Wood Project plan – where is it ?
  • Filling / emptying salt bins – initially request assistance from Derek Rose.

 

The Meeting closed at 1.50 p.m.

 

Item & page

(16 July 2015)

Action

Who

Date by

Result

03/PL 0715

Send letter if hedges are overgrown

Clerk

TBD

 

Item & page

(24 Mar 2016)

Action

Who

Date by

Result

43/PL0316 3

Revise format of sign and send to Clerk for quote

Althea Davies / Niall Kells

1/4/2016

 

44/PL 0316 3

Obtain quote and order sign if under £200 (excl VAT)

Clerk

8/4/2016

 

45/PL0316 3

Update risk assessment document and send to Clerk

All

030/5/16

 

46/PL0316 3

Implement changes on issues reporting form

Clerk

Mid-April

 

47/PL0316 3

Invite Chris Maynard to meet with Parish Land committee informally

Clerk

30/3/2016

 COMPLETE

 

Agenda for Supplementary Meeting of Tatsfield Parish Council on 29th March 2016 at 6pm in the Parish Rooms

MINUTES of the Meeting of Tatsfield Parish Council held on the 29th March 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mr Ian Mitchell (in the chair)

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

 

In Attendance:  Ana Hughes – Clerk

                                   

And 1 parishioners.                  

           

1.         APOLOGIES

None

2.         DECLARATIONS OF INTEREST* (relating to items on this agenda)

Niall Kells declared an interest in item 4c TA/2016/415 owing to his proximity to the property – he did not participate in the discussion or vote on the item.

3.         Approve and sign the MINUTES of the meeting held on 14th March 2016

696/0316 It was resolved that the minutes represented an accurate recording of the meeting and these were duly signed by the Chair together with the appropriate appendices A and B.

4.         Planning

(a)     TA/2016/353: Monsal, Old Lane, Tatsfield TN16 2LJ
Erection of single storey infill extension to west elevation linking main dwelling to annexe. (Retrospective)

697/0316 No comment.

(b)     TA/2016/379: Gorsey Down Farm, Ricketts Hill Road, Tatsfield TN16 2NB
Demolition of existing garage. Erection of two storey extension to east elevation.

698/0316 No objection.

(c)     TA/2016/415: 27 Paynesfield Road, Tatsfield TN16 2AT
Erection of conservatory to rear elevation, single storey front extension, single storey side extension incorporating integral garage and conversion of existing garage to habitable living accommodation.

699/0316 No objection.

700/0316 the Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

(d)     Neighbourhood Planning – questionnaire for Tandridge District Council – initial walk through

The Chairman explained this was a series of questions designed by Tandridge to determine the status of local Parish Councils on the matter of Neighbourhood Plans and whether they were going to start one.

701/0316 It was resolved that Mike Sarll would circulate possible responses to the 20 questions in time for approval at the next meeting on 11th April 2016.

 

5.         Parish Land / Property:

a)     Request to use Westmore Green: Tatsfield Primary School Parents Association – Beer Festival on 24/9/2016 midday – 21.00

702/0316 It was resolved permission be granted to Tatsfield Primary School Association to use Westmore Green for the Beer Festival on 24th September 2016 from midday to 21.00 for the actual event, but also have access to prepare for the event on Friday 23/9/16 and then complete clearing up on Sunday 25/9/16. Access was also granted for preparation on Saturday morning. The Clerk was instructed to inform the Parents Association through the normal means with Conditions of Use letter and request proof of Public Liability Insurance

6.         Finance: approve initial budget for Tatsfield Green boundary work by professional surveyor (£1150-£1400)

The Chairman explained to members that discussions between the owner of Tatsfield Lodge and the Parish Council (led by himself and Nichola Stokoe) had reached a point where both the Chair and Nichola Stokoe believed it was necessary for the Parish Council to obtain advice from a professional surveyor.

The owner of Tatsfield Lodge had presented plans from him own surveyor without measurements. When asked to confirm whether his newly erected fence would form the boundary he did not agree.

The Chairman and Nichola Stokoe believed that Parish Council interests required confirmation from a surveyor working for the Parish Council to confirm boundary measurements if possible. An initial quote of between £1150 and £1400 had been offered by the surveyor who had assisted in the Maesmaur Corner dispute.

Both members above believe that it is important to establish the exact boundary so no further disputes can arise in the future on this matter.

703/0316 It was resolved to agree an initial budget of up to £1500 (excluding VAT) for the retention of a professional surveyor as detailed in his quote for between 6.5 and 8 hours of work which would include a report t to the Parish Council.

 

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

The Chair had 2 matters to bring forward under this item:

(a)     Trees:

Recent damage to Parish Council trees following Storm Katie, most notably those on Westmore Green and Ashen Shaw which had required an emergency request to Acacia Tree Services to remove trees that were blocking resident access in Ashen Shaw.

The Clerk confirmed that the last tree survey had been done in 2013. Mike Sarll as Chair of the Parish Land Committee had examined the appendices of the survey and could not see any specific reference to any of the trees that had been knocked over in the storm. The tree on Westmore Green would fall under the auspices of Tandridge District Council who managed the greens on behalf of the Parish Council. Regular assessments were taking place by Parish Land Committee members of all areas of Parish Land.

The Chair agreed that it appeared members were engaging in all the possible avenues of activity in relation to this matter at this stage.

(b)     Annual Parish Meeting

The Chair noted he would not be available until the 18th April. Members agreed the following:

  • Confirm remaining speakers – Clerk could contact Police and Tandridge Local plan team directly –possibly ask Sarah Thompson?
  • Dignitaries and non-resident attendees should be looked after by spare Parish Councillors on the day
  • Need agenda and poster to notify people – Clerk to put previous year’s poster in Dropbox / email
  • Purchase refreshments for evening
  • Pat Coombe had raised matter of Temporary Events Notice being needed – this had never been raised before as it is a free event and all investigation into the Licensing Act appeared to indicate there was no need for a TEN. The Clerk was asked to check with other clerks as to their experiences and attempt to obtain confirmation in writing. If a TEN was required this could be completed online.

 

Althea Davies, Ian Mitchell and Mike Sarll noted they would not be present for the main meeting on 11th April 2016.

 

8.         Matters for Reporting or Inclusion in a Future Agenda

 

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

N Stokoe / Clerk

27/9/2015

COMPLETE / in progress

Item & page

(9 Nov 2015)

Action

Who

Date by

Result

544/1115 99

Liaise with Surrey Rights of Way officer to arrange installation of new kissing gate when indicated,

Clerk

14/12/2015

In progress

Item & page

(11 Jan 2016)

Action

Who

Date by

Result

618/0116 4

Letter to transport for London ref Hail and Ride

Clerk / Chair

25/1/2016

In progress

619/0116 4

Circulate ideas ref Queens 90th Birthday celebration for PC involvement

Pat Coombe

8/2/2016

 

620/0116 4

Assist in fulfilment of action points as determined

Clerk / members

8/2/2016

In progress

Item & page

(25 Jan 2016)

Action

Who

Date by

Result

632/0116

Organise new dog waste bin for entrance of FP570

Clerk

8/2/2016

In progress

Item & page

(29 Mar 2016)

Action

Who

Date by

Result

697-700/0316 32

Inform Tandridge planning of Parish Council’s decisions

Clerk

31/3/2016

 COMPLETE

702/0316 32

Inform Parents Association of Parish Council’s decision together with Conditions of Use letter

Clerk

1/4/2016

 COMPLETE

703/0316

Clerk to confirm retention of services of professional surveyor as agreed in this resolution

Clerk

30/3/2016

COMPLETE