Agenda for Supplementary Meeting of Tatsfield Parish Council on 25th April 2016 at 8pm at the Parish Rooms

 MINUTES of the Meeting of Tatsfield Parish Council held on the 25th April 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 Mrs Helena Garcia-McLeod

 In Attendance:  Ana Hughes – Clerk                             

And 0 parishioners.                      

1.         APOLOGIES

None

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

None

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

717/0416 The Chair queried the sentence in the minutes at item 7a, page 35. Following a short discussion it was agreed to change the wording to the following: ‘Niall Kells reported a complaint/ query about reported plans to make up Johns Road (a bridleway).’

The Clerk also agreed to change the name of PCSO Everett to Kelly in Item 9b (point 3 page 36).

Following these changes the minutes were agreed as a true and accurate record 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 from 24th March 2016

The Chair enquired about progress regarding the selection of contractors for the Aileen McHugo storage and the Furze Corner matter detailed in the minutes of this meeting.

Mike Sarll informed members that the contractor would be chosen at the next Parish Land meeting and that there was no further information on the Playing Fields Association / Furze Corner matter at this stage but that enquiries would be made of the PFA’s chairman.

5.         Planning

(a)     TA/2016/604: Franklin, Ricketts Hill Road, Tatsfield TN16 2NB
Demolition of existing conservatory. Erection of single storey rear extension.

718/0416 No objection however the Parish Council is aware of 2 other existing planning applications that have yet to be added to the current dwelling and is certain planning officers would take the cumulative percentage increase of these outstanding applications into account.

(b)     TA/2016/603: 5 Rag Hill Close, Tatsfield TN16 2LR
Erection of two storey side/rear extension and installation of window to side elevation.

719/0416 No objection

 

720/0416 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

 

(c)     Neighbourhood Planning questionnaire: further discussion and agree next steps

721/0416 It was resolved following Mike Sarll’s intervention that the questionnaire did not require further action at this stage as the questions did not apply to Tatsfield given there was no Neighbourhood Plan process. However members agreed to set aside time to discuss and understand the process to create and implement a Neighbourhood Plan and the clerk was asked to arrange a meeting on Doodle for this discussion. The Chair additionally offered to assemble a pack of information links and documents to assist members.

6.         Finance:

(a)     Noticeboard repair: approve quote of £260

722/0416 It was agreed to ratify this expenditure which had already taken place as the noticeboard had been damaged by the recent bad weather and was considered dangerous to the public.

(b)     Agree to add payment for Biffa Grant surety to Appendix B - £270.42

723/0416 It was agreed to add the payment as detailed above to appendix B (this payment had previously been approved in resolution 561/1115 – November 2015 Supplementary meeting).

7.         Defibrillator training: agree plan and dates / location

724/0416 It was resolved that the Clerk should contact Phil Clark to agree a range of dates suitable for him to provide residents with defibrillator training and that she should ask if he could co-ordinate enquiries as this would facilitate management of numbers to attend meetings as he had indicated only 10-12 people could be trained at a time in the Parish Rooms. The Parish Council fully supported this endeavour and the Parish Rooms would be made available at no charge. The training would be publicised in the Parish Magazine and through social media.

8.         Emergency Plan: discuss current status and responsibility for updating plan

The Chair noted the last formally approved Emergency plan was dated 2010 and was really complex and over-engineered. He suggested all that was needed was details of who is responsible for what areas / equipment and what contacts there were.

The Parish Council could also consider different scenarios and best responses for each with a formal central point of reference as the Aileen McHugo Building. The Parish Council had a number of 2 way radios which were good for contact should phone or mobile / internet lines be unavailable.

725/0416 It was resolved the Clerk should make the last approved version available to Althea Davies who would look at contents and report back with possible changes / improvements for a working and common sense plan. This was likely to happen at the May supplementary meeting.

9.         Website: discuss current setup and reasoning for separation with Village

Following a request by Mike Sarll for a discussion on this matter, the Chair noted that currently there was a website maintained and managed by the Parish Council and a separate website and Facebook page maintained and managed by Village volunteers. There were 2 main trains of thoughts for this separation:

1-     The Parish Council was legally obliged to maintain a website with a high degree of transparency as detailed in the Local Government Transparency Code (2015) where full details of finances, minutes, agendas and members interests were available for all to see.

2-     Anything that can be associated in anyway with the Parish Council needs to be formally endorsed as such and this would create limitations on the type and level of information available to residents and others who wished to access events, organisations of information available in the village. It was also noted that managing a separate Parish Council Facebook page would be time consuming and require constant monitoring to ensure the standards required for formal Parish Council media, were met.

726/0416 It was resolved that the current separation of Village and Parish Council websites should be maintained and that the parish Council needs to remain aware of the continued need to feed information through to appropriate channels.

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

The Chair brought to the attention of the meeting a request for a grant from the Village Hall Management Committee (VHMC) for £500 for extra stage lighting. The VHMC stated that 2 existing users had agreed to contribute £100 each and the VHMC would also provide £100 towards the total quote of £855 which was deemed reasonable by Niall Kells.

727/0416 Following a discussion it was resolved the Parish Council would respond offering to match whatever amount the Village Hall Management Committee was willing to provide as a figure up to the value of £350, applying the Grant Awarding Policy approved in 2015 and taking into account existing funds and overall benefit to residents. The Clerk was instructed to inform the VHMC of the Parish Council’s decision.

 

The Chair also noted a request to display an A Board on the Village Centre island of Westmore Green by the Village Hall Management committee.

728/0416 The request to advertise the film night at the Village Hall was approved subject to adherence to the advertising guidelines the Clerk would issue in response.

11.      Matters for Reporting or Inclusion in a Future Agenda

  • Redistribute Pat Coombe’s roles / responsibilities
  • Weeds outside the Village Hall – could the volunteers be approached to remove them?
  • Christmas lights proposal – there may be serious opposition to not having a Christmas tree
  • Tree on Westmore Green – who should be removing it? Should be landowner where tree came from!
  • Tree on Church Hill leaning into road – dangerous.

 

The meeting concluded at 10.12pm

 

Item & page

(14 Sept 2015)

Action

Who

Date by

Result

478/0915

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

Parish Land

27/9/2015

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

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

(25 Apr 2016)

Action

Who

Date by

Result

718-720/0416 41

Inform Tandridge planning of Parish Council’s decisions

Clerk

29/4/2016

COMPLETE

721/0416

Clerk to set up Doodle meeting

Chair to create set of links/documents for members

Clerk/ Chair

9/5/2016

 

724/0416 41

Contact Phil Clark to agree dates for defib training and arrange interested parties to contact him directly

Clerk

29/4/2016

COMPLETE

725/0416 41

Send last approved Emergency plan to Althea Davies

Clerk

27/4/2016

COMPLETE

725/0416 42

Review emergency plan and propose changes / variances

Althea Davies

20/5/2016

 

727/0416 42

Inform the VHMC of grant proposal

Clerk

26/4/2016

COMPLETE

728/0416 42

Provide advertising guidelines for display of A Board on Westmore Green island I Village centre

Clerk

26/4/2016

COMPLETE

                       

Agenda for Meeting of the Finance Committee (Tatsfield Parish Council) on 26th April 2016 at 8pm at the Parish Rooms

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 26th April 2016 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 pm

 

Present:                  Mr Ian Mitchell (in the chair)      

                              Mr Mike Sarll Mr Niall Kells

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Apologies:

052F/0416 Apologies received from Mrs Nichola Stokoe 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 24th November 2015

053F/0416 It was resolved the minutes from the meeting on 24th November 2015 represented a true record of the meeting and these were approved and signed by the Chair.

It was noted that the agenda had an error in that it stated the date of the last meeting to have been 4th November rather than the 24th.

4.       Draft Annual Accounts: discuss first draft / agree changes if necessary

The draft annual accounts were reviewed. No specific changes were necessary.

There were discussions about moving current items under Land and Property relating to Repairs and Maintenance into a general Parish Land Committee heading and it was agreed this would be better served at the next Budget meeting around October 2016.

It was noted that the accounts listed an 11438% variance on account reference 1301 Easements. Mike Sarll queried the amount and the Clerk said she would investigate.

5.       Budget 2015-16:

·         Agree Virements proposed to enable balancing of overspent items

This was not deemed applicable at this stage.

6.       Discussion re reserves for future projects:

·         Aileen McHugo Building

There was no further addition to the existing reserve of £5000.

·         Village Hall

There was no change to the existing reserve for windows.

 

It was suggested the Committee might consider a reserve for the possible purchase interest in the Furze Corner playing fields. Ian Mitchell suggested he would discuss possible options with Reigate and Banstead valuations team.

7.       Items for Discussion or Referral to Future Agendas

  • Full title registration for Shaw Road triangle and Maesmaur Road corner?
  • Hayes pasture – where next

 

The Meeting closed at 9.42 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

045F/2015

Start process to open a Unity Trust Bank account

Clerk

20/11/2015

In progress

 

Agenda for Meeting of the Parish Land Committee of Tatsfield Parish Council on 4th May 2016 at 7pm at the Parish Rooms

DRAFT MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 4th May 2016 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.00 p.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 24th March 2016

4.       Parish Land: financial items

a)    Select contractor for Aileen McHugo Storage fencing: quotes £1716 + VAT / £4,000

50/PL0516 It was unanimously resolved to select Kevin Agate of Hever Countryside services to provide the services for fencing and gates at the rear of the Aileen McHugo building as per his quote received by the Clerk on 30/3/16 for £1716 + VAT. This would involve the installation of 2 gates with fencing as detailed in the specification submitted to both contractors. The Clerk to inform and liaise with the contractor to start the work.

5.       Parish Land:

a)     Risk Assessments: revise working document

51/PL0516 It was resolved the format of the document would change to show a sheet per land item following the completion of the first formal inspection of all sites by Parish Land Committee members. This would be provided to the Clerk in time for the internal audit at the end of May.

There was additional discussion on the need to include Parish Council owned buildings such as the Village Hall and Aileen McHugo Buildings within the risk assessment document remit. It was acknowledged that the Community Games Area and car park were being formally examined and assessed by Tandridge District Council but daily inspections took place through Derek Rose.

 

b)    Village Island: Christmas Lighting – update on options

Niall Kells noted the best option would be to install an external power socket in the wall of the Village Hall to save drilling through the wall / window.

Niall would formulate a proposal with budget options as these were made clear to present to the main Parish Council meeting by June 2016. Niall Kell also agreed to approach Doug Freeze from the electrical supplier ‘Lilleys’ to discuss the possibility of sponsorship for Christmas lighting.

 

c)    Tatsfield Community Games Area sign: update

The Clerk confirmed she had received an updated version of the sign and she was in the process of obtaining a quote.

d)    Millennium Wood project: agree response on proposal by Jon Allbutt to reinstate

52/PL0516 It was resolved the committee were not minded to support the reinstatement of the Millennium Wood project as proposed in 1987 following the storm and then suggested once again by Jon Allbutt. However it was agreed that once Mike Sarll took on the role of Parish Council representative to the volunteers that he would discuss options on this with volunteer groups.

e)    Salt bin removing / replacement: Derek Rose update

Althea Davies noted the Clerk had attended a meeting with her an Derek Rose and he had accepted the emptying of old salt bins, moving them to a safe area ready for disposal and refilling new salt bins as part of his duties as and when required. However he had suggested that some of the old salt be placed in the bottom of the new bins to anchor them and stop them being moved.

He had also suggested locking the new salt bins until the autumn / winter as the new ones were already being used for rubbish, especially in the car park area.

53/PL0516 The Clerk was asked to find out about locks for the bins and request pricing to provide to the meeting.

54/PL0516 The Clerk was asked to investigate the possibility of Tandridge collecting the old bins as part of their large item service and the potential cost of this.

f)     Hedge cutting on Ricketts Hill Road

Mike Sarll noted the trees / hedges in the wooded area of Tatsfield Green were becoming seriously overgrown and needed cutting back as they were potentially hazardous by obscuring telegraph poles and hindering people pulling over for cars coming towards the village.

55/PL0516 The Clerk was instructed to request possible action from Tandridge District Council. If this was not possible the Clerk was asked to obtain a quote for this work from Acacia Tree services.

6.       Volunteers:

a)     Replacement of Pat Coombe on the SE and SE in Bloom committee

It was noted that the role of Pat Coombe was likely to be confirmed at the upcoming Annual meeting on 9th May 2016 as Mike Sarll.

b)    Agree method to communicate requests to the Volunteers re: Village Land

Mike Sarll noted that he would be bringing this item up and requesting possible options for communication with the volunteers regarding work / activities on Parish Council and other land in the village.

7.       Items for Discussion or Referral to Future Agendas.

 

None

The Meeting closed at 7.35 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

44/PL 0316 3

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

Clerk

8/4/2016

In progress

45/PL0316 3

Update risk assessment document and send to Clerk

All

030/5/16

Superceded

Item & page

(4 May 2016)

Action

Who

Date by

Result

50/PL0516 6

Inform contractor of selection and liaise to start work

Clerk

23/5/2016

In progress

51/PL0516

Update document and send to Clerk

All

23/5/2016

 

53/PL0516

Investigate costs of locks for new grit bins

Clerk

6/5/2016

COMPLETE

54/PL0516

Investigate cost and process for collection of old grit bins once emptied

Clerk

6/5/2016

COMPLETE

 

Agenda for Supplementary meeting of Tatsfield Parish Council on 23 May 2016 at 8pm in Parish Rooms

DRAFT MINUTES of the Meeting of Tatsfield Parish Council held on the 23rd May 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Nichola Stokoe (in the chair)

                        Mr Mike Sarll, Mrs Althea Davis Mr Niall Kells Mrs Helena Garcia-McLeod Mr Ian Mitchell

 

In Attendance:  Ana Hughes – Clerk

                                   

And 1 parishioner.                    

           

1.         APOLOGIES

None

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

None

3.         Approve and sign the MINUTES of the meeting held on 9 May 2016

748/0516 The minutes of the meeting held on 9 May 2016 were approved as a true and accurate record and were signed by the Chair together with their appropriate appendices.

4.         Review and approve the Standing Orders and Financial Regulations for Tatsfield Parish Council (2016)

749/0516 It was resolved that the Standing Orders required the updates and comments made by Ian Mitchell and the Clerk would complete these to be approved on 13th June 2016.

750/0516 It was resolved to approve the Financial Regulations dated May 2016 subject to the clarification of a query regarding item 4.5 – namely what was to be done should an emergency arise in the Clerk’s absence. The Clerk to clarify with SSALC (Surrey and Sussex Association of Local Councils) and report back for the meeting on 13th June 2016.

5.         Review and approve Terms of Reference for a Neighbourhood Plan Development Committee

751/0516 Following an informal meeting to discuss the concept of a Neighbourhood Plan, members discussed the matter and it was resolved at this stage to obtain professional advice on the possibility and likely scale of the project. At this stage there was no need to appoint a Neighbourhood Plan Development Committee but members agreed this could change in the future.

6.         Planning

(a)     TA/2016/747: Fernlea, Old Lane, Tatsfield TN16 2LH
Demolition of outbuilding Erection of single storey extension to south elevation (Certificate of Lawfulness for a Proposed Use of Development)

752/0516 No comment

(b)     TA/2016/793: The Orchard, Greenway, Tatsfield TN16 2BS
Conversion of existing garage to habitable accommodation.

753/0516 No comment.

754/0516 The Clerk was instructed to inform Tandridge planning of the Parish Council’s resolutions.

 

The Clerk noted she had received formal notification from the developers of the Moorhouse site that new proposals would be submitted shortly.

7.         Housing Needs survey: initial feedback report from SCA Louise Williams and agree next steps

755/0516 It was resolved to defer this item to June as Louise Williams was unable to attend this meeting. Ian Mitchell noted he had some comments to make on the maps in the report and these would be sent back to her in time for the June meeting.

 

8.         Finance:

(a)     Formal acknowledgement of Village Hall Management Committee (VHMC) request for grant amount of £327.80 as per resolution 727/0416 to be matched by the VHMC.

756/0516 It was resolved to formally acknowledge the request for a grant amount of £327.80 from the Village Hall Management Committee. The Clerk to advise Carol Jordan.

(b)     External power socket in Village Hall wall: quote

Niall Kells informed members there had been some changes and new options were being considered for the Christmas lights. This could mean the external socket may not be required but the other item (dusk until dawn sensor work) on the quote received from London Electric would be needed.

757/0516 It was resolved to approve work as per the quote up to £214 in case the external socket was needed after all.

(c)     Aileen McHugo Building repair work on toilet: £50 including parts and labour

758/0516 It was resolved to approve this repair which had already been actioned by the Clerk as per Financial Regulations for items under £500 deemed necessary to the provision of Parish Council services.

 

(d)     Agree purchase of new vacuum cleaner for Aileen McHugo Building: £100 - £150

Niall Kells advised he would be checking the fuse. If this was repairable then no news vacuum cleaner would be needed.

759/0516 It was resolved to approve an amount of up to £150 should a new vacuum cleaner be required for tenant use if the existing one was deemed not to work.

 

(e)     Rent review for ground floor tenancies: discuss and agree amount.

Members discussed the formal request from Chartwell Cancer Trust Limited (room 1 tenants) for additional office space. Following the decision at the meeting on 9 May 2016 (resolution 744/0516) John Howard had been approached and informed verbally the Parish Council would not be renewing his lease in July.

The Parish Council then discussed at length the options to increase rents and to offer Room 3 to Chartwell Cancer Trust Limited.

760/0516 It was resolved the Clerk should write to Chartwell Cancer Trust Limited with the following offer:

  • Rent of £1750 for both rooms for 2016-17
  • A 5 year lease for both rooms
  • Provision for a rent increase in the lease of RPI as at 30 April 2016 as long as there were no large increases in business rates or utilities the previous year.
  • Use of Parish Room for meetings during the day as long as it had not been booked already and the Clerk would need to be informed.

 

761/0516 It was further resolved that this rent increase (around 3.35%) would also apply to Room 2 for use of room and storage and that the tenant in Room 2 would also be offered a 5 year lease.

 

762/0516 It was resolved the Clerk should formally notify John Howard of the Parish Councils decision not to renew his lease as at 1 July 2016.

9.         Parish Council Land:

(a)     Registering absolute title for Shaw Road Triangle and Maesmaur Corner

The Chair noted it would not be possible to register absolute title for Shaw Road Triangle and Maesmaur Corner as the Parish Council would need to have held possessory title for 10 years and this had not yet been reached.

 

(b)     Registering possessory title for Hayes Pasture

763/0516 It was resolved the Parish Council would start the process for registering possessory title for Hayes Pasture. The Chair and Clerk would liaise on this matter.

(c)     Car Park: Little Acorns outside area and lease

A discussion on this matter concentrated on the following points:

  • The Parish Council owns all the land around the Village Hall
  • Little Acorns have been using the outside area between the Village Hall and the bollards in the car park for play without a formal agreement
  • With the new door being installed the use of the outside area will become far more constant
  • There needs to be a formalisation and agreement for the use of this area, not least for insurance purposes.
  • The Parish Council has the option to formalise an agreement directly with Little Acorns, however as the justification for spend on the new door also included the possible use of outside areas by other Village Hall users, this would indicate that a separate agreement with potential users would need to be made each time, causing a lot of additional work and complication.
  • The other option would be to make a supplement to the existing lease with the Village Hall to add this piece of land and lease it for a peppercorn rent as per the existing lease and then the Village Hall would be able to supplement their income by making arrangements for its use with individual tenants / users of the Hall.

764/0516 The Clerk was instructed to obtain insurance advice on the current situation with Little Acorns using the outside area without a formal agreement and on possible future use on a more formal basis

765/0516 It was resolved this item would be discussed again at the June supplementary meeting where further information and more conclusive advice would be available.

 

(d)     Tatsfield Green:

  • Tatsfield Lodge boundary dispute – update and agree way forward

The Chair noted a formal report from the Parish Council’s surveyor had been received and circulated. The Parish Council now had the option to either:

  • Agree the existing boundary using the fence as the demarcation line, being aware of the fact that it is Common Land and that this cannot be fenced in
  • Request that the fence be moved back to the boundary indicated on the surveyors report

 

766/0516 It was resolved the Chair would liaise with the Clerk to write a letter to Mr Viner of Tatsfield Lodge indicating the Parish Council would not be taking action based on the surveyors report and would be amenable to accepting the existing boundary as indicated by the fence Mr Viner had installed in this instance, however Mr Viner would need to provide assurances to the Parish Council that the Common land matters had been resolved.

 

  • Request for Easement over Tatsfield Green from Castleneau for new water supply / gas pipe

767/0516 The Clerk was instructed to respond to Mr Syrett's request for an Easement over Tatsfield Green for the installation of a new water supply and gas pipe positively subject to approval of the Parish Council’s costs of £500 for the easement and £400 for the drafting of the document. If these costs were accepted then a draft easement would be issued.

 

(e)     Aileen McHugo Building: discuss next steps ref Chartwell Cancer Trust request for additional office space / Room 3 renewal of tenancy

This item was discussed and resolved under Item 8e.

10.      Emergency Plan: discuss current status and responsibility for updating plan

Althea Davies informed members she had reviewed the plan and would like a little more time to produce her proposals for making it an active document. This would be in time for the June 13th meeting when a draft would be circulated for comments and approval.

11.      Advertising on Parish Council land: review current season ticket list and processes / policy

768/0516 It was resolved to defer this item to the June supplementary meeting.

12.      Superfast Surrey State Aid Consultation

769/0516 It was resolved that the Parish Council would not take action on this consultation.

13.      Surrey Fire and Rescue Service’s draft Public Safety Plan (PSP) for 2016-2025

770/0516 It was resolved that this consultation was more suited to individual responses and that no formal Parish Council response was required.

14.      Village Centre and speeding: speed warning sign – discuss options and agree next step

Following Limpsfield’s installation of speed warning signs, and recent reports from Speedwatch regarding speeding in the Village centre, the Parish Council discussed the pros and cons of a sign in Tatsfield:

  • Parish Council taking a positive stance on speeding and complaints about speeding
  • Deterrence for possible speeding drivers
  • Raise awareness of speed
  • Possible resistance as not being suitable for a rural setting
  • Costly and would it be good use of funds

771/0516 The Parish Council resolved Niall Kells and Ian Mitchell would liaise and approach Nigel Pond from Surrey County Council to obtain advice about installing a speed warning sign

772/0516 Parish Magazine article proposing the idea of a speed warning sign and asking resident’s opinions.

 

15.      Parish Council vacancy: discuss and agree next steps for co-option

The Clerk noted Tandridge had confirmed that no petitions with the required amount of signatures had been received by 16th May and that the Parish Council was now free to co-opt an additional member.

773/0516 It was resolved the Parish Council would start the process to co-opt an additional member to fill the vacancy.

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

774/0516 It was resolved to approve the Unity Trust Bank application even with the increase of the monthly fee from £5 to £6. The Clerk to respond informing the Bank of the Parish Council’s resolution.

17.      Matters for Reporting or Inclusion in a Future Agenda

  • Dropbox
  • Rubbish collection
  • Road signs

The meeting concluded at 10.35 pm

 

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

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

(25 Apr 2016)

Action

Who

Date by

Result

725/0416 42

Review emergency plan and propose changes / variances

Althea Davies

20/5/2016

COMPLETE

Item & page

(9 May 2016)

Action

Who

Date by

Result

744/0516

Discuss future of tenancy with J Howard and send formal notification of Parish Council plans

M Sarll / Clerk

23/5/2016

In progress

Item & page

(23 May 2016)

Action

Who

Date by

Result

748/0516 53

Amend standing orders as detailed

Clerk

1/6/2016

COMPLETE

749/0516 53

Request advice from SSALC and report back re 4.5 of Financial Regulations

Clerk

1/6/2016

COMPLETE

752-754/0516 53

Inform Tandridge planning of Parish Council resolutions

Clerk

31/5/2016

COMPLETE

756/0516 53

Inform VHMC of grant

Clerk

1/6/2016

COMPLETE

760/0516 54

Inform Chartwell Cancer Trust Limited of Parish Council’s offer as per proposal

Clerk

27/5/2016

COMPLETE

761/0516 54

Inform Biggin words of offer of tenancy in September 2016

Clerk

05/09/2016

 

762/0516 54

Write formally to John Howard re non-renewal of tenancy

Clerk

1/6/2016

 

763/0516 54

Register possessory title for Hayes Pasture

Clerk / Chair

30/6/2016

 

764/0516 54

Obtain insurance advice on Little Acorns and outside use

Clerk

5/6/2016

COMPLETE

766/0516 55

Respond to Tatsfield Lodge as determined in resolution

Clerk / Chair

31/5/2016

COMPLETE

767/0516 55

Respond to request for Easement as determined

Clerk

27/5/2016

COMPLETE

771/0516 55

Request advice from Nigel Pond ref speed warning sign

Ian Mitchell / Niall Kells

13/6/2016

In progress

772/0516 55

Article for Parish Magazine asking opinions of residents ref a speed warning sign

Chair

13/6/2016

 

774/0516 55

Inform Unity Trust Bank of Parish Council’s resolution

Clerk

24/5/2016

COMPLETE

                

Agenda for Finance Committee Meeting held on 31st May 2016 at 11am at Parish Rooms

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 31st May 2016 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 11.00 am

 

Present:                  Mr Ian Mitchell (in the chair)      

                              Mr Mike Sarll Mr Niall Kells Mrs Nichola Stokoe

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

1.       Election of Chairman

054F/0516 The Chairman requested nominations for Chair of the Committee from members. Nichola Stokoe proposed Ian Mitchell to remain as Chair for this year and this was seconded by Mike Sarll. Ian Mitchell was therefore elected Chairman of the Finance Committee for 2016/17.

2.       Apologies

None

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

None

4.       Agree and Sign the Minutes of the Last Meeting held on 26th April 2016

055F/0516 It was resolved the minutes of the meeting held on 26th April 2016 were a true and accurate recording of the proceedings and were signed by the Chair.

5.       Draft Annual Accounts:

·         discuss final draft and agree changes if required

 

056F/0516 The Clerk was asked to add a separate income account for the rent amount received annually from Tatsfield Allotments and Community Gardens for the rent of the allotments.

 

057F/0516 The final draft of the accounts were approved without further changes apart from the need to resolve the £1 difference in the annual return box 7 which the Clerk noted she would do by increasing box 6 by £1 after consultation with the auditor. Additionally there was a difference of 1p in the Bank Cash and Investments reconciliation for the Business Reserve account which needed to be addressed in the report.

 

·         approve final draft and recommend to full Council for June meeting.

 

058F/0516 Subject to the points addressed I 057/0516 above the Finance Committee recommended the draft accounts for approval to the full meeting of Tatsfield Parish Council on 13th June 2016.

 

·         Discuss and note internal auditor's report

 

The auditor’s report was addressed in detail and each recommendation was discussed as follows:

 

A: It may be worth considering a 6 monthly reclaim to facilitate budgeting.

 

059F/0516 It was resolved to adopt this recommendation for the coming financial year and the Clerk would action.

 

B: Payment procedures are satisfactory with regard to placing of orders and invoice checking, but Clerk’s initials indicating approval for payment should be added to invoices. This will indicate that amount has been checked to quotation and that goods/services, as ordered, have been received.

 

060F/0516 It was resolved the Clerk should initial and date each invoice as suggested.

 

B: Care should therefore be taken to ensure that members check that the payments authorised at meetings are the same as those entered onto the accounts system.

 

061F/0516 Following a short discussion on this matter it was resolved to trial a process whereby the Clerk would send Appendix B (finance) out with the agenda for the main and supplementary meetings. Any invoices or payments received after the schedule had been sent out would need to wait until the following meeting for payment and approval. This would be trialled for 6 months and then reviewed after this time.

 

C: It is suggested that an inspection checklist could be provided for staff or Councillors to use when checking these assets. Frequency and scope of checks should be based on specific asset risk assessments. (this was in relation to bus shelters and benches).

 

062F/0516 It was resolved that the bus shelter and benches be added to the risk assessment document and the frequency be agreed at the next Parish Land meeting.

 

C: Contractors’ public liability insurance for one-off contracts such as hedge cutting on Council sites should always be checked at agreement of contract.

 

063F/0516 It was resolved the Clerk would implement this recommendation, with particular consideration for the smaller contractors used by the Parish Council.

 

C: This (Insurance) expires in September 2016 and the opportunity for competitive quotations for renewal will be taken.

 

The Clerk confirmed a competitive process would be undertaken before September when renewing the insurance for the Parish Council.

 

C: PAT testing on the Council’s photocopier should be arranged this year.

 

The Clerk confirmed this was already underway and a quote had been received from the Parish Council’s electrical contractor.

 

C: The need for legionella testing on Council’s buildings water systems should be investigated.

 

064F/0516 It was resolved the Clerk should investigate the need for legionella testing as recommended.

 

C:It may be prudent to check with Tandridge DC that the service they provide for maintenance of various parish owned areas is adequately risk assessed.

 

The Clerk confirmed that this assurance had been sought from Tandridge District Council and she believed responses had been given but would need to check her records.

 

G: The current HMRC approved rate is 45ppm.

 

065F/0516 It was resolved the rate at which mileage was claimed would be increased to 45ppm forthwith.

 

H: (the Asset register) .. could be enhanced by the addition of insured values where appropriate, and by noting date of disposals.

 

066F/0516 It was resolved the Clerk should make the changes to the asset register as suggested.

 

I: A Member check of year-end reconciliation is to be carried out shortly, and monthly checks should be re-instigated for 2016-2017.

 

The Clerk confirmed this had not taken place as Pat Coombe had been due to carry the checks out and she had left unexpectedly. This matter would be addressed forthwith.

 

J: In future, Staff training costs should be included in box 4 of the Annual Return.

 

067F/0516 It was resolved the Clerk make these changes as soon as feasible in the new accounting year.

 

Other Matters: The procedure whereby some expenditure for the separate Tatsfield in Bloom group is paid through Council’s books to facilitate VAT refund should be discontinued. A larger grant could be paid to the group to compensate.

 

This matter was thoroughly discussed. The Clerk confirmed her support of the internal auditor’s conclusions. 2015-16 VAT paid was approximately £600.

 

068F/0516 It was resolved that the internal auditor’s recommendation be adopted and that Tatsfield in Bloom be informed that all purchases and receipts be managed directly by the group through their own bank account and that an application could be made in February using the Parish Council’s Grant Award policy for additional grant amounts should these be necessary. The Clerk was asked to inform Tatsfield in Bloom of this resolution.

 

Other Matters: Care should be taken to ensure Financial Regulations are complied with (in relation to online banking).

 

The Committee agreed with the internal auditor’s recommendation as detailed above and the Clerk assured the meeting the new Financial regulations and the process around the authorisation and approval of online payments would be as tight as it could be made.

 

069F/0516 The Finance Committee resolved to adopt all recommendations made in the internal auditor’s report as detailed in all previous resolutions and recommend the same to the main Parish Council meeting on 13th June 2016. The Clerk was asked to circulate all documents relating to the year-end accounts.

6.       Grants 2016-17

·         Request from Citizens Advice Bureau

The Clerk noted that the previous year’s grant amount had been £200.

 

070F/0516 It was resolved an amount of £250 be awarded to the Oxted Citizen’s Advice Bureau as a grant for 2016-17.

7.       Discussion re reserves for future projects:

·         Aileen McHugo Building - suggest £5000

This matter was discussed with various projects in the pipeline for the Aileen McHugo Building, including:

  • Redecoration and new carpets / tables for the Parish Room
  • Rear outside storage
  • Creation of additional storage space in the offices for tenants – especially Rooms 1, 2 and 3 by removing the sinks

 

071F/0516 It was resolved the Clerk should create a reserve of £7000 for the Aileen McHugo Building projects for this financial year.

·         Village Hall

072F/0516 It was resolved that once the grant had been confirmed as received by the Village Hall Management Committee the Clerk would release the Village Hall reserve of £10000 back into main general reserves.

 

Members also discussed the possible need for an additional representative on the Village Hall Management Committee to assist Helena Garcia-MacLeod with upcoming Little Acorns projects and external refurbishments.

The recommendation from the insurers on the need for a separate and formal lease for the use of the external area around the Village Hall was also discussed and this would need to be addressed. Most members favoured a supplement to the existing lease with the Village Hall Management Committee.

8.       Items for Discussion or Referral to Future Agendas

  • Little Acorns outside area plans

 

 

The Meeting closed at 12.37 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

COMPLETE

Item & page

(4 Nov 2015)

Action

 

Who

Date by

Result

045F/2015

Start process to open a Unity Trust Bank account

Clerk

20/11/2015

COMPLETE

Item & page

(31 May 2016)

Action

 

Who

Date by

Result

056F/0516

Separate account for TACG income in accounts package

Clerk

13/6/2016

 

057F/0516

Change Expenditure (increase by £1) to match annual return (problems with rounding

Clerk

13/6/2016

 

059F/0516

Implement 6 monthly claim for VAT

Clerk

30/9/2016

 

060F/0516

Date and initial each invoice as required

Clerk

From June 16

 

061F/0516

Trial of bi monthly Appendix B schedules with cut off dates for issue on agenda days

Clerk

From June 16

 

062F/0516

Add bus shelters and benches to risk assessments and determine schedule

Mike Sarll / Niall Kells

27/6/2016

 

066F/0516

Change asset register as recommended

Clerk

30/6/2016

 

067F/0516

Change accounts so that training costs for staff are displayed separately

Clerk

June 2016

 

068F/0516

Inform Tatsfield in Bloom of Parish Council’s decision as per auditor report

Clerk

8/6/2016

 

069F/0516

Circulate relevant documents in time for main meeting

Clerk

8/6/2016

 

071F-072F/0516

Make changes to reserves as detailed

Clerk

13/6/2016