Agenda for Supplementary Meeting of Tatsfield Parish Council held on 25th July 2016 at 8.00pm at Parish Rooms - Aileen McHugo Building

 

MINUTES of the Meeting of Tatsfield Parish Council held on the 25th July 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, Mr Niall Kells Mrs Helena Garcia-McLeod Mr Ian Mitchell

 

In Attendance:  Mr Martin Allen – Tandridge District Councillor

                                   

And 1 parishioner.                    

1.         APOLOGIES

834/0716 Mrs Althea Davies sent her apologies. These were received and accepted by members.
Mrs Ana Hughes also sent apologies.

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

None.

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

835/0716 The minutes of the meeting held on 11th July 2016 were approved as a true and accurate record and signed by the Chair together with appropriate appendices.

4.         Planning:

a)     TA/2016/1036: Moorhouse Tile Works, Westerham Road, Westerham TN16 2ET

Demolition of existing buildings and erection of Class B8 commercial buildings, access, servicing, parking and landscaping.

It was noted that this was a revised application with a reduced site area, floor space and ridge height.

836/0716 It was resolved to respond as per the Parish Council’s previous response (Resolution 528/1015 – 26/10/2015), noting the following items :

  • Reliance on Surrey Highways for expertise on traffic generated by the proposals
  • potential visual impact;
  • effective year-round screening of the site
  • lighting effect less than current use of site
  • protection of long distance views
  • Impose conditions to ensure noisy activities are away from current neighbours and reduce need for reversing alarms on vehicles to minimum.

It was further agreed to support the AONB suggestions for residential development as well as a further suggestion for low density office development to be included in the response

Ian Mitchell to draft a potential response for final approval.

 

b)    Neighbourhood Plan:
  • Agree and set up Neighbourhood Plan Committee

837/0716 It was resolved the Neighbourhood Plan Committee should be composed of Mike Sarll, Ian Mitchell, Althea Davies and Niall Kells.

  • Agree next steps for Steering Group

It was noted this would be something the consultants would advise upon once they had been selected.

  • Agree next steps for choosing a consultant (compare quotes if available)

It was noted that one quote had been received and a further 2 were needed.

838/0716 It was resolved the Committee would return to full council with a recommendation and quotes for discussion as these were available.

 

c)     Request for list of additional sites for development from Tandridge District Council

It was noted that a number of sites are currently being offered for development but the Parish Council is unware of details – these are in addition to the suggested sites from affordable housing survey.

Registration is now closed for this phase.

5.         Finance:

a)     Authorise payments (including presentation of cheques) detailed in Appendix B(2)

839/0716 It was resolved to approve and authorise payments as detailed in Appendix B(2), although a query was raised regarding the Viking invoice and it was agreed to ask the Clerk upon her return to clarify and then sign the cheque and pay if the query was resolved.

 

b)    Items requiring expenditure:
  • Share of £694 for flailing of land behind Tatsfield School (request from School for assistance)

840/0716 This was approved.

 

  • Aileen McHugo Building: removal of cupboards and sinks in ground floor rooms: £250

841/0716 This expenditure was approved as per quote received.

 

  • Aileen McHugo Building: repairs / maintenance items £45

842/0716 It was resolved to agree these repairs / maintenance at an increased rate of £110 as per revised quote.

  • Repairs to Ship Hill noticeboard: £530 OR New noticeboard in Ship Hill (between £800 - £1500)

843/0716 It was resolved to proceed with the substantial repairs to the noticeboard as per the quote received for £530.

6.         Parish Council Land:

a)     Aileen McHugo Building: rubbish collection confirm price and time scale for implementation

844/0716 It was resolved to proceed with this matter and the Clerk should implement as soon as possible.

 

b)    Car Park: Little Acorns outside area and lease

The Chair noted the following proposal following her recent discussions with the Village Hall Management Committee (VHMC) as follows:

  • The Parish Council would no longer pursue the idea of a supplemental lease of the side of the hall on the understanding that VHMC do not include this area in any future bookings. They will specifically state in their T&Cs that the door is not to be used and tables, chairs etc. must not be placed outside and that the new gate leading to the car park must remain unlocked.
  •  The Parish Council has a direct licence with Little Acorns to use the area but only in conjunction with their hours/use of the hall.   She proposes no rent/fee would be charged.
  • At all other times the area would remain open and unlocked
  • If the VHMC decide that they do wish to rent the space to other users then we revisit the agreement with the potential that they will take over the management of the area.
  • The VHMC agree that if an accident occurs outside the hall that is due to a problem caused by the committee/tenant/user then their PLI would cover it.
  • When the VHMC's insurance is up for renewal they will speak to the PC's broker to see if any deal can be struck with the same company which should avoid any gaps in cover

845/0716 It was resolved to approve and implement all of the above proposals as soon as possible.

 

c)     Tatsfield Green:
  • Tatsfield Lodge boundary dispute - update and agree next steps

The Chair updated the meeting noting an on-site meeting with the surveyor and home owner had not produced a final agreement on the boundary. It had then been agreed to request intervention from the Land Registry to visit the site and give their opinion and the Parish Council would then comply with.

846/0716 It was resolved to agree to the Land Registry’s findings.

7.         Highways / Village Centre

a)     Speed Sign: update

The Chair noted this still needed to be progressed with Surrey County Council.

8.         Tatsfield Village: (questions for David Hodge)

a)     Pavements update
b)    Path to Scout Hut - update
c)     Hail and Ride 464: update
d)    Land behind school: add to Surrey County Council annual maintenance for yearly flail
e)     Land at bottom of Ricketts Hill Road - needs maintenance - action and next steps?
f)      Gullies on Footpaths: who is responsible for maintenance and how can we action this?

847/0716 It was resolved that items a-f would need to be emailed for clarification to David Hodge and deferred until September for further discussion.

9.         Emergency Plan: discuss current status

It was noted there was no further progress on this matter as Althea Davies was absent.

10.      Meetings to which the Parish Council are invited:

a)     St Johns Road Residents Association 8pm on 1/8/2016 at WI Hall

848/0716 It was agreed that the minutes to the meeting would be requested from the residents association following the meeting.

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

Ian Mitchell raised the matter of fly posting on Parish Council land.

849/0716 it was resolved all fly posting would be removed without further ado from Parish Council land.

12.      Matters for Reporting or Inclusion in a Future Agenda

It was noted that Tandridge District Council was directing visitors and residents of Crossways Court to park on the road (Crossways) as there was a lack of parking at the site. This was becoming a problem for residents and neighbouring houses. It was further noted that Crossways was mainly a bridleway and should be used for parking by anyone other than direct residents.

 

Kemsley Road update: Ian Mitchell would review past papers and report back at the next meeting

 

The meeting concluded at 9.05 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

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

COMPLETE

Item & page

(27 June 2016)

Action

Who

Date by

Result

803/0616 65

Arrange for the summary report to be released for the September edition of the Parish Mag, website and Facebook

Chair / Clerk

16/8/2016

In progress

804/0616 65

Identify a list of 8-10 potential sites and assess them to reach a final list of 2-3

Members

31/8/2016

In progress

Item & page

(11 July 2016)

Action

Who

Date by

Result

824/0716 70

Request quote from T Warder and 2 further consultants

Clerk

21/7/2016

In progress

830/0716 72

Assess options for document sharing / storage and report back

Clerk

12/9/2016

 

Item & page

(25 July 2016)

Action

Who

Date by

Result

836/0716 77

Inform Tandridge Planning of Parish Councils decision

Ian Mitchell

31/7/2016

COMPLETE

839/0716 77

Clarify query ref Viking payment

Chair / Clerk

14/8/2016

COMPLETE

840-843/0716 78

Clerk to proceed with approved quotes

Clerk

15/8/2016

COMPLETE

844/0716 78

Implement rubbish collection at AMB

Clerk

31/8/2016

 COMPLETE

845/0716 78

Implement Chair’s proposals ref agreement for outside space in car park around Village Hall

Chair

12/9/2016

In progress

847/0716 78

Send information of outstanding items to David Hodge

Clerk

05/09/2016

 in progress

848/0716 78

Request minutes of meeting

Chair

31/7/2016

COMPLETE

 

 

 

 

 

 

AGENDA for Supplementary meeting of Tatsfield Parish Council held on 25th August 2016 at 8.30pm in the Parish Rooms

MINUTES of the Meeting of Tatsfield Parish Council held on the 25th August 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.30 p.m.

Present:                       Mrs Nichola Stokoe (in the chair)

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

 

In Attendance:  Mrs 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 July 2016

850/0816 The minutes of the meeting held on 25th July 2016 were approved as a true and accurate record and signed by the Chair together with appropriate appendices.

4.         Planning:

a)     TA/2016/1247: The Former Clacket Lane Sandpit, Clacket Lane, Westerham
Erection of a block of 3 timber framed and clad stables with an attached tack & feed room together with an outdoor sand school (manege) plus the change of use of land to allow mixed agricultural grazing and private horse keeping

851/0816 It was resolved a response of No Comment be submitted by the Clerk

b)    TA/2016/1420/NH: Hillside, Ricketts Hill Road, Tatsfield TN16 2NB
Erection of single storey rear extension measuring 6.65 metres deep with a maximum height of 3. 70 metres and an eaves height of 3.00 metres. (Notification of a Larger Home Extension) – FOR INFORMATION ONLY

 

852/0816 The Clerk was instructed to inform Tandridge Planning of the Parish Councils resolutions.

5.         Finance:

c)     Authorise payments (including presentation of cheques) detailed in Appendix B(2)
  • Increase in Door work original quote from £2800 (ex VAT) to £3155 (ex VAT) – due to requirements from Building Inspector.

853/0816 The above change to the original quote was approved.

The Clerk noted changes to the usual payment process as the Parish Council would be using internet banking for the first time. The finance schedule which had been sent out with the agenda, now included an additional column for authorisation. Invoices should be checked and initialled as usual and then this column should also be initialled to indicate to the Clerk she could proceed with setting payments up for authorisation.

The Clerk also noted that new beneficiaries had been set up and then needed authorisation, which had taken place fairly smoothly already.

854/0816 It was resolved that to save time and undue confusion that monthly planning teams would also initial and authorise the finance schedule as well as authorise the payments online. This would save duplication. In the event that someone was absent from the meeting when required as a second signatory, this would be addressed at the meeting.

The Chir nad Niall Kells proceeded to authorise and initial each item except for BT-7 which the Clerk had not brought the invoice and this would be initialled the following week. All item were approved by members.

 

d)    Items requiring expenditure:
  • Aileen McHugo Building: removal of cupboards and sinks in ground floor rooms – with changes to original estimate (from 25/7/16) - £300 (up from £250)

855/0816 This item was ratified and approved including the increase.

 

  • Aileen McHugo Building: repairs / maintenance items – change to original estimate (from 25/7/16) - £140 (up from £110)

856/0816 This item was ratified and approved including the increase

 

  • Coir matting for Village Hall following Door work:

The Clerk noted the price for this was £99.58 excluding VAT and that the work had already taken place overseen by Niall Kells. It was further noted an additional piece of matting had been left and belonged to the Parish Council but was stored at the Village Hall.

 

  • Redecoration of Village Hall following Door work:

The Clerk noted she had contacted Lloyd Gulley who would be getting back to her as soon as he had a quote for the work which would be included in other general decoration work required at the Village Hall. This was not going to be completed before 5 September but was not deemed to be a Health and Safety hazard.

 

  • Aileen McHugo Building electrical work to Room 3: (pre-agreed in August 2016) - £480.50

857/0816 It was resolved to approve and ratify this item.

 

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

  • Work proposed in Rooms 2 and 3 by existing tenants:

Chartwell Cancer Trust and Bigg-In Words had proposed to make good around where the sinks had been removed and other minor decoration items and all were in approval.

858/0816 The Clerk was asked to confirm the above approvals.

7.         Matters for Reporting or Inclusion in a Future Agenda

  • Piece of land in Lusted Hall Lane currently managed by volunteers – Jon Allbutt has formally asked for the Parish Council to take over or agree management of this area with Tandridge as the volunteers can no longer manage this. On agenda for September – this is Common land but not registered as Westmore Green.
  • Garden proposal for piece of land outside Linda’s
  • Dropbox – Clerk to report back in Sept
  • Clerk will provide a start for a list to agree with Little Acorns ref the fencing and hedge work which will be then taken over by the Parish Council – also need to provide a letter to Old Police House residents.

 

 

The meeting concluded at 9.20 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

Item & page

(27 June 2016)

Action

Who

Date by

Result

803/0616 65

Arrange for the summary report to be released for the September edition of the Parish Mag, website and Facebook

Chair / Clerk

16/8/2016

COMPLETE

804/0616 65

Identify a list of 8-10 potential sites and assess them to reach a final list of 2-3

Members

31/8/2016

In progress

Item & page

(11 July 2016)

Action

Who

Date by

Result

824/0716 70

Request quote from T Warder and 2 further consultants

Clerk

21/7/2016

In progress

830/0716 72

Assess options for document sharing / storage and report back

Clerk

12/9/2016

 in progress

Item & page

(25 July 2016)

Action

Who

Date by

Result

845/0716 78

Implement Chair’s proposals ref agreement for outside space in car park around Village Hall

Chair

12/9/2016

In progress

847/0716 78

Send information of outstanding items to David Hodge

Clerk

31/82016

In progress

Item & page

(25 Aug2016)

Action

Who

Date by

Result

851-852/0816 81

Inform Tandridge Planning of the Parish Councils resolution

Clerk

31/8/2016

COMPLETE

858/0816 82

Inform Chartwell and Bigg-in words ref approval for their proposed decoration and making good

Clerk

31/8/2016

COMPLETE

 

Agenda for Supplementary Meeting of Tatsfield Parish Council held on 26th September 2016 at 8.00pm held at Parish Rooms in Aileen McHugo Building

MINUTES of the Meeting of Tatsfield Parish Council held on the 26th September 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, Mr Niall Kells Mrs Helena Garcia-McLeod Mr Ian Mitchell Mrs Althea Davies

 

                                   

And 1 parishioners.                  

1.         APOLOGIES

Apologies were given by Mrs Ana Hughes

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

It was noted that the Chair and Althea Davies declared an interest in item 4a as the Chair is an immediate neighbour and Althea Davies a friend of the applicant. Neither took part in the voting for this item.

3.         Approve and sign the MINUTES of the meeting held on 12th September 2016

883/0916 It was resolved the minutes of the meeting held on 12th September 2016 reflected a true and accurate record of that meeting and were signed by the Chair together with the appropriate appendices.

4.         Planning:

a)     TA/2016/1611: The Chestnuts, Westmore Road

Demolition of existing detached garage. Erection of single storey side extension and detached garage to front of dwelling. Formation of additional hardstanding incorporating extension of driveway.

884/0916 It was resolved that there was no Comment to make on this planning application

 

885/0916 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s resolutions upon her return.

5.         Finance:

a)     Authorise payments (including authorisation of internet banking) detailed in Appendix B(2)

886/0916 The 2 items of expenditure were approved but the second item relating to the wasps nest had no invoice. It was agreed the invoice would be provided by the Clerk and signed by members upon her return.

b)    Items requiring expenditure:

  • Village Hall Pigeon pest solution: £320 + VAT

887/0916 The Clerk was instructed to find out whether cover for damage by pests to buildings, both by wasps and pigeons, was included in the Parish Council’s insurance. It was further resolved that if this item was not covered under the Parish Council’s insurance then the Clerk should instruct the contractor to proceed with the action as quoted.

  • Attendance at Surrey ALC AGM – 2 councillors at £30 total

888/0916 It was resolved that there would be no Parish Council attendance as no councillors were available to attend this meeting.

c)     Grant requests 2016-17:

  • Request from Dave Bishop for financial Support for the Carol Singalong on 16/12/16 (£350 last year)

889/0916 It was resolved to approve a grant of £350 for this event upon the condition that the Clerk obtains a full breakdown of costs and accounts relating to this event.

6.         Emergency Plan: discuss update

890/0916 Following the latest draft of the emergency plan and contact list, it was resolved that the Chair and Althea Davies would attend the Not So Young Club and that an updated contact list would be sent around to members by Althea Davies.

7.         Parish Council land / property:

a)     Proposed use of Parish Land (Village Hall external) – update and sign Agreement

891/0916 It was resolved to agree with the revised proposal and proposed dates from Little Acorns Chair Natalie Ruggins, which stated a start date of week commencing 17th October for the start of work.

It was noted that the Chair had drafted a license which could not be signed at this meeting as the Clerk was required to witness and this would take place upon her return.

It was additionally agreed that the letter to the Carrs needed to be sent and the dates and work to take place as per the approved proposal from Little Acorns should be added and sent by the Clerk upon her return.

 

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

892/0916 It was noted that an additional £120 had been added to the costs for repairing the Ship Hill noticeboard. It was resolved to approve this increase and proceed with the repair as soon as possible. This could be ratified at the October main meeting.

893/0916 It was resolved to ask the Clerk to arrange a meeting with James Garside (Neighbourhood Planning consultant) for week commencing 10th October.

9.         Matters for Reporting or Inclusion in a Future Agenda

  • Clerk will receive fly tipping brochures
  • Sam Gymah will be holding a meeting towards end October and Councils will be invited.

 

The meeting concluded at 9.06 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

Item & page

(12 Sep 2016)

Action

Who

Date by

Result

862/0916 84

Attempt to obtain 2 further quotes over next 6 weeks

Clerk

31/10/2016

In progress

863/0916 85

Write to Mr Mason ref concerns about the Tandridge planning website

Clerk

30/9/16

COMPLETE

869/0916 85

Parish Magazine piece ref possible clerk vacancy

Althea Davies

16/9/16

COMPLETE

870/0916 86

Request advice ref signs etc. for lorries access to Kemsley Road

Clerk

16/9/16

In progress

871/0916 86

Ask LBB for new sign and ask Surrey Highways to repair sign to assist visitors finding Tatsfield

Clerk

30/9/16

In progress

873/0916 86

Ask Steven Hyder ref taking over maintenance of shrub borders on LHL track

Clerk

30/9/2016

COMPLETE

874/0916 87

Set schedule of quarterly meetings for PL committee

Clerk

16/9/2016

COMPLETE

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

In progress

Item & page

(26 Sep 2016)

Action

Who

Date by

Result

884-885/0916 92

Inform Tandridge Planning of Parish Council resolution

Clerk

3/10/2016

COMPLETE

886/0916 92

Provide Balcombe invoice for signing

Clerk

4/10/2016

COMPLETE

887/0916 92

Clarify query with Parish Council insurers

Clerk

10/10/2016

 COMPLETE

889/0916 92

Obtain breakdown of costs for Christmas Carol singalong event

Clerk

31/10/2016

 in progress

891/0916 92

Witness signing of agreement and send letter to Carrs

Clerk

7/10/2016

 in progress

893/0916 92

Arrange meeting with James Garside

Clerk

7/10/2016

COMPLETE