Agenda for Parish Land Committee Meeting held on 13th October 2016 at 11am at the Parish Rooms - Aileen McHugo Building

 

DRAFT MINUTES of a Meeting of the Parish Land Committee of Tatsfield Parish Council held on the 13th October 2016 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield

 

Present:                  Mr Mike Sarll (in the chair)

                              Mrs Althea Davies Mr Niall Kells Mr Ian Mitchell

 

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 5th July 2016

64/PL1016 It was resolved that the minutes of the previous meeting held on 5th July 2016 reflected a true account of the meeting and these were approved and signed by the Chair.

4.       Parish Land: financial items

a)    Christmas lighting - discuss and compare quotes and select contractor to recommend to full Council

There were 2 main quotes reference the actual lighting for the trees – one was divided into 3 main parts, involving 3 contractors and costs of £1481.05 +VAT for materials (including full sets of lights for largest tree on village island outside Ship pub), £950 to supply hoist and labour and £590 + VAT for electrician for the job, including setting up an external power supply at the Village Hall.

The other quote had been obtained for full installation of lights but it relied on an external power source to be placed on the island, which was not possible following full investigation by members and the Clerk since the beginning of the year. This quote amounted to £4389 +Vat with the largest tree coming to £1881.00 but without possibility of using the proposed lighting.

 

65/PL1016 It was resolved the committee would proceed with the electrician’s quote in so far as to install the external power source on the Village Hall. This was within the delegated powers as per the Financial Regulations. The Clerk to proceed.

66/PL1016 It was resolved to recommend for approval at full council on 31/10/16 that the 3 separate quotes received to install lights in the largest tree on the village centre island. This would be subject to clarification of certain items arising from the lights in the trees, such as how the trees could be pruned, whether there were plans to change the Christmas Carol singalong following the closure of the Ship and others.

b)    New shed and moving old shed - work behind Aileen McHugo Building: discuss and compare quotes and select contractor to recommend to full Council.

The Clerk had received 3 quotes ranging from £5475 +VAT to £1880.
All quotes had been issued to the same specification.

67/PL1016 It was resolved to recommend to full council for approval of the quote from Dave Mitchell, subject to clarification with the contractor on whether he had included pricing for the shed in this quote as it appeared to be very low compared to the others. A recommendation of up to £3000 for the project was proposed.

5.       Parish Land:

a)     Risk Assessments: review working document (bins and bus shelter added as per auditors request)

Althea Davies had sent around to all an updated version of the Risk Assessment document. The Clerk noted that the second meeting with the Parish Council’s auditor would take place on 15 November 2016 and therefore the document needed to be updated before that date, especially to include an assessment of the bins, bus shelter and benches if possible.

68/PL1016 It was resolved the Risk assessments would take place by 10th November and an updated version of the document would be sent to the Clerk before the 15th November.

b)    Maintenance schedule: review and update

The Chair had circulated a draft maintenance schedule that needed updating and filling in. This led to a discussion on details and responsibilities for the Committee around whether Parish property should be included in the maintenance schedule as it was not specifically Parish Council land.

Members and the Clerk would scrutinise and update the schedule in time for the next meeting.

c)    Terms of Reference for committee: discuss specifics around Parish property

Members were concerned that even though property was included in the Terms of Reference of the Committee, this was a Parish Land Committee and therefore should property be removed from its list of responsibilities?

69/PL1016 It was resolved to make some changes to the Terms of Reference document as follows:

  • Change the name of the committee to ‘Parish Property Committee’
  • Add ‘day to day’ in front of management in point 1 of Powers and Duties

 

70/PL1016 It was resolved to keep responsibility for Parish Council property as detailed in the Terms of Reference as there did not appear to be any other responsible committees to do that work and take charge of day to day items.

 

71/PL1016 Request a review of the Roles and Responsibilities for the Parish Council as last agreed on 13th June 2016 (resolution 794/0616) to add additional members to list of those responsible for Parish Property.

d)    Pond: options to improve water supply

72/PL1016 It was resolved to request views and opinions of the community through a piece in the Parish Magazine on what action to take to improve the water supply to the pond – options could include filling it from roof of Village Club, putting in a water supply externally to feed it as water gets low. This would be written by Ian Mitchell.
Additionally the Clerk was instructed to contact Surrey County Council on whether they had professional advice on what to do with village ponds as was the case in past years.

e)    Trees: discuss and agree suggestion ref tree crown work proposed by Jon Allbutt on Westmore Green

A number of items had been raised by Jon Allbutt and were addressed in order:

  • Westmore Green trees: request to raise crown / thin especially over Tatol Bed

73/PL1016 Clerk to request assistance / opinion from Steve Hearn of Tandridge District Council.

 

  • Hedge overgrown on boundary side of Approach Road near Orchard – needs cutting back.

74/PL1016 The meeting resolved the clerk should approach hedge owner and request that it be cut back.

  • Erosion of Green on Lusted Hall track – should have posts put up to deter parking

75/PL1016 The committee had revisited this item and resolved no action needed taking on this matter at this time.

 

  • Path along Tatsfield Green needs maintaining

76/PL1016 It was resolved the Chair and Niall Kells would visit the path and assess what if any action was required and report back to the next meeting with their recommendations.

 

  • Plans for management of Millenium Wood. – what is Parish Land Committee going to do to implement these

77/PL1016 This was discussed at the meeting on 5th May 2016 (resolution 52/PL0516) and that this would still stand.

 

  • Fence boundary for Castleneau / Millennium Wood is falling down and needs checking

78/PL1016 It was resolved that this would be investigated by Ian Mitchell and Althea Davies to report at next meeting.

 

  • Old Lane ditch – needs clearing out.

79/PL1016 It was resolved the clerk should ask Steve Hyder if this could be done as per Nick Dance’s work last year.

Althea Davies noted the road surface was eroding with the water running over it and having no place to run because the ditch and channels were not in a good enough state further down past where TDC usually clear it out.

80/PL1016 It was resolved the Chair and Althea Davies would walk the length of the road and inspect the ditch further.

 

 

  • Kemsley Wood – paths need strimming and clearing – previously done by James Longley

81/PL1016 It was resolved to ask the community whether they wished the Council to spend money on clearing these paths.


  • Shaw Road Triangle fencing is in need of repair and area is overgrown.

82/PL1016 It was resolved the Clerk should ask Ian Reeves if he was still able to tidy this area up as otherwise it would need to be contracted out.

 

f)     Ship Hill verge markers

  • Posts along the verge need to be replaced by Surrey County Council as many have been knocked over or are broken

83/PL1016 It was resoled the Clerk should request these be replaced as soon as possible (log with Surrey).

 

  • Verge at bottom of Ricketts Hill Road requires attention

84/PL1016 It was resolved the Clerk should ask Surrey County Council to tidy up the verge

 

  • Verge outside Tatsfield Primary School requires attention

85/PL1016 It was resolved the Clerk should also ask that this verge be tidied.

g)    Tatsfield road signs: update

The Clerk noted that she had not yet managed to make contact with anyone in London Borough of Bromley but that the damage to the signpost on Ship Hill had been logged with Surrey County Council for repair.

h)    Salt bin removing / replacement: update

Niall Kells this had now been completed and could be removed from the agenda.

i)     Tatsfield Community Games Area: request to close for fireworks night from Tatsfield Primary School PTA

86/PL1016 It was resolved the committee was happy to approve the request from Tatsfield Primary School PTA to close the TCGA for Fireworks night. The clerk should contact them and inform them of this resolution and Niall Kells is happy to provide the cones on the night.

6.       Volunteers: update

The Clerk noted that she would need an updated Risk Assessment and confirmation of Health and Safety training by the end of the year as required by the Parish Council’s insurers.

7.       Items for Discussion or Referral to Future Agendas

  • Review all outstanding land claims and pieces of land with Parish Council markers
  • Maesmaur Corner – talk to landowner ref Parish Council boundary

 

The Meeting closed at 1.23 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

(5 July 2016)

Action

Who

Date by

Result

63/PL0716

Schedule of routine maintenance and Parish Council key dates

Chair / Clerk

31/7/2016

In progress

Item & page

(13 Oct 2016)

Action

Who

Date by

Result

65/PL1016

Instruct electrician to proceed with quote

Clerk

18/10/2016

COMPLETE

66/PL1016

Clarify position with D Bishop ref contingency for Carol event

Clerk

21/10/2016

In progress

66/PL1016

Clarify queries ref pruning and maintaining trees with lights

Chair / N Kells

31/10/2016

 

67/PL1016

Clarify quote with contractor before Supplementary meeting

Chair / N Kells

31/10/2016

 

68/PL1016

Update Risk Assessment document and send to Clerk

All

10/11/2016

 

72/PL1016

Piece in Parish Mag asking for views on what next for pond

All

16/10/2016

 

72/PL1016

Request assistance from SCC ref pond guidance

Clerk

22/10/2016

In progress

73/PL1016

Ask Steve Hearn ref trees thinning on Westmore Green

Clerk

18/10/2016

COMPLETE

74/PL1016

Ask hedge owner to cut hedge back (near Approach Rd)

Clerk

22/10/2016

 COMPLETE

76/PL1016

Visit the path and assess what if any action was required and report back to the next meeting with their recommendations

Chair and Niall Kells

31/10/2016

 

78/PL1016

Investigate boundary fence with Castleneau

Ian Mitchell / Althea Davies

31/10/2016

 

79/PL1016

Request Old Lane clearance

Clerk

22/10/2016

 COMPLETE

80/PL1016

Inspect road surface and ditch and report back

Chair / Althea Davies

31/10/2016

 

81/PL1016

Ask community on whether the Parish Council should clear paths in Kemsley Wood

Members

18/10/2016

 COMPLETE

82/PL1016

Ask if I. Reeves can still assist with Shaw Road triangle

Clerk

31/10/2016

 in progress

83/PL1016

Request that SCC reinstate the broken posts on Ship Hill

Clerk

31/10/2016

 in progress

84/PL1016

Ask SCC to clear up the verge at bottom of RHR

Clerk

31/10/2016

COMPLETE

85/PL1016

Ask SCC to tidy verge outside school

Clerk

31/10/2016

COMPLETE

86/PL1016

Inform Tatsfield School PTA re ok for fireworks night

Clerk

18/10/2016

COMPLETE

 

Agenda for Finance Committee Meeting of Tatsfield Parish Council held on 17th October 2016 at 8.00pm at Parish Rooms - Aileen McHugo Building

 

MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 17th October 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 Mrs Nichola Stokoe

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 0 parishioners

 

1.       Apologies

It was noted that NIchola Stokoe had informed the Chair she would be late.

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

None

3.       Agree and Sign the Minutes of the Last Meeting held on 31st May 2016

073F/1016 The minutes of the previous meeting were approved as an accurate and true record of that meeting and were duly signed by the Chair.

Mike Sarll asked for clarification on the matter of testing the water in the Village Hall and Aileen McHugo Building for Legionella – Niall Kells to investigate.

4.       Grant requests for current financial year:

a)    Tatsfield in Bloom: £1000 (they are currently £1393 over income and have around £300 still to spend this year).

The Clerk noted that since the agenda she had received a more accurate record of the Tatsfield in Bloom finances from Bob David together with a breakdown of the VAT paid which amounted to £930.41.

The total expenditure for 2016 was £6227.83 and income of £4760.73. This led to a shortfall of £1467.10 and the Clerk had also been advised there was an additional £300 still to be spent.

Members acknowledged that some of this shortfall was as a result of the Parish Council’s resolution 068F/0516 following the internal auditor’s recommendations (see Minutes for 31 May 2016 – Finance Committee meeting). However even accounting for this additional cost there still appeared to have been an overspend by the group of £836.69.The Clerk confirmed that this had never happened in her years of office. Members expressed concern at this shortfall.

 

074F/1016 It was resolved that an additional and final grant for 2016-17 be awarded to the Tatsfield in Bloom group of £1800.

It was further resolved that the Clerk should inform the group that future grants needed to be preceded with a budget and minutes for the meeting at which the budget had been agreed and that the Clerk should continue to receive all minutes of Tatsfield in Bloom. It was essential that the grant amount for 2017-18 be agreed before the main meeting of the council in December, as this was when the precept and final budget would be approved. Tatsfield in Bloom were therefore asked to provide a budget to support their request for a grant for the coming financial year before the next Finance Committee meeting in November.

5.       Budget 2017-18:

a)     Initial thoughts and comments on proposed budget

There was discussion around moving the Village Pond expenditure to the Parish Land Committee budget heading – this was deferred to the November meeting.

There was some query regarding the budget amount set for the current year for Aileen McHugo Building rental income (£9800) and that the new figure of £10000 had not accurately reflected the increases for 5 year tenancies approved this year. The Clerk agreed to try and clarify.

b)    Agree changes to proposed budget amounts

075F/1016 The Clerk’s proposed budget was reviewed and it was resolved the Clerk should make the following changes:

  • Add in a budget income item for Community Infrastructure Levy (CIL) as the Parish Council was likely to received income from this both in the current and 2017-18 financial years and add an amount of £4520.08 based on the expected income from planning applications already approved.
  • Change nominal code 4002 (Pension) to £125
  • Change nominal code 4040 (Telephone) to £600
  • Ensure the Clerk’s training item showed on the budget and assign £200 to this item
  • Change nominal code 4120 (IT software & Related) to £450
  • Change nominal code 4291 (Neighbourhood Plan) to £7500
  • Change nominal code 4220 (Village Hall) to £2000
  • Change nominal code 4300 (Grants) to £8000

The Clerk was instructed to implement these changes and circulate the updated budget in time for the next meeting,

c)    Agree draft precept.

The Clerk noted that if the precept was maintained in the proposed budget before the changes proposed in resolution 075F/1016, there would be a shortfall of £16742. If the precept was increased to £50000 the shortfall would be only £8742.

076F/1016 it was resolved to defer a decision on the precept until the November meeting.

6.       Budget 2016-17:

a)     Current Spend versus Budget - possible virement requirements

The Clerk noted that at this stage she did not see the need for varmints although these were likely to be required in March 2017.

7.       Discussion re reserves for future projects:

a)     Neighbourhood Plan.

The Clerk had circulated a list of all current earmarked reserves:

  • Car Park Maintenance Reserve £ 29,465.00
  • VH - Windows Replace Reserve   £10,000.00
  • Emergency Reserve Fund             £5,000.00
  • AMB reserve fund                        £7,000.00

The Clerk also noted that in accordance with resolution 071F0516 she would be returning the £10,000 set aside for the Village Hall windows back to main reserves now that the Village Hall had received their full grant.

 

077F/1016 It was resolved that an additional earmarked reserve of £7500 be created by the Clerk for the Neighbourhood plan in case the Parish Council failed to secure a grant.

8.       Items for Discussion or Referral to Future Agendas

Setting the date for the next meeting in later November.

Upcoming 2016-17 grant requests: East Surrey Museum, Johns Road Residents Association and Little Acorns Pre School

 

The Meeting closed at 10.27pm

 

Item & page

(31 May 2016)

Action

 

Who

Date by

Result

059F/0516

Implement 6 monthly claim for VAT

Clerk

30/9/2016

In progress

062F/0516

Add bus shelters and benches to risk assessments and determine schedule

Mike Sarll / Niall Kells

27/6/2016

COMPLETE

071F-072F/0516

Make changes to reserves as detailed

Clerk

13/6/2016

COMPLETE

Item & page

(17 Oct 2016)

Action

 

Who

Date by

Result

74F/1016 7

Inform Tatsfield in Bloom of the new grant award and conditions for award of future grants, most specifically the 2017-18 one.

Clerk

18/10/16

COMPLETE

075F1016 7

Implement proposed changes to the budget and circulate updated budget

Clerk

21/10/2016

COMPLETE

077F1016

Create a new earmarked reserve as detailed

Clerk

31/10/2016

 

     

Agenda for Supplementary Meeting of Tatsfield Parish Council held on 31st October 2016 at 8.00pm at Parish Rooms - Aileen McHugo Building

MINUTES of the Meeting of Tatsfield Parish Council held on the 31st October 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 Niall Kells Mrs Helena Garcia-McLeod Mrs Althea Davies Mr Mike Pendleton (after Item

 

                                   

And 3 parishioners.                  

1.         APOLOGIES

913/1016 Apologies were given by Mr Mike Sarll and Mr Ian Mitchell. These were received and accepted by members.

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

None.

3.         Approve and sign the MINUTES of the meeting held on 10th October 2016

914/1016 It was resolved the minutes of the meeting held on 10th October 2016 reflected a true and accurate record of that meeting and were signed by the Chair together with the appropriate appendices.

4.         Receive and Accept the minutes from the Parish Property Committee Meeting held on 13th October 2016 and consider / discuss the recommendations for expenditure proposed

915/1016 It was resolved to receive and accept the minutes from the Parish Property Committee Meeting held on 13th October 2016 subject to the discussion of the 2 items listed in Agenda Item 8c.

5.         Receive and Accept the minutes from the Finance Committee Meeting held on 17th October 2016 and approve recommendations proposed

The Clerk noted that she had received and circulated additional clarification on the proposed grant of £1800 approved by the Finance Committee at this meeting for Tatsfield in Bloom. It was noted that an additional grant of £1000 was considered sufficient by the local group.

916/1016 It was resolved to receive and accept the minutes from the Finance Committee Meeting held on 17th October 2016 except that the resolution 074F/1016 (in those minutes) should be changed from £1800 to £1000 as an additional grant for 2016-17 for Tatsfield in Bloom.

6.         Co-option of Parish Councillor to fill vacancy:

  • consideration of application of interest received;

The Chair noted that only 1 application of interest had been received for co-option – Mike Pendleton.

  • vote to select individual to Parish Council from list of applicants

917/1016 The Chair proposed that Mike Pendleton be co-opted on to the Parish Council to fill their vacancy and it was resolved to accept this by a unanimous vote. Mr Pendleton then took his place at the Council table and participated in the remainder of the meeting.

7.         Planning:

a)     TA/2016/1775: 31A Paynesfield Road, Tatsfield TN16 2AT
Erection of single storey extension to the north elevation. (Certificate of Lawfulness for a Proposed Use or Development)

918/1016 No Comment

 

919/1016 The Clerk was instructed to inform Tandridge planning of the Parish Council’s decisions.

 

b)    Neighbourhood Plan: selection of consultant based on quotes / services provided.

Members discussed the 3 consultant options according to their experiences and the summary details of costs and hours provided by the Clerk. Cost options ranged from £7913 + VAT to £14775 + VAT with provisions for an SEA/SA or not depending on the offers of each consultant.

920/1016 It was resolved to appoint James Garside based on members belief in how he would fit in with the Council and with the way that the Neighbourhood Planning project was likely to proceed. The Clerk was instructed to inform all applicants of the Parish Council’s resolution.

8.         Finance:

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

921/1016 It was resolved that all payments on the Finance Schedule Appendix B(2) be authorised with a change to the Tatsfield in Bloom grant from £1800 to £1000 as detailed in Resolution 916/1016. It was also resolved that in Mike Sarll’s absence authorisation would be taken over by Niall Kells.

 

b)    Items requiring expenditure:
  • New fire extinguishers x 4 - £196 + VAT

922/1016 The fire extinguishers quote for £196+VAT was approved.

 

  • Disabled parking notices £86.18 + VAT

923/1016 Purchase of the disabled parking notices was approved at £86.18 + Vat.

 

  • Name plates on front of AMB (awaiting quote)

924/1016 It was agreed to defer this until the Clerk had received the quote.

 

  • Decorating around new door (inside) Village Hall - £60 + paint

925/1016 The quote for £60 + paint was approved.

 

  • Contribution towards signpost in Biggin Hill for Tatsfield - amount discussed and agreed

926/1016 It was resolved to defer this item until a quote had been received.

 

  • Electrical work on Village Hall: £360.50 (some of this includes Christmas lighting work)

927/1016 The quote for electrical work additional to the Christmas lighting already approved by the Parish Property Committee was approved.

The Clerk was asked to proceed with these items.

 

c)     Parish Land Committee meeting recommendations:
  • Approval of expenditure on purchasing and installing Christmas lights for large tree on village island (Westmore Green) - subject to clarifications detailed in the meeting - £3021.05 (+ VAT on £2071.05)

928/1016 Following a short discussion it was resolved to approve the expenditure proposed in this agenda item, subject to clarification that Niall Kells wished to undertake regarding timings and installation as well as possible changes to materials specified in the original quote.

It was additionally resolved that a final clarification on the matter was needed by 4th November and the lights needed to be installed around the 1/12/16.

It was noted that should residents feel strongly about having a real Christmas tree the Parish Council welcomed individual donations or arrangement by individual residents to provide one to be placed on the island.

 

  • Approval of expenditure of up to £3000 on provision and installation of new shed and associated works, subject to clarification as detailed in the meeting

929/1016 The expenditure of up to £3000 was approved subject to clarification by the constrictor and provision of a final and exhaustive quote to the Clerk before starting the work.

 

d)    GRANTS 2016-17
  • Consider increase in Christmas Carol Singalong (D Bishop) grant: to £416 from £350 following receipt of expected expenditure

930/1016 It was resolved to keep the grant at £350 for this year – Mr Bishop had not actually asked for an increase.

 

  • Little Acorns Pre School request for £5000 grant for improvement and future development works.

931/1016 It was resolved that the request for £5000 for improvement and future development works could not be granted as the amount requested represented one eighth of the total Parish Council budget and members did not feel such a large proportion should be spent on such a small percentage of villagers and also it was indicated this money would be spent on an all-weather surface, which members had already stated that they would not approve or consent to.

However, the Chair proposed a grant of £500 to assist with the additional and unexpected costs for making changes to the kerb, following the meeting with Mr Carr from the Old Police House. This was approved.

 

The Clerk was instructed to respond with the Parish Council’s offer as well as confirm whether the costs of £1000 for the kerb changes would include disposal of the existing kerb and whether the 9’’ of space between the fence and kerb would be filled with tarmac.

9.         Report from District Councillor: received too late for main meeting

The Clerk presented the District Councillor’s report which she had not managed to present to the main meeting and involved:

  • Attendance at various meetings including the Resources meeting and the Community Services team
  • Experience at the Customer Services desk
  • Tour of housing and local plan meeting
  • Requested Parish Council assistance with which unmade roads are most affected by HGVs so this can be presented to David Hodge.
  • Highlighted the visit by the Police and Crime Commissioner to the Village on 18th October.

10.      Emergency Plan: discuss update

There was no update at this meeting.

11.      Parish Council Land / Property

  • Little Acorns project (behind Village Hall) – update

This item had been covered under 8d.

 

  • Westmore Green: request for advert by Tatsfield Singers (December)

932/1016 It was resolved to approve this request and the Clerk was instructed to respond with the standard advertising requirements.

12.      Tatsfield Village:

  • White line needs painting opposite Ninehams: update

A resident had reported that the white lines down Ship Hill needed repainting down the middle opposite Ninehams Road.

933/1016 The Clerk was instructed to request this from Surrey County Council.

 

  • Road humps down Ricketts Hill Road to slow traffic: discuss proposal from resident

934/1016 This request was discussed, but with 2 members having been part of recent Speedwatch sessions when they had not caught one person exceeding the speed limit on Ricketts Hill Road, it was determined there was not enough evidence to support this proposal.

 

  • Old Ship vacancy: possible course of action with freehold owners

The Chair reported she had discussed this with the freehold owners and had received very positive and supportive comments. The freehold owners had 2 possible tenants being interviewed and hoped to have them in place shortly and opening the pub back up in the medium term, depending on which tenant was chosen.

There was also a Tatsfield resident with ideas about forming a community group to purchase the freehold and run it as a community asset. This matter would need to be examined over the coming months.

13.      Review of Roles and Responsibilities 2016-17 document: request to add additional members to Parish Property responsibilities as detailed in Parish Property Committee minutes 13/10/2016 (Resolution 71/PL1016)

935/1016 It was resolved to defer this to the November main meeting to ensure all members had a chance to examine current roles and integrate Mike Pendleton. The Clerk to circulate current copy of this document.

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

The Chair brought the matter of the In Bloom Purple4 Polio project which involved a proposal to plant 5000 crocuses around the Royal Oak on Tatsfield Green to the attention of members. Sean Lawrence, a contractor from Tandridge District Council was on hand at the meeting to clarify possible challenges to grass cutting and his requirements from the In Bloom group regarding where on Tatsfield Green the planting would take place.

936/1016 It was resolved to support the In Bloom proposal to plant 5000 crocuses around the Royal Oak, as long as the planting was kept to around a 6m x 6m square and that all requirements and communication with Sean Lawrence and his team. The Parish Council also wish to be kept involved.

15.      Matters for Reporting or Inclusion in a Future Agenda

  • It was noted that Shelley’s had been approved.
  • Could Fair Trade be placed on the next agenda
  • The Clerk noted a request for 13 bookings of the Parish Room for an hour (circulated by email) by Tandridge Youth Services division. An agreement had been reached and the room would be charged.
  • Replacement of Clerk

 

The meeting concluded at 9.50 pm

 

Subjects raised in Public Adjournments

1-     Congratulations to the Parish Council for the gorgeous display of poppies around the Village.

 

 

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

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

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

In progress

Item & page

(26 Sep 2016)

Action

Who

Date by

Result

889/0916 92

Obtain breakdown of costs for Christmas Carol singalong event

Clerk

31/10/2016

COMPLETE

Item & page

(10 Oct 2016)

Action

Who

Date by

Result

909/1016 96

Consult with the community ref CIL spend

Chair

16/10/2016

 

909/1016 97

Request advice from SSALC

Clerk

12/10/2016

In progress

Item & page

(31 Oct 2016)

Action

Who

Date by

Result

918-919/1016 103

Inform Tandridge Planning of Parish Council’s resolution

Clerk

2/11/2016

COMPLETE

920/1016 103

Instruct James Garside as consultant for Neighbourhood Plan and inform the other applicants they were not successful

Clerk

4/11/2016

 COMPLETE

922-927/1016 104

Implement resolutions relating to approved finance items

Clerk

8/11/2016

 COMPLETE

928/1016 104

Provide final clarification on outstanding electrical and other items relating to the installation of the new Christmas lights

N Kells

4/11/16

COMPLETE

931/1016 104

Respond to Little Acorns pre-school re grant request and offer alternative amount

Clerk

3/11/2016

COMPLETE

932/1016 105

Respond to Tatsfield Singers

Clerk

3/11/2016

COMPLETE

933/1016

Request white lines be painted (SCC)

Clerk

8/11/2016

 in progress

935/1016

Circulate up to date Roles and Responsibilities document

Clerk

4/11/2016

COMPLETE

 

Agenda for Finance Committee Meeting of Tatsfield Parish Council held on 21st November 2016 at 8pm in the Parish Rooms

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 21st November 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 Pendleton Mrs Nichola Stokoe

 

In Attendance:        Mrs Ana Hughes (clerk)

                             

And 1 parishioners

 

1.       Election of Chair

078F/1116 The Chair proposed this be deferred until the next meeting to give the newest member of the Committee a chance to get acquainted with the processes and procedures of the Finance Committee. This was approved.

2.       Apologies

079F/1116 Mike Sarll presented his apologies. These were received and accepted by members.

 

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

None

4.       Agree and Sign the Minutes of the Last Meeting held on 17th October 2016

080F/1116 It was resolved the minutes of the last meeting held on 17th October 2016 represented an accurate record of that meeting and they were duly signed by the Chair.

5.       Grant requests for current financial year:

a)    Johns Road: total cost of work £1865 - ask for grant towards cost of repairs to road

The Chair noted that the grant request had come for Johns Road, not St Johns Road as was listed on the agenda. The Clerk agreed and apologised for her mistake and that this would be changed in the minutes.

The Chair went on to state that the Parish Council had provided support for repairs to unadopted roads in the past – Ninehams, Old Lane and others, however this had been based on the premise that the repairs would benefit all users of the road, not just those residing there.

081F/1116 It was resolved the Clerk should request a full specification of the works listed in the request for the grant as well as detailed of the vote referred to in the request to establish the basis of the ‘majority’ which was listed in the grant request.

b)    The Vern Association - £1250-£1500years.

082F/1116 It was resolved that the Finance Committee recommended an award of £750 grant to the Vern Association in line with awards in previous years. The Clerk to inform the Vern Association.

c)    East Surrey Museum: regular annual contribution of £50-£100 per annum

083F/1116 It was resolved to award £100 grant for 2016-17 and then to arrange a visit to the museum to assess whether a more regular contribution would then be appropriate for the next financial year. The Clerk was instructed to inform of the grant award.

d)    Pollination Project: £2,000

084F/1116 it was agreed to defer further decisions on this matter to the Main meeting in December as the Clerk had not yet received any new specification or proposal.

6.       Grant Requests for Financial Year 2017-18

a)     Tatsfield Composting Group: £250

085F/1116 It was resolved the Tatsfield Composting Group’s request for a grant of £250 for the financial year 2017-18 be accepted. The Clerk was asked to request a copy of the Horticultural Society’s accounts before the grant was issued.

b)    Tatsfield Fair-Trade Group: £750

086F/1116 It was resolved that the grant request for £750 for the financial year 2017-18 from the Tatsfield Fair-Trade Group be approved on condition that their most recent accounts were sent to the Clerk. The Clerk was instructed to implement this resolution.

c)    Tatsfield in Bloom:

Tatsfield in Bloom had requested a grant of £2000 for the 2017-18 financial year. They had provided the Clerk with accounts for 2016 and full budget for their proposed income and expenditure in 2017 as required by Finance Committee resolution 074F/1016 (17/10/16).

087F/1116 It was resolved to approve the grant request for 2017-18 for Tatsfield in Bloom of £2000 subject to continuing full planning and management of expenditure in the coming year. The Clerk was asked to inform the group of this resolution.

7.       Budget 2017-18:

a)     Check over final draft and approve for submission for full council.

It was noted that there may be considerably more CIL income in the coming financial year than had been stated in the budget but that because time scales could not be formally stated it would not be prudent to include these in budget predictions.

088F/1116 The final draft was checked and the following changes made to be implemented by the Clerk:

  • Reduce nominal code 4201 to £600 (rates)
  • Increase nominal code 4270 to £2000 (pond)
  • Reduce nominal code 4207 to £4000 (Parish Property Committee)

It was resolved that subject to these changes and following circulation of the new budget to all Finance Committee and Parish Council members this new budget be submitted for full council approval in December.

089F/1116 It was resolved that the Clerk should set up an emergency reserve fund of £7500 for pond expenditure in case this was required in the coming Financial year.

b)    Agree Precept figure to submit for approval to full council

090F/1116 It was resolved to propose a figure of £42000 for the precept for 2017-18 to full council at the December main meeting, on the basis that the Parish Council could ensure that any possible deficit would be borne by the council’s considerable reserves.

8.       Items for Discussion or Referral to Future Agendas

Those mentioned for deferral – i.e. Pollination project.

 

The Meeting closed at 10.00 pm

Item & page

(21 Nov 2016)

Action

 

Who

Date by

Result

081F/1116 10

Request additional details from Johns Road Resident Association

Clerk

25/11/2016

COMPLETE

082F/1116 10

Inform Vern Association of grant awarded

Clerk

25/11/16

COMPLETE

083F/1116 10

Inform East Surrey Museum of grant awarded and arrange visit

Clerk

30/11/2016

 

085F/1116 10

Request copy of THS accounts and inform Composting group of grant awarded

Clerk

25/11/2016

COMPLETE

086F/1116 11

Request copy of Tatsfield Fair-Trade group accounts and inform them of grant awarded

Clerk

25/11/2016

COMPLETE

087F/1116 11

Inform Tatsfield in Bloom of grant award

Clerk

30/11/2016

COMPLETE

088F/1116 11

Implement changes to budget and circulate Final agreed version

Clerk

30/11/2016

 

089F/1116

Set up pond reserve fund

Clerk

5/12/2016

 

 

Agenda for Supplementary Meeting of Tatsfield Parish Council held on 28th November 2016 at 8pm in the Parish Rooms

DRAFT MINUTES of the Meeting of Tatsfield Parish Council held on the 28th November 2016 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                       Mrs Nichola Stokoe (in the chair)

                        Mrs Helena Garcia-McLeod Mrs Althea Davies Mr Mike Pendleton Mr Ian Mitchell

 

                                   

And 6 parishioners.                  

1-    APOLOGIES

958/1116 Apologies were given by Mr Mike Sarll and Mr Niall Kells. These were received and accepted by members.

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

None.

3-    Approve and sign the MINUTES of the meeting held on 14th November 2016

959/1116 It was resolved that most councillors present at the meeting on 14th November 2016 disagreed with the words in resolution 956/1116 of that meeting in that none agreed the Parish Council’s resolution included the words ‘and payment’.

It was therefore resolved that these words should be noted as not having reflected the intention of that resolution and they were removed and signed by the Vice Chair with the new version of the resolution reading:
956/1116 It was resolved that the Parish Council should take responsibility and therefore management and payment for the kerb section of this project. This was based on the recent issues regarding the kerb and resulting increased costs following meetings with the neighbours and addressing their concerns, with the Parish Council taking a far more active role through Niall Kells.

The Clerk was instructed to obtain an additional quote as the current costs were £4200 including VAT.

Once the change had been made, the minutes and appropriate appendices were signed by the Chair.

 

4-    Planning:

a)     TA/2016/1758: Park Wood Golf Club, Chestnut Avenue, Westerham TN16 2EG

Erection of single storey extension to south and west elevations of the club house and erection of 2 storey hotel.

 

960/1116 It was resolved that the Parish Council’s response should indicate that in principle there was no objection to the hotel as long as a condition was imposed indicating that it be used principally in association with sporting activities as indicated in National Planning Policies Framework policies relating to the Green Belt (to be confirmed by Ian Mitchell and agreed by all by email). In principle there was also no objection to the clubhouse being extended.

However, there were strong reservations regarding the design and aesthetic details proposed in the planning application. There were also concerns that the proposed plans were not appropriate for the site, especially with a flat roof and were not in keeping with the general surroundings.

It was resolved that exact wording on this response to be agreed between members by email and then sent to Tandridge by the Clerk.

 

b)    TA/2016/2081: White Gables, Cudham Road, Tatsfield TN16 2NJ

Demolition of existing conservatory. Erection of single storey conservatory to side elevation.

961/1116 It was resolved to indicate to Tandridge the Parish Council had no objection to this planning application.

 

962/1116 The Clerk was instructed to inform Tandridge Planning of Parish Council resolutions.

 

c)     Neighbourhood Plan: update

The Clerk confirmed that a meeting with the newly appointed Neighbourhood Planning consultant would be taking place on 8th December 2016 at 8pm in the Parish Rooms.

5-    Finance:

a)     Authorise payments (including authorisation of internet banking) detailed in Appendix B(2)
b)    Items requiring expenditure:
  • Repairs to 1st floor radiators: £275.00 (retrospective ratification)

963/1116 It was resolved to ratify this item and its action considered justified in the current weather conditions and given it was in a tenant’s office.

 

  • Repairs to Velux leak in Room 3 AMB: £275.00

964/1116 It was resolved to approve the work to repair this leak as per the quote.

 

  • Repair to vandalised bus shelter: £95.00

965/1116 It was resolved to approve this quote to repair the vandalised bus shelter.

  • Repair to Village Hall guttering: £95.00

966/1116 It was resolved to approve this quote to repair the Village hall guttering.

 

  • Gents toilet repairs / maintenance AMB: £105.00

967/1116 It was resolved to approve this quote to repair the gent’s toilet in the AMB.

 

  • Pigeon solution: discuss

The Clerk noted that the cage put up by Balcombe Pest Control in October had had to be dismantled following complaints from residents of pigeons being caught up in the cage and getting seriously hurt. Niall Kells and Dave Mitchell had removed the cage and noticed there were fledglings in the roof cavity.

Balcombe (once contacted) had indicated that further work would need to be done by a builder, involving a quote to either remove roof tiles and access the pigeons through the top of the roof opening, or by putting in a hatch from the bottom to remove existing birds. Once all pigeons had been removed the cavity could then be sealed off.

968/1116 It was resolved the Clerk should obtain a quote from Dave Mitchell to perform this work.

 

  • In principle – sign to car park from Village centre

969/1116 Following a short discussion it was resolved that an exact location and format for the sign was needed before agreement be reached. Althea Davies and Ian Mitchell to liaise.

 

  • topographical survey of boundary – Tatsfield Green / Tatsfield Lodge: £1375 + VAT minimum.

970/1116 it was resolved the Chair should agree wording with the Clerk and Vice Chair regarding a proposal to Tatsfield Lodge for sharing the costs of the survey and that all findings be binding on both parties.

 

c)     CIL expenditure: discuss request from Surrey County Councillor D Hodge for £2000 CIL money towards the cost of refurbishments of the path to the Scout Hut / Playing Fields

971/1116 It was unanimously resolved that this request be approved. The Clerk was instructed to inform Councillor Hodge.

6-    Emergency Plan: discuss update

Althea Davies noted this was an ongoing project and that she would be engaging with village groups together with the Chair, to increase knowledge and exposure to the more vulnerable groups.

Ian Mitchell also noted the list of volunteers needed updating.

7-    Policy / Procedure for future projects on Parish Council land

The Chair proposed the creating of a policy or procedure with a step by step process with specific stages listed, for any future work taking place on Parish Council land following the Parish Council’s recent experiences. She also noted that any large project such as the one currently ongoing with Little Acorns required a single point of contact on the Parish Council side who would manage the project.

972/1116 Mike Pendleton volunteered to start the step by step listing for this item and all agreed with his nomination and with the proposal put forward by the Chair.

8-          Parish Council Land / Property

a)     a)      Little Acorns project: discuss and agree Parish Council take-over on Hedge and fencing aspect of project following recent events

The Chair noted that this project had not gone quite to plan with a number of issues arising especially regarding the boundary, changes to the kerb and others. She therefore proposed that the Parish Council should take full management and control over the parts of the project relating to any changes or removal of the hedge, fence and kerb.

973/1116 It was resolved that the Parish Council would take over management and responsibility for progression of the parts of the project named above where it related to the hedge, fence or kerb located on or near the boundary between the Village Hall and the Old Police House. It was further resolved that a named Project Manager would be nominated for the life of this project and that it did not mean that the Parish Council would have full responsibility for funding the project.       

It was further resolved the Clerk should proceed and obtain at least 2 quotes for each of the sections of the project, to be given to her with the Parish Council’s name.

 

9.32pm The meeting was adjourned for public participation

9.46pm The meeting was resumed

 

Members discussed the other part of the project, relating to the bow top fencing which would be managed and had already been paid for by Little Acorns Pre School.
The Chair proposed that the bow top fencing project should proceed with installation despite the other aspects of the project not having been resolved.

There were a number of concerns arising from the map that Little Acorns had produced:

  • The gates were shown on the map to be opening inwards but Little Acorns confirmed they should be opening outwards – if the map was wrong already then how could the rest of the information be trusted?
  • If the gates were installed as per the map would they be safe for the children if there was no fencing to be going right up against the hedge?
  • If the gates were installed with the post for the gates being placed up against the kerb would this not cause problems for the future should the other projects go ahead? This could result in damage to the post and gates.

 

It was noted from the Little Acorns representative at the meeting that Little Acorns were willing to take the risk that damage might occur to the gate post / gate should the project being managed by the Parish Council proceed.

 

The Chair asked whether the Parish Council had any objections to Little Acorns putting in the bow top fencing with the gate as per the map on Parish Council land subject to the results of a meeting to take place between Little Acorns, the contractor for the bow top fencing and Councillor Mike Pendleton on 29th November 2016 in the morning to address the concerns listed above.

 

974/1116 It was resolved with a couple of reservations, that the Parish Council should agree to the project for installation of the bow top fencing on Parish Council land as per the map included in these minutes to proceed on the 14th December 2016 subject to a satisfactory conclusion of the meeting to take place on 29th November 2016 on site with the contractor and representatives from the Parish Council and Little Acorns to address the concerns listed above.

 

b)    Pond: discuss recent feedback from residents and agree next steps on pond

975/1116 It was resolved to defer this item to either the December or January main meeting.

 

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

None

10- Matters for Reporting or Inclusion in a Future Agenda

  • It was noted that a closed Facebook group had been set up and was being managed by one of the local residents – all Tatsfield residents were invited to apply.
  • Helena Garcia-Macleod noted that there had been reports of sleepy wasps in the Village Hall.
  • Final possible forum for response to Local Plan consultation at December main meeting – all encouraged to read Ian Mitchell’s hard work in summarising to be ready to agree a response.
  •  

The meeting concluded at 10.20 pm

 

Subjects raised in Public Adjournments

1-     Little Acorns do not mind if the other aspects of the project in item 8a do not proceed – their main concern is with the installation of the bow top fencing to provide a safe and free flow play area for the children.

2-     Concern about the fact that if the other areas of the project did not proceed this would result in a reduced and less fulfilling play area for the children.

3-     Serious complaint about the way the project has been handled so far by all parties, with errors in the letter regarding dimensions for the kerb, errors and ‘hoodwinking’ by the Parish Council and Little Acorns and the wording of the letter being rude.

4-     Concerns raised that if the bow top fencing project goes ahead without the other areas being resolved, then this would not be the right way and create even more problems.

5-     How has the project changed from just the bow top fencing enclosure to a full blown plan to take down the hedge, erect a new fence and potentially cause problems with flooding?

6-     The map showed the gates opening inwards and they should open outwards!

 

 

Item & page

(12 Sep 2016)

Action

Who

Date by

Result

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

In progress

Item & page

(10 Oct 2016)

Action

Who

Date by

Result

909/1016 96

Consult with the community ref CIL spend

Chair

16/10/2016

 

909/1016 97

Request advice from SSALC

Clerk

12/10/2016

COMPLETE

Item & page

(31 Oct 2016)

Action

Who

Date by

Result

933/1016

Request white lines be painted (SCC)

Clerk

8/11/2016

COMPLETE

Item & page

(14 Nov 2016)

Action

Who

Date by

Result

941/1116 108

Publicise the Local Plan information meeting

All

16/11/2016

 

947/1116 109

Obtain full cost sings and proposal for pollination project

Clerk

28/11/2016

In progress

949/1116 110

Request progress update from Philippa Gates (SCC)

Clerk

19/11/2016

In progress

Item & page

(28 Nov 2016)

Action

Who

Date by

Result

960-962/1116 117

Inform Tandridge planning of TPC resolutions

Clerk

2/12/2016

 COMsPLETE

963-967/1116 – 118

Clerk to inform contractor to proceed with work

Clerk

2/12/2016

COMPLETE

968/1116 118

Obtain quote for additional work to remove pigeons

Clerk

12/2/2016

 in progres

969/1116 118

Investigate exact location and format of sign

Ian Mitchell / Althea Davies

12/2/2016

 in progress

970/1116 118

Draft letter to send to Mr Viner ref topographical survey

Chair / Vice Chair / Clerk

2/12/2016

COMPLETE

971/1116 119

Inform Councillor Hodge of Parish Council approval

Clerk

2/12/2016

COMPLETE

972/1116 119

Look into and draft policy / procedure for projects on Parish Council land

Mike Pendleton

9/1/2017

 COMPLETE

973/1116 119

Obtain at least 2 quotes for each item

Clerk

12/2/2016

 in progress

974/1116 119

Go ahead for bow top fencing following satisfactory report back from M Pendleton

Mike Pendleton

30/11/2016

COMPLETE