Agenda for Supplementary meeting of Tatsfield Parish Council to be held on 26th January 2015 at the Parish Rooms at 8.00pm

 

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

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Doug Massey, Mr Ian Mitchell, Mr Peter Kerry, Mrs Nichola Stokoe, Mrs Helena Garcia

 

In Attendance:  Ana Hughes (Clerk)       

                                   

And 0 parishioners.                  

           

1.         APOLOGIES

Michael Rennie - these were received and accepted by members

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

None

3.         Approve and sign the MINUTES OF THE PREVIOUS MEETING held on 12th January 2015

220/0115 The minutes and appendices of the meeting held on 12th January 2015 were approved and signed by the Chair as a correct record following and addition on page 1 to item 5a 200/0115 - This appears to be a significant extension but the Parish Council has no objection as long as the dimensions proposed fall within acceptable bounds for extensions within a settlement area.

The addition was approved.

4.         PLANNING:

(a)     TA/2015/9: The Spinney, Maesmaur Road, Tatsfield, TN16 2LD
Erection of single storey extension to south west elevation and single storey extension to south east elevation. (Certificate of Lawfulness for a Proposed Use or Development)

221/0115 It was resolved that in view of the fact that the current proposal has been revised from TA/2014/1673 there is no comment and the Parish Council assumes it complies with Tandridge District Council guidance.

(b)     TA/2015/70/EIA: Moorhouse Tile Works, Westerham Road, Moorhouse, Surrey TN16 2ET
Screening opinion in order to determine whether an Environmental Impact Assessment (EIA) would be necessary for the redevelopment of Moorhouse tileworks.

222/0115 It was resolved this application had been noted but the Parish Council did not wish to comment at all on this application.

 

223/0115 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

5.         Parish Council property and Land:

(a)     Pippins: update

224/0115 A letter had been received from the Pippins’ owner’s solicitor. It was resolved that should there be no further communication before the main meeting on 9th February then a letter would be prepared and brought to the meeting for approval to send to the property agent and current owner.

(b)     Wayleaves: Discuss and resolve reviewing the current decision on wayleaves/easements over Parish Council Land, agree way forward and consider options.

225/0115 The Chairman proposed and it was resolved that this item formed part of items for which a policy decision was needed. A list would be brought to the meeting with policy decisions drafted for approval. This was therefore deferred until the meeting on 9th February 2015.

(c)     Maesmaur Road Corner: ratify decisions following recent meeting with adjacent residents

226/0115 The Chairman noted the recent meeting in January with adjacent residents from Vale House and Peace Cottage had been positive and a letter had been sent out summarising extracts of the surveyor’s report and offering to arrange an on-site visit to mark out the boundaries. The Clerk was arranging the visit. Members approved the process and the aim of re-instating the Parish Council land boundaries.

6.         Finance:

(a)     add Niall Kells charge for work to first floor lights to Appendix B from main meeting 12/1/15

227/0115 It was resolved that the invoice from Niall Kells be added to Appendix B from main meeting on 12/1/15. The cheque and invoice would be signed as soon as possible.

7.         Modernising Parish Polls: consultation and response (due 30/1/15)

228/0115 Having read through the summary from NALC all proposed items appeared reasonable and it was resolved that the Parish Council should not comment on this consultation.

8.         Chinese lantern release on Parish Council land : review of policy

229/0115           The Chairman proposed and it was resolved this item would fall under the banner of item 5b in these minutes and therefore resolution 225/0115 would apply.

9.         Report on Citizens Advice Bureau

230/0115 Peter Kerry reported on a new Facebook page for the Citizens Advice Bureau. He proposed and it was resolved that the Tatsfield Village Facebook page should show a link to it as long as this could be done.
231/0115   Nichola Stokoe noted the Facebook page currently managed by her and the Clerk should be turned over to a village team. The Chair proposed and it was resolved that Peter Kerry should issue a request in the Parish Magazine for volunteers and also investigate whether Trevor Sykes would be willing to take on part of the role.

10.     Biggin Hill Airport : report from meeting and consideration of correspondence received.

Ian Mitchell informed members through his report that Bromley Council had announced its own Consultation in addition to that taken by the Airport itself on proposed extensions to operating hours. There would also be an emergency meeting of the Consultative Committee to address 3 questions put to them by the Managing Director of the airport. Additionally the Bromley Residents Federation has challenged various of the statements put out by the Airport with regards to its actual opening hours . The Chair confirmed she had received a written request from Bromley Residents Against Airport Development (BRAAD) asking Tatsfield Parish Council to change its support of the airport’s proposal, based on the information presented in their information pack challenging the actual opening hours of the airport, and stating that the impact of the proposals would be far greater than had been implied in the initial consultation.

232/0115 The Chairman proposed and it was resolved the Parish Council would not change its position on support for the airport’s proposals made in October 2014. Despite the new information the impact of jets flying in and out of Biggin Hill at the extended hours proposed should be minimal. The Clerk was instructed to write to BRAAD and inform them of the Parish Council’s decision.

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

233/0115 The Chairman proposed and it was resolved to approve consideration for the request from Tatsfield Vern d’Anjou for assistance from the Parish Council to make up their current shortfall in fundraising for the 40th Anniversary visit of the Vern d’Anjou residents to Tatsfield in April. It was further proposed that the Parish Council should approve making up the shortfall of £1250 subject to ratification at the meeting in February, and the receipt of the group’s proposed itinerary indicating costs of each proposed activity. The Clerk to inform the organisation and request the itinerary.

12.    MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

  • Suggestions for new contractors to install benches – Clerk could contact Titsey Estate, John Howard and Landscape gardeners in Parish magazine.
  • Weather likely to change in the next week – Tandridge workers on the list resident in Tatsfield have the Clerk’s contact number should they be needed to assist in clearing surfaces. (Doug Massey)
  • Enforcement order has been served on Land at Cudham Road with residents at that location having until 30/3/15 to clear the land of all offending items. (Ian Mitchell)
  • Need to address the outstanding items on the list Ian Mitchell gave for the Aileen McHugo Building and generally tidy it up in time for May (Ian Mitchell)
  • Need an update on defibrillators – Biggin Hill has now installed 2 and have plans for further machines.

 

   The meeting concluded at 9.25pm

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8e, 19

Arrange meeting with key parties for Old Lane discussions

D Massey / Chair

31/3/2014

In progress

8g, 19

Agree follow up of progress on appraisal recommendations with members of the appraisal group

Chair

New Year

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

In progress

Item & page

(12 Jan 2015)

Action

Who

Date by

Result

205/0115, 1

Ask at what point Parish Council would be made aware of offered sites in Phase 1

Clerk

9/2/15

In progress

207/0115, 2

Purchase and arrange installation of new kitchen door

Clerk

9/2/15

In progress

214/0115, 3

Arrange for £450 to be donated to Tatsfield in Bloom

Clerk

9/2/15

In progress

Item & page

(26 Jan 2015)

Action

Who

Date by

Result

223/0115

Inform Tandridge planning of Parish Council decisions

Clerk

9/2/15

COMPLETE

225/0115

Arrange guidelines for policy on items to be presented for approval in February

Chair / all

9/2/15

In progress

230/0115

Add link from Facebook page to CAB facebook page

Clerk/N Stokoe

9/2/15

In progress

231/0115

Request admins for Facebook page

P Kerry

15/2/15

 

232/0115

Inform BRAAD of Parish Council decision

Clerk

01/02/2015

COMPLETE

 

Agenda for Supplementary meeting of Tatsfield Parish Council on 23rd February 2015 at 8pm in the Parish Room

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

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Doug Massey, Mr Ian Mitchell, Mr Peter Kerry, Mrs Nichola Stokoe,

Mrs Helena Garcia. Mr Michael Rennie

 

In Attendance:  Ana Hughes (Clerk)       

                                   

And 1 parishioners.                  

           

1.         APOLOGIES

None

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

None

3.         Approve and sign the MINUTES of the meeting held on 9th February 2015

258/0215 The minutes and appendices of the meeting held on 9th February 2015 were approved and signed by the Chair as a correct record following and addition on page 11 to item 6a Trees in Rag Hill Close. The word Hill was added to the heading.

The addition was approved.

4.         PLANNING:

(a)     TA/2015/135: Sylvan Bank, Ship Hill, Tatsfield, TN16 2JY
Erection of single storey front extension.

259/0215 No objections to this planning application as long as previous permissions already granted to the property are taken into account and the cumulative footprint does not exceed the recommended limits on permitted development.

(b)     TA/2015/200: The Spinney, Maesmaur Road, Tatsfield, TN16 2LD
Erection of roof over existing side elevation.

260/0215 No comment.

(c)     TA/2015/228: Wyscan, Ricketts Hill Road, Tatsfield, TN16 2NG
Erection of first floor side extension.

262/0215 No objection to this planning application but notes there appears to have been an extensive planning application history applicable to this property.

 

263/0215 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

5.         Parish Council property and Land:

(a)     Westmore Green : request for Tatsfield PTA to use Green for Beer Festival on 19/9/15 from 1-9pm

264/0215 The Chair proposed and it was resolved that this should be granted with the following conditions and notifications:

  • Pre-approval for setting up time on Westmore Green, likely to be started the previous day, which was not included in the original request.  
  • the strict observance of advertising restrictions as detailed in the advertising season ticket letter awarded in 2013 to Tatsfield Primary School PTA. There were several complaints regarding the location and advance posting of advertising in and around the village the previous year, including Westmore Green.
  • that the organsiers of the event make arrangements to ensure the festival is kept controlled and managed as in previous years, given the consistent increase in hours each year and the amount of time people have to imbibe alcohol in a public place.

The Clerk was instructed to ensure any additional requirements to satisfy the Parish Council’s insurers were also adhered to when contacting the PTA on this matter.

(b)     Tatsfield Allotments and Community Gardens : change of management agreement

265/0215 It was resolved to approve the action list for the change of management group from the Tatsfield Horticultural Soceity to the Tatsfield Allotments and Community Gardens Group in their own right. This listed the following activities :

 

1. Obtain written confirmation from the Horticultural Society that they agree to the TACG taking over.

2. Obtain a copy of the TACG constitution just to confirm that it allows them to manage the allotments, enter into legal documents and pay the rent etc. – also ensure up to date copies of the accounts are available for scrutiny

3. Redraft the original Management Agreement replacing TACG with THS.

4. Obtain the original and counterpart Management Agreements signed by the PC and THS.

5. Have the new Management Agreement signed by both parties and dated.

6. Score through the now obsolete Management Agreement.

7. Advise TACG that they should now redraft the existing Tenancy Agreements with themselves as new Landlord.

8. Advise TACG that they should now redraft the existing Rules removing reference to THS and replacing with themselves.

9. Request copies of the updated documents for our file.

 

The Clerk to action items 1, 2, 4 as a starting point.

 

266/0215 The Chair proposed and it was resolved that the Parish Council’s landlord – Whelan Farms – be contacted as a matter of courtesy once the new agreement was in place.

 

6.         Finance:

(a)     Installation of benches : approve quotes received - £750 for all replacement, £1100 for 2 new fittings and 6 replacements

267/0215 Following receipt of the 2 quotes it was decided to appoint Woodstone Landscaping as the installer for the benches based on their quote dated 12/2/15. It is estimated that for a replacement of 6 benches and installation of 2 benches from scratch the estimated cost would be at around £1100. The appointment was subject to a successful clarification of the following :

  • Has the supplier visited the site of each bench to assess any possible ‘surprises’
  • It would be beneficial to both parties for the supplier to meet members on one of the Saturday ‘surgeries’ at the Bakery to discuss concerns and any queries either party may have
  • The quote includes an item for disposal of existing benches – the supplier should be aware of the Parish Council’s plan to offer them to residents and therefore there may not be many to dispose of
  • Can the supplier transport the benches from their intended storage area ?
  • Can the supplier replace exsiting benches by Easter to ensure the new benches are in place for the Vern visit ?

 

The Clerk was asked to contact the supplier with clarifications and to proceed with the ordering of the benches as soon as possible.

(b)     Door fitting costs : update

268/0215 Total estimated costs of purchasing and installing the new kitchen door were likely to be around £600 (some VAT included). It was agreed this was well within the approved amount of £1000 (207/0115 – January minutes). The Clerk noted the door had been ordered, the contractor was awaiting delivery and Doug Massey confirmed the proposed crash bar would be fit for purpose.

(c)     Grant request: Tatsfield Parish Magazine 2014-15

269/0215 The Chair proposed and it was resolved that a grant of £250 be approved for the Tatsfield Parish Magazine. Peter Kerry noted that the advertising charges should be increased to make the magazine self funding.

7.         Old School: concern re parking provision being insufficient for new pre-school

270/0215 Following receipt of concerns regarding the parking provisions available for the new pre-school, to open at the site of the Old Primary school, the Chair proposed and it was resolved the Clerk should thank the resident and inform him the matter will be monitored closely once the pre school opens.

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

None.

9.         MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

  • Need to approve the final version of the Village Design / Development Statement 2014.
  • Clerk in the process of arranging a meeting with the proposers of the Youth Group
  • What does the Parish Council wish to do to commemorate the 100th Anniversary of the first Tatsfield death in WW1 in April ?

 

   The meeting concluded at 9.15 pm

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8g, 19

Agree follow up of progress on appraisal recommendations with members of the appraisal group

Chair

New Year

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

Inform organization of grant approval and obtain required proof of purchase to support grant paperwork

Clerk

30/11/14

In progress

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

COMPLETE

Item & page

(12 Jan 2015)

Action

Who

Date by

Result

207/0115, 2

Purchase and arrange installation of new kitchen door

Clerk

9/2/15

COMPLETE

Item & page

(26 Jan 2015)

Action

Who

Date by

Result

225/0115

Arrange guidelines for policy on items to be presented for approval in February

Chair / all

9/2/15

Delayed to March

230/0115

Add link from Facebook page to CAB facebook page

Clerk/N Stokoe

9/2/15

In progress

231/0115

Request admins for Facebook page

P Kerry

15/2/15

 

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

252/0215

Letter to Pippins owner/solicitor

Clerk / Nichola Stokoe

20/2/2015

COMPLETE

253/0215

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0215

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0215

Action the list of items for the AMB

Clerk

09/3/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

263/0215, 18

Inform Tandridge planning of Parish Council decisions

Clerk

25/2/15

COMPLETE

264/0215, 18

Inform PTA of Parish Council decisions and conditions

Clerk

27/2/2015

COMPLETE

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

266/0215, 19

Inform Whelan of new management group

Clerk

TBC

 TBC

267/0215, 19

Inform Woodstone Landscaping of Parish Council award and request clarification of queries

Clerk

26/2/2015

COMPLETE

268/0215., 19

Complete door installation

Clerk

11/3/2015

In progress

269/0215, 19

Inform TPM of grant award

Clerk

2/3/2015

 COMPLETE

270/0215, 19

Inform resident of Parish Council response

Clerk

27/2/2015

COMPLETE

 

 Agenda for Supplementary meeting of Tatsfield Parish Council on 23rd February 2015 at 8.00pm in the Parish Rooms

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

Present:                       Mrs Susan Smale (in the chair)

                                    Mr Doug Massey, Mr Ian Mitchell, Mr Peter Kerry, Mrs Nichola Stokoe,

Mrs Helena Garcia. Mr Michael Rennie

 

In Attendance:  Ana Hughes (Clerk)       

                                   

And 1 parishioners.                  

           

1.         APOLOGIES

None

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

None

3.         Approve and sign the MINUTES of the meeting held on 9th February 2015

258/0215 The minutes and appendices of the meeting held on 9th February 2015 were approved and signed by the Chair as a correct record following and addition on page 11 to item 6a Trees in Rag Hill Close. The word Hill was added to the heading.

The addition was approved.

4.         PLANNING:

(a)     TA/2015/135: Sylvan Bank, Ship Hill, Tatsfield, TN16 2JY
Erection of single storey front extension.

259/0215 No objections to this planning application as long as previous permissions already granted to the property are taken into account and the cumulative footprint does not exceed the recommended limits on permitted development.

(b)     TA/2015/200: The Spinney, Maesmaur Road, Tatsfield, TN16 2LD
Erection of roof over existing side elevation.

260/0215 No comment.

(c)     TA/2015/228: Wyscan, Ricketts Hill Road, Tatsfield, TN16 2NG
Erection of first floor side extension.

262/0215 No objection to this planning application but notes there appears to have been an extensive planning application history applicable to this property.

 

263/0215 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

5.         Parish Council property and Land:

(a)     Westmore Green : request for Tatsfield PTA to use Green for Beer Festival on 19/9/15 from 1-9pm

264/0215 The Chair proposed and it was resolved that this should be granted with the following conditions and notifications:

  • Pre-approval for setting up time on Westmore Green, likely to be started the previous day, which was not included in the original request.  
  • the strict observance of advertising restrictions as detailed in the advertising season ticket letter awarded in 2013 to Tatsfield Primary School PTA. There were several complaints regarding the location and advance posting of advertising in and around the village the previous year, including Westmore Green.
  • that the organsiers of the event make arrangements to ensure the festival is kept controlled and managed as in previous years, given the consistent increase in hours each year and the amount of time people have to imbibe alcohol in a public place.

The Clerk was instructed to ensure any additional requirements to satisfy the Parish Council’s insurers were also adhered to when contacting the PTA on this matter.

(b)     Tatsfield Allotments and Community Gardens : change of management agreement

265/0215 It was resolved to approve the action list for the change of management group from the Tatsfield Horticultural Soceity to the Tatsfield Allotments and Community Gardens Group in their own right. This listed the following activities :

 

1. Obtain written confirmation from the Horticultural Society that they agree to the TACG taking over.

2. Obtain a copy of the TACG constitution just to confirm that it allows them to manage the allotments, enter into legal documents and pay the rent etc. – also ensure up to date copies of the accounts are available for scrutiny

3. Redraft the original Management Agreement replacing THS with TACG.

4. Obtain the original and counterpart Management Agreements signed by the PC and THS.

5. Have the new Management Agreement signed by both parties and dated.

6. Score through the now obsolete Management Agreement.

7. Advise TACG that they should now redraft the existing Tenancy Agreements with themselves as new Landlord.

8. Advise TACG that they should now redraft the existing Rules removing reference to THS and replacing with themselves.

9. Request copies of the updated documents for our file.

 

The Clerk to action items 1, 2, 4 as a starting point.

 

266/0215 The Chair proposed and it was resolved that the Parish Council’s landlord – Whelan Farms – be contacted as a matter of courtesy once the new agreement was in place.

 

6.         Finance:

(a)     Installation of benches : approve quotes received - £750 for all replacement, £1100 for 2 new fittings and 6 replacements

267/0215 Following receipt of the 2 quotes it was decided to appoint Woodstone Landscaping as the installer for the benches based on their quote dated 12/2/15. It is estimated that for a replacement of 6 benches and installation of 2 benches from scratch the estimated cost would be at around £1100. The appointment was subject to a successful clarification of the following :

  • Has the supplier visited the site of each bench to assess any possible ‘surprises’
  • It would be beneficial to both parties for the supplier to meet members on one of the Saturday ‘surgeries’ at the Bakery to discuss concerns and any queries either party may have
  • The quote includes an item for disposal of existing benches – the supplier should be aware of the Parish Council’s plan to offer them to residents and therefore there may not be many to dispose of
  • Can the supplier transport the benches from their intended storage area ?
  • Can the supplier replace exsiting benches by Easter to ensure the new benches are in place for the Vern visit ?

 

The Clerk was asked to contact the supplier with clarifications and to proceed with the ordering of the benches as soon as possible.

(b)     Door fitting costs : update

268/0215 Total estimated costs of purchasing and installing the new kitchen door were likely to be around £600 (some VAT included). It was agreed this was well within the approved amount of £1000 (207/0115 – January minutes). The Clerk noted the door had been ordered, the contractor was awaiting delivery and Doug Massey confirmed the proposed crash bar would be fit for purpose.

(c)     Grant request: Tatsfield Parish Magazine 2014-15

269/0215 The Chair proposed and it was resolved that a grant of £250 be approved for the Tatsfield Parish Magazine. Peter Kerry noted that the advertising charges should be increased to make the magazine self funding.

7.         Old School: concern re parking provision being insufficient for new pre-school

270/0215 Following receipt of concerns regarding the parking provisions available for the new pre-school, to open at the site of the Old Primary school, the Chair proposed and it was resolved the Clerk should thank the resident and inform him the matter will be monitored closely once the pre school opens.

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

None.

9.         MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

  • Need to approve the final version of the Village Design / Development Statement 2014.
  • Clerk in the process of arranging a meeting with the proposers of the Youth Group
  • What does the Parish Council wish to do to commemorate the 100th Anniversary of the first Tatsfield death in WW1 in April ?

 

   The meeting concluded at 9.15 pm

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8g, 19

Agree follow up of progress on appraisal recommendations with members of the appraisal group

Chair

New Year

In progress

Item & page

(22 Sept 2014)

Action

Who

Date by

Result

093/2014

Review Parish Room charges

Clerk

13/10/2014

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

Inform organization of grant approval and obtain required proof of purchase to support grant paperwork

Clerk

30/11/14

In progress

Item & page

(8 Dec 2014)

Action

Who

Date by

Result

174/1214 92

Order benches and arrange delivery

Clerk

15/12/14

COMPLETE

Item & page

(12 Jan 2015)

Action

Who

Date by

Result

207/0115, 2

Purchase and arrange installation of new kitchen door

Clerk

9/2/15

COMPLETE

Item & page

(26 Jan 2015)

Action

Who

Date by

Result

225/0115

Arrange guidelines for policy on items to be presented for approval in February

Chair / all

9/2/15

In progress

230/0115

Add link from Facebook page to CAB facebook page

Clerk/N Stokoe

9/2/15

In progress

231/0115

Request admins for Facebook page

P Kerry

15/2/15

 

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

252/0215

Letter to Pippins owner/solicitor

Clerk / Nichola Stokoe

20/2/2015

COMPLETE

253/0215

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0215

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0215

Action the list of items for the AMB

Clerk

09/3/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

263/0215, 18

Inform Tandridge planning of Parish Council decisions

Clerk

25/2/15

COMPLETE

264/0215, 18

Inform PTA of Parish Council decisions and conditions

Clerk

27/2/2015

COMPLETE

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

266/0215, 19

Inform Whelan of new management group

Clerk

TBC

 

267/0215, 19

Inform Woodstone Landscaping of Parish Council award and request clarification of queries

Clerk

26/2/2015

COMPLETE

268/0215., 19

Complete door installation

Clerk

11/3/2015

In progress

269/0215, 19

Inform TPM of grant award

Clerk

2/3/2015

COMPLETE

270/0215, 19

Inform resident of Parish Council response

Clerk

27/2/2015

COMPLETE

 

Agenda for Supplementary Meeting of Tatsfield Parish Council on 23rd March 2015 at 8.00pm in the Parish Room

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

Present:                       Mr Doug Massey (in the chair)

                                    Mrs Nichola Stokoe, Mrs Helena Garcia. Mr Michael Rennie

 

In Attendance:  Ana Hughes (Clerk)       

                                   

And 2 parishioners.                  

           

1.         APOLOGIES

295/0315 Apologies from Susan Smale, Peter Kerry and Ian Mitchell were received and accepted by members.

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

Michael Rennie declared a personal interest in item 4a TA/2015/441. He did not participate in any discussion or voting on this item.

3.         Approve and sign the MINUTES of the meeting held on 9th February 2015

296/0315 The minutes and appendices of the meeting held on 9th March 2015 were approved as a correct record but it was resolved that these should be signed by Susan Smale at the next main on 13th April 2015.

 

8.12 – the meeting was suspended for public participation.

8.21 - the meeting was resumed.

4.         PLANNING:

(a)     TA/2015/347: Whygate, Greenway, Tatsfield TN16 2BT
Demolition of existing dwelling. Erection of detached dwelling and integral garage formation of new vehicular access, parking and landscaping.

297/0315 It was resolved that Although the Parish Council welcomes the redevelopment of this site, there are strong concerns over the excessive height and spacing of the proposed development - as detailed in Policy DP7.

(b)     TA/2015/441: 1 Rag Hill Close, Tatsfield, TN16 2LR
Erection of single storey extensions to north, east and west elevations (Certificate of Lawfulness for a Proposed Use or Development)

298/0315 No comment.

 

299/0315 The Clerk was instructed to inform Tandridge Planning of the Parish Council’s decisions.

5.         Parish Council property and Land:

(a)     Westmore Green

  • Tatsfield Scouts request use of Green for their annual Fete on 21/6/2015

300/0315 It was resolved that this request be granted subject to the Clerk receiving the Public Liability Insurance confirmation and the Terms and Conditions of use to be accepted. The Clerk to progress.

  • Tatsfield Primary School PTA – confirmation of request for use of Green on Sunday 20/9/15 for clearing up

301/0315 It was resolved to approve this and the Clerk to confirm.

(b)     Car Park: request for use of car park by Peters Fish and Chips

302/0315 It was resolved that the Parish Council agreed in principle to the use of the car park, as long as the required documents relating to Health and Safety, food safety, trading licenses, insurances and risk assessments were received by the Clerk in time prior to the start of use.

Peters Traditional Fish and Chips to park behind the Village Hall (as Federicci had done when they had their trial in 2013. Hours of trading to be 4pm – 8pm and the Clerk to issue a letter based on the same terms and conditions as agreed during the previous use by Federicci listing all these for approval before the start of the trial. The Parish Council also offered the trial on a 6 week basis without charge and then the trial would be reviewed. Should the trial continue beyond the 6 weeks a charge of £30 a pitch (as per the previous agreement). The Clerk would await confirmation of acceptance of these before the start of the trial and Peters Traditional Fish and Chips advised they were intending to start very soon.

(c)     Tatsfield Allotments and Community Gardens: update on progress / further confirmation needed from THS re handing over

303/0315 The Chair proposed and it was resolved that Nichola Stokoe and the Clerk should progress this matter as required to complete the tasks agreed at the supplementary meeting in February 2015. The Parish Council should be kept updated as progress was made but no further decision be required until the documents were ready to be signed or a significant change from the agreed schedule made it necessary for members to consider the matter again.

6.         Finance:

(a)     Request for grant for purchase of 2 new equipment bags from Tatsfield Responders : £95 per bag

304/0315 It was resolved to approve the request from the Tatsfield Responders for a grant of £190 for 2 equipment bags. The Clerk to progress

(b)     Quote for Car park beds :

The Clerk noted this needed to be deferred as she had not yet received any quotes.

(c)     Quote for further electric work to Ground Floor AMB : £246.04

305/0315           It was resolve that this work be approved and the Clerk was instructed to progress and inform the contractor.

7.         Tatsfield Responders: proposal from Phil Clark for Responders to take over rota duties on Defibrillator

306/0315 The Chair proposed and it was resolved to accept the offer from Phil Clark for the Tatsfield Responders to take over the rota duties to inspect the defibrillator and advise the Parish Council on the need for new batteries. It was additionally resolved that the Clerk should include the cost of spare batteries in the next budget and ensure they were available at short notice.

8.         Management of Facebook: progress since 26/1/15, discussion on content and general use

307/0315 A proposal had been mentioned by Peter Kerry that Sue White was willing to take over the management of Facebook page and make it more interactive and village centric, with little involvement from the Parish Council as to content and management. The Chair proposed and it was resolved that this matter be debated at the main meeting and that the full proposal be included in the agenda.

9.         Care Act information pack : discuss action and next steps

308/0315 The Chair proposed and it was resolved that this matter be deferred to the main meeting for more input from absent members.

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

None.

11.      MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA.

  • The Clerk noted that the Tandridge Strategic Housing Market Assessment 2015 Consultation would be included in the April meeting agenda and that it should be noted that the Parish Council was aware of this matter and its potential importance for planning and development of the district.
  • Positive feedback for the contractor who was installing the new benches – suggest he be on the ‘approved list’ for contractors for the future.
  • The Clerk noted an item for the following agenda related to Tatsfield in Bloom volunteers, specifically those performing litter picking and other tasks. Following discussions with the insurance company it became clear that changes have meant that new processes need to be put in place regarding volunteers and risk assessments need to be performed – until these processes are agreed volunteers are not insured unless these tasks are specifically managed by the Parish Council.

 

   The meeting concluded at 9.25 pm

Item & page
(10 Mar 2014)

Action

Who

Date by

Result

8g, 19

Agree follow up of progress on appraisal recommendations with members of the appraisal group

Chair

New Year

In progress

Item & page

(10 Nov 2014)

Action

Who

Date by

Result

142/1114

Inform organization of grant approval and obtain required proof of purchase to support grant paperwork

Clerk

30/11/14

In progress

Item & page

(26 Jan 2015)

Action

Who

Date by

Result

225/0115

Arrange guidelines for policy on items to be presented for approval in February

Chair / all

9/2/15

In progress

Item & page

(9 Feb 2015)

Action

Who

Date by

Result

253/0315

Letter to local estate agents

Clerk / Nichola Stokoe

20/2/2015

In progress

255/0315

Ask about remarking for the TCGA

Clerk

28/2/2015

In progress

256/0315

Action the list of items for the AMB

Clerk

09/3/2015

In progress

Item & page

(23 Feb 2015)

Action

Who

Date by

Result

265/0215, 18

Start work on items listed for TACGG

Clerk / Chair / N Stokoe

09/3/2015

In progress

266/0215, 19

Inform Whelan of new management group

Clerk

TBC

 

268/0215., 19

Complete door installation

Clerk

11/3/2015

In progress

Item & page

(9 Mar 2015)

Action

Who

Date by

Result

276/0315, 21

Update website and TDC with approved version of Development Statement 2015

Clerk

23/3/2015

COMPLETE

285/0315, 22

Progress invitations for APM and complete advertising

Clerk / members

31/3/2015

COMPLETE

289/0315, 23

Arrange quote for work

Clerk

31/3/2015

In progress

Item & page

(23 Mar 2015)

Action

Who

Date by

Result

299/0315

Inform Tandridge planning of the Parish Council’s decisions

Clerk

26/3/2015

COMPLETE

300/0315

Inform Scouts of approval and obtain documentation

Clerk

31/3/2015

In progress

301/0315

Inform Tatsfield PS PTA of approval

Clerk

27/3/2015

COMPLETE

302/0315

Letter confirming Terms and conditions and receipt of required documentation

Clerk

26/3/2015

In progress

304/0315

Inform Phil Clark of the approval of grant request

Clerk

27/3/2015

COMPLETE

305/0315

Inform N Kells of approval for AMB electric quote

Clerk

26/3/2015

COMPLETE

306/0315

Inform P Clark of approval for responders and ask about batteries

Clerk

31/3/2015

COMPLETE