MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 3rd October 2011 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 pm

Present:                       Mr Jon Allbutt (in the chair)      

                                    Mr Ian Mitchell Mrs Susan Smale Mrs Nichola Stokoe

 

In Attendance:             Mrs Ana Hughes (clerk)

 

1.         Apologies:                None

 

2.         Minutes of last meeting

The minutes of the meeting held on the 10th June 2011 were approved as a correct record and signed by the Chairman following a small change in Item 3 which was initialled by the Chairman.

                      

3.         To discuss and agree action to be taken regarding the TACGG request for Parish Council financial support

This matter was discussed and it was agreed that the Parish Council required details of the Surrey Hills grant offer before this matter could be considered further. The Clerk to request from TACGG. The Clerk reminded the meeting that any expenditure that was agreed on this matter would need to be a grant or donation to the TACGG and no guarantee of a recouping of the expense could be received. Should the Parish Council decide to support this project then the money would need to be written off as an expense and should be reflected in the budget as such. Although it was possible that a donation matching the amount would be made by TACGG, the Parish Council needed to ensure that a commitment to spend the money on this enterprise was not undertaken on the assumption that it would be repaid. This was agreed as understood.

4.         To discuss the Draft 2012/13 Budget

The budget which had been made available to all committee members was discussed in detail. It was agreed that a conservative view would need to be held with regards to income given the likely shortfall of £1800 in projected income from last year’s budget. All amounts were provisionally deemed to be acceptable although changes to the grants received amount was made with the likelihood of the possible donation from Tatsfield Youth Project to be received in the current financial year. The training budget was increased to £500 to reflect possible additional training for a new councillor and the Clerks CilCa training costs. Changes were additionally made to expenditure for Professional fees and the amount allocated to grants was maintained at a high rate given that the likelihood of additional costs for celebrations of the Jubilee in 2012 and requests from Tatsfield in Bloom were high. Further clarification was requested in relation to the request discussed in Item 3 as to whether it could be included in Section 137 expenditure. The Clerk to progress. A provisional amount of £43,000 for the precept was agreed but this would be reviewed at forthcoming meetings.

 

5.         To discuss and approve Grant requests outstanding

It was agreed that requests from the Tatsfield Responders as well as Crimestoppers would be generally approved. It was also deemed expedient to ask for clarification from G South regarding the likelihood of St Marys Church requiring financial assistance from the Parish Council in the coming financial year. The current provision in the grant budget for the request made in the previous year had not yet been claimed and no update had been received by the Parish Council.

 

6.         To discuss and agree final financial matters regarding the Maintenance project for Aileen McHugo and Village Hall

The Clerk informed the meeting that final amounts for the maintenance project had now been agreed with T Dawkins and this would leave an outstanding amount owed to All Building Works of around £2287. This would need to be withheld for 6 months until the final inspection was made by the Parish Councils surveyor. The account and costs were approved by the finance committee.

 

7.         To discuss and agree Wayleaves figures

The meeting agreed to offer for recommend that the figure of £7,000 relating to the wayleaves across Westmore Green for the proposed Bassetts planning application be approved formally in October.

8.         Items for Discussion or Referral to Future Agendas

The Clerk was asked to look into the way that Wayleaves are charged and the possibility that a standard format would be used in the future.

 

The Meeting closed at 9.35 p.m.

 

Item & page

(13 May)

Action

Who

Date by

Result

4, 3

Investigate arrangements regarding banking authorisation levels with HSBC, Unity Bank and others

Clerk

13/6

In progress

 

Item & page

(3 Oct)

Action

Who

Date by

Result

3, 7

Ask for supporting information regarding the Surrey Hills grant offer

Clerk

31/10

COMPLETE 

4, 7

Clarify Section 137 status for TACGG request

Clerk

31/10

 COMPLETE

5, 7

Clarify situation for grant re St Marys Church

Clerk

31/10

 COMPLETE

 

MINUTES of a Planning Meeting of Tatsfield Parish Council held on the 24th October 2011 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 p.m.

 

Present:           Mr Jon Allbutt (in the chair)

Mrs Susan Smale         Mr Peter Kerry  Mrs Nichola Stokoe Mr Ian Mitchell

 

In Attendance: Mrs Ana Hughes (Clerk)

                                  

                        And 0 parishioners

 

1. (a) Apologies: None

(b) Declarations of Interest: None.

 

2. Minutes of the Previous Meeting:

The minutes of the previous meeting (September) were agreed as an accurate record and will be signed at the upcoming supplementary meeting on 28th October 2011.

3. To discuss and agree a response to TA/2011/1303 : Water Treatment Works, Westerham Hill, Pilgrims Way, Westerham, TN16 2DU

This item was briefly discussed and it was agreed that the Clerk should respond to Tandridge District Council informing the planning officer that the Parish Council had no comment on this application.

4. To discuss and agree a response to TA/2011/1335: Westwood Water Treatment Works – 3 ground mounted solar PV arrays - CLPD

The Parish Council discussed this item and instructed the Clerk to inform the planning officer that the move towards sustainable and alternative generation of energy was to be commended but that apart from that there was no comment to be made on this planning application.

 

5. To discuss other planning applications

These were planning applications that had been received since the agenda had been released and therefore final decisions would be made at the Parish Council meeting in November.

TA/2011/1338 : 40 Paynesfield Road, Tatsfield, TN16 2BG - Variation of conditions 2 and 3 of permission TA/2011/14 for the demolition of existing dwelling and construction of 4 x bed dwelling with detached garage to allow a minor material amendment involving gable feature window to front roof slope, alternative front fenestration, enclosure of log store and relocation of air source heat pump to south elevation and alternative external brick material. This item was discussed and the Parish Council noted that the use of sustainable and alternative sources of heat generation was a positive point of the application although noise from the pump might prove a disturbance for neighbours. A decision on this item would be made at the Meeting in November.

TA/2011/1358 : Ship Hill House East, Ship Hill,Tatsfield,TN16 2AH - Erection of single storey extension to side elevation.(Certificate of Lawfulness for Proposed use or development). This item was discussed and it was noted that although this was Greenbelt land, it was likely to form under permitted development rules as previous changes to the property had not been extensive and this was a fairly modest proposal. A decision on this item would be made at the Meeting in November.

6.Matters for Reporting or Inclusion in Future Agenda:

The Parish Council discussed the process and effectiveness of complaints to Biggin Hill Airport regarding planes flying outside of their recommended flight path and disturbing local residents. It was agreed that a letter would be drafted to complain in general terms for the apparent increase in local complaints on this matter. This would be agreed at the meeting in November. It was also likely to be of assistance to residents to include a complaints process in the Parish Magazine on this matter. This would also be discussed in November.

The possibility of the Parish Council carrying out a traffic census in January 2012 and a Village Appraisal in late 2012 / early 2013 was discussed. This would be further agreed upon in November.

 

The Meeting concluded at 8.45pm

 

 


Item & page

(26 Sept 11)

Action

Who

Date by

Result

6, 14

Enquire as to whether planning is required for change of use for Meadow

Clerk

10/10

In progress

 


Item & page

(24 Oct 11)

Action

Who

Date by

Result

3, 16

Inform Tandridge planning of Parish Council comments

Clerk

28/10

COMPLETE

4, 16

Inform Tandridge planning of Parish Council comments

Clerk

28/10

COMPLETE

 

 

MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 3rd November 2011 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 pm

Present:                       Mr Jon Allbutt (in the chair)       

                                    Mrs Susan Smale Mrs Nichola Stokoe

 

In Attendance:             Mrs Ana Hughes (clerk)

 

 

1.         Apologies:               Mr Ian Mitchell

 

2.         Minutes of last meeting

The minutes of the meeting held on the 3rd October 2011 were approved as a correct record and signed by the Chairman.

                      

3.         To discuss and agree the Draft 2012/13 Budget

Various discussions were held with regards to the possibility of increasing income in the coming financial year, including the possibility of marketing the Parish Room as a meeting / training room should actual tenants not be forthcoming. It was noted that the previous figure discussed in October of £43,000 for the precept was over-stated as the amount listed for Section 137 had included the amount for grants, which had also then been added as an expense. This had been noted and rectified by the clerk in the version of the budget discussed at this meeting. The amounts were reviewed and not altered, apart from a small increase in the budget for the Clerks salary to account for the possibility of a salary increment as well as an increment should the clerk obtain the CilCa qualification in the coming financial year. This was agreed. Various Section 137 and specifically grant commitments were discussed and reviewed and it was agreed that the amount in the budget of £8,807 should be maintained. This would involved a potential increase to last year’s precept of around £5,000 but it was felt that this was justified given the likelihood of increased needs to support local groups and organisations in the Community as well as the upcoming projects for the Village Appraisal and Traffic survey, and the need to raise funds for the new playground in the village should the PARROT project not reach their intended target.

 

4.         To discuss and approve Grant requests outstanding

The Clerk noted that 2 grant requests for 2012/13 had been received since the previous meeting – the first from Tatsfield in Bloom who had made a request for a donation to match the Parish Councils donation from 2009/10 of £2,000 given their commitments next year for Britain in Bloom. The second one was from the Verne d ‘Anjou chairman who requested assistance for the French visit in 2013 to the Village.

These were discussed in detail and it was provisionally agreed for submission as a recommendation that an amount of £1500 be offered to TIB and £800 to the Verne d ‘Anjou committee.

5.         Items for Discussion or Referral to Future Agendas

The Chairman noted the likely need for considerable funds to see through the Village Appraisal in the coming financial year. So far the Chairman had found no sources of grants or software to support village appraisals but would continue looking. The Clerk was asked to request assistance from SCA and SCAPTC. Additionally it was noted that it had come to the Chairman’s attention that the Parish Council had been erroneously attributed ownership of the strip of land between the Bassett’s development and the leased land for the TCGA. This would need to be watched carefully so that the Parish Council did not end up incurring costs it was not liable for in the management and maintenance of this strip of land, which as far as plans showed, belonged to Surrey County Council. The Chairman also noted that new bulkheads would be needed to replace those currently broken.

 

The Meeting closed at 9.15 p.m.

 

Item & page

(3 Oct)

Action

Who

Date by

Result

5, 7

Clarify situation for grant re St Marys Church

Clerk

31/10

In progress

 

DRAFT MINUTES of a Planning Meeting of Tatsfield Parish Council held on the 28th November 2011 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 p.m.

 

Present:           Mr Jon Allbutt (in the chair)

Mr Peter Kerry   Mrs Nichola Stokoe Mr Ian Mitchell

 

In Attendance:  Mrs Ana Hughes (Clerk)

                                  

                        And 2 parishioners

 

1. To receive (a) Apologies: Mrs Susan Smale

and (b) Declarations of Interest: Jon Allbutt and Peter Kerry declared a personal and prejudicial interest in Item 3 TA/2011/1461 and both Councillors left the meeting room whilst this item was discussed and a course of action agreed upon.

 

2. Minutes of the Previous Meeting: The minutes of the previous meeting (October) were agreed as an accurate record and subsequently signed.

 

3. To discuss the following applications:

 

  • TA/2011/1457 The Bounds, Westerham Road – various extensions – Certificate of Lawfulness for a Proposed Development. The planning team, Ian Mitchell and Doug Massey, proposed that this item be considered in conjunction with TA/2011/1458 as they were a pair of semi-detached houses, proposing the same planning changes in their application. It was proposed that no comment be provided as a Parish Council response to these planning applications. This was agreed and the Clerk instructed to respond on this basis.

 

  • TA/2011/1458 Wayside, Westerham Road – various extensions – Certificate of Lawfulness for a Proposed Development. This item was considered together with TA/2011/1457 and the same response of ‘no comment’ was agreed for this planning application.

 

  • TA/2011/1461 Dell Cottage, Goatsfield Road – Roof from hip to gable, front and rear dormers, Juliette balcony. Before discussion was started on this item, Peter Kerry and Jon Allbutt left the meeting room without any comments made. The planning team, Ian Mitchell and Doug Massey, noted that a number of previous planning applications had been rejected in the past for very similar proposals to those in the current application. Following discussions by the Parish Council it was agreed that although there was no issue with the aesthetic changes proposed in the planning application, it was decided that with the absence of figures available to demonstrate the contrary, the current planning application appears to represent a disproportionate increase to the footprint of the original property as detailed in policy RE8. However, the Parish Council instructed the Clerk to convey a request to Tandridge Planning to check and confirm the accuracy of the figures being used to calculate the proportionate increases. The Clerk to proceed.

4.Matters for Reporting or Inclusion in Future Agenda: Once a decision had been reached on the previous item, the Chairman and P Kerry were invited to return to the meeting. It was reported that advice sheets downloaded from the Planning inspectorate had been laminated and would be handed around each planning team on a monthly basis. It was reported that Neighbourhood Planning was to be discussed in the Planning meeting on 1/12/2011 and it was felt that a Parish Council presence at this meeting was to be of assistance for future discussions on this matter.

Additionally it was noted that the December planning meeting was due to take place on Boxing Day and it was generally proposed, to be agreed at the December meeting, that a decision on whether to hold a planning meeting in December would be made nearer the time.

 

 

The Meeting concluded at 8.45pm

 

 

Subjects raised in Public Adjournments

1- The applicant for TA/2011/1461 made presentation to the Parish Council referring to inconsistencies between the measurements being used by Tandridge District Council as a basis for their decisions on previous and current planning applications, and those put forward by 2 architects used by the applicant. Tandridge Planning had not responded to requests for confirmation of the reasoning behind the discrepancies. The Parish Council was urged to take these into consideration.

 

 

 


Item & page

(26 Sept 11)

Action

Who

Date by

Result

6, 14

Enquire as to whether planning is required for change of use for Meadow

Clerk

10/10

In progress

 


Item & page

(28 Nov 11)

Action

Who

Date by

Result

3, 18

Inform Tandridge planning about the Parish Council comments on the planning applications discussed

Clerk

30/11

COMPLETE

 

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 6th December 2011 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 pm

Present:                       Mr Jon Allbutt (in the chair)       

                                    Mr Ian Mitchell   Mrs Susan Smale   Mrs Nichola Stokoe

 

In Attendance:              Mrs Ana Hughes (clerk)

 

 

1.       Apologies: There were no apologies.

 

2.       Minutes of last meeting

The minutes of the meeting held on the 3rd November 2011 were approved as a correct record and signed by the Chairman with 2 corrections to remove the ‘e’ from Verne.

                      

3.       To discuss and finalise the Draft 2012/13 Budget

The Clerk raised the possibility of the Parish Council considering an additional provision in the budget for contribution to the PARROT project should an extension to 2012/13 financial year be agreed with Tandridge District Council. This was discussed but the Committee agreed that the donation to be given by the Tatsfield Youth Project to be used for the youth of the village in 2011/12 and allocated to the PARROT project would be a sufficient contribution. It was also agreed that the Parish Council would provide facilitating assistance to the project in this financial year. Some concerns were expressed over the current organisation of the project and it was proposed that a meeting should be arranged with the PARROT group to discuss plans and the current financial position. It was also agreed that the Clerk should contact Vicky Cooling to request an update for the Parish Council meeting on the 12th December. It was also proposed and agreed that the Chairman should note the Parish Council’s support of the project and donation of the amount earmarked to be received in due course from TYP.

Further discussions revealed no other changes had been made and Nichola Stokoe proposed that the draft budget be presented in its current form to the Parish Council for final approval on 12th December. This was seconded by Sue Smale and unanimously agreed.

 

4.       Items for Discussion or Referral to Future Agendas

The Chairman informed that Parish Council that a request had been received for a letter confirming the Parish Council’s intention to financially support the TACG (allotments) project relating to the provision of a path for access. This request came from the Surrey Hills Board, who would be considering a request by TACG for a grant for this project on 12th December, but would not provide the grant until confirmation that the work had been completed together with proof of payment. The Committee agreed this was a very strange way of doing things. It was proposed that this would be brought up for discussion and agreement at the meeting on Monday and that a letter would be drafted to this end, given the obligation on the Parish Council to provide allotments and support this project.

 

The Meeting closed at 8.50 p.m.

 

Item & page

(3 Oct)

Action

Who

Date by

Result

5, 7

Clarify situation for grant re St Marys Church

Clerk

31/10

In progress

 

Item & page

(6 Dec)

Action

Who

Date by

Result

3, 10

Contact PARROT to request update and arrange meeting with Parish Council

Clerk

9/12

COMPLETE