MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 10th April 2012 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 pm

Present:                     Mrs Susan Smale   (in the chair)      

                                    Mr Ian Mitchell   Mrs Nichola Stokoe

 

In Attendance:           Mrs Ana Hughes (clerk)

 

 

1.       To receive Apologies: Mr Jon Allbutt tendered his apologies

2.       To receive Declarations of interest (relating to items on the Agenda): there were no declarations of interest relating to items on the Agenda.

3.       To Agree and Sign the Minutes of the Last Meeting held on 8th March 2012

The minutes of the meeting held on the 8th March 2012 were approved as a correct record and signed by the Chairman.      

4.       To discuss and consider requests for Grants 2012/13:

a)   Request for £800 for the Jubilee Celebrations on behalf of the advisory working Group organising the Jubilee Celebrations in Tatsfield.

A request had been received from Dave Bishop on behalf of the Jubilee Celebrations advisory working Group regarding estimates of costs for the events taking place on 2nd June 2012 at Westmore Green. A summary has been included below:

  • Estimated prizes and awards for children at event, based on a total      of 150 children - £300
  • The Hospitality tent/marquee with necessary refreshments      (tea/coffee/soft drinks, with cakes and biscuits) for all of the “staffs”      and “entertainers” on the day. £150.
  • The Band of 30 musicians with a charge of £200.
  • The “other” artists and incidental bits and bobs like Ribbons for      the Maypole, building of the dais, ropes, buntings – hopefully some small      Union jacks for the children etc. £150

The above estimate was based on the assumption that tents and marquees can be borrowed and no additional major costs are forthcoming.

 

The Finance Committee discussed this item in detail and it was proposed that the Clerk should respond on behalf of the Parish Council that a grant of up to £800 was to be provided for the Jubilee Celebrations on 2nd June 2012 upon presentation of invoices and receipts for the items listed on the emails provided to the Clerk dated 1/4/2012 at 09.31 and 15.28. This was unanimously agreed.

5.       To discuss and agree a recommendation to the Parish Council re the proposal from Kestrel Children’s Centre for use of the Ground Floor room for 2012/13.

A proposal had been put to the Parish Council by Linda Smith at Kestrel Children’s Centre regarding the continuation of a presence in the Aileen McHugo building. Ms Smith had requested that the Parish Council allowed Kestrel to continue to offer their services to the Tatsfield Community and to remain in the Consulting room they had hired since September 2011 for a whole day each Wednesday, but only charge them for half a day’s use. Ms Smith noted that she fully understood the need to vacate the room during their afternoon session should this be required by the Parish Council in the future. The Finance Committee considered her request and agreed that the service provided was relevant and useful to the community and a proposal was made that Kestrel should be allowed to use Consulting Room 1 for the whole day on Wednesday but only be charged for half a day, with a review to be made in 6 months. This was unanimously agreed and the Clerk instructed to proceed with the arrangements.

6.       To receive and take note of the Allotment Accounts received for year to date.

Following an apology by the Clerk that these had not yet been circulated to members it was agreed that this item should be deferred until a later date.

7.       Items for Discussion or Referral to Future Agendas.

The Clerk notified the meeting that a decision made in the previous meeting would require revisiting as the NatWest bank 18 month Enhanced Fixed Rate Deposit fund had been withdrawn and replaced with a 12 month enhanced Fixed Rate deposit fund with the same interest rate as the previous one. It was noted that this was an item that would be agreed and discussed at the April Parish Council meeting on 16th of the month.

 

The Meeting closed at 9.30 p.m.

     

  

Item & page

  

(8 Mar 2012)

  
  

Action

  
  

Who

  
  

Date by

  
  

Result

  

3, 1

To manage the set up and transfer of car park   management funds amounts as agreed in the meeting.

Clerk

31/03/2012

In progress

 

     

  

Item & page

  

(10 Apr 2012)

  
  

Action

  
  

Who

  
    

Result

  

4, 3

Inform D Bishop and the Jubilee Advisory Working group   of the decision to grant up to £800 for 2nd June 2012 celebrations

Clerk

16/4/2012

COMPLETE

5,3

Inform L Smith of Kestrel Children’s centre of the   Parish Council’s decision re her request

Clerk

13/3/2012

COMPLETE

 

Agenda for Supplementary Meeting 23 April 2012

MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 23rd April 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00pm

 

Present:                       Jon Allbutt (in the chair) Mrs Nichola Stokoe       Mr Doug Massey           Mr Peter Kerry  

                                    Mr Ian Mitchell               Mr Martin Westerman

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

And 0 parishioners.

 

1 To receive Apologies: Mrs Sue Smale

 

2. To receive Declarations of Interest: A declaration of personal and prejudicial interest in relation to item 6 on this Agenda was made by the Chairman. When this item was discussed the Chairman withdrew from the meeting and only returned once discussion had concluded.

 

3. To agree and sign the MINUTES OF THE PREVIOUS MEETING held on 28th March 2012

 

4. To discuss and agree a response on the Matters arising from TA/2012/316: Endfield, Ninehams Road, Tatsfield, TN16 2AJ Erection of side roof extension, twin gable ended dormer window to front elevation, two roof light windows to front roof slope, four roof light windows to rear roof slope and porch to front elevation, requiring a change to the original Parish Council decision on 26 March 2012.

 

A report had been circulated by Ian Mitchell to redress the previous decision which had been made in March under the mistaken understanding that this Planning Application was for a Certificate of Lawfulness. Given that full planning policies would be applicable, the report proposed that the Parish Council should express concernabout the effect on the appearance of the existing dwelling and on the street scene of the bulk and potentially overpowering nature of the proposed twin gable dormers. This was approved unanimously and the Clerk instructed to inform Tandridge Planning.

5. To discuss andagree the Parish Council’s response to an offer made for a long term tenancy on a room in the Ground Floor Aileen McHugo Building

It was agreed that there were matters of commercial sensitivity to be discussed and that therefore this item should be discussed without the presence of members of the press or public present. Since no members of the press or public were present, discussion continued and is recorded in Confidential Appendix A.

6. To discuss and agree on a proposal for the terms and conditions of the donation to the Tatsfield Allotments and Community Gardens Group arising from a recent meeting regarding the building of the pathway

The Chairman withdrew from the meeting and it was proposed by Ian Mitchell and seconded by Nichola Stokoe that Martin Westerman should take the chair. This was accepted. Martin Westerman proposed that the Parish Council should agree to pay the full agreed sum of £11,875 as a donation to the Tatsfield Allotments and Community Gardens Group once the pathway had been completed. This was agreed. It was noted by Martin Westerman that the pathway was due to commence building at the end of April and there were no perceived difficulties at this stage.

Once the discussion had been completed Jon Allbutt returned and Martin Westerman returned Chairmanship of the meeting to him.

 

7. To agree the signatories to be used for the investment accounts agreed at Finance Committee meeting in March 2012 for the sole purposes of account management.

It was proposed that only 4 signatories should be used for the investment accounts previously agreed at the Finance Committee meeting in March 2012 purely to ensure ease of day to day management. This was agreed. It was further proposed that the signatories should be Ana Hughes, Ian Mitchell, Nichola Stokoe and Doug Massey, governed as required by the Financial Regulations. This was approved.

The Clerk noted that any decisions regarding re-investment and movement of funds outside of these investment funds would require approval as detailed in the Standing Orders and Financial Regulations.

 

8. To make a final decision regarding the appointment of a new internal auditor following the deferral of the same at the Parish Council meeting on 16th April 2012 and based on candidates presented in Appendix A

The Clerk had circulated a list of possible internal auditors. It was proposed that the internal auditor be changed this year to comply with advice from NALC and SCAPTC and that the Clerk be charged with obtaining availability from Appendix A in the order of J Roberts, M Mulberry, R Holt. This was approved.

 

9. Matters for Reporting or Inclusion of Future Agenda

There were none.

 

The Meeting closed at 8.50 p.m.

 

Item & page

(23 Apr 2012)

Action

Who

Date by

Result

4, 31

Convey the results of the Parish Council’s decisions on TA/2012/316 to Tandridge Planning

Clerk

24/4/2012

COMPLETE

5, 31

Communicate Parish Council approval for offer on AMB room

Clerk

30/4/2012

COMPLETE

5,31

Create and circulate for approval a draft Tenancy agreement

N Stokoe / Clerk

4/5/2012

COMPLETE

8, 32

Arrange a new internal auditor

Clerk

30/4/2012

COMPLETE

 

 

Agenda for Supplementary Meeting on 28th May  

 

DRAFT MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 28th May 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00pm

 

Present:                       Mrs Sue Smale (in the chair)       Mrs Nichola Stokoe       Mr Doug Massey                      

                                    Mr Ian Mitchell               Mr Martin Westerman

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

And 0 parishioners.

 

1.       To receive Apologies: Mr Peter Kerry tended his apologies

 

2.       To receive Declarations of Interest (relating to items on this agenda):

A declaration of personal and prejudicial interest in relation to item 4 on this Agenda was made by Ian Mitchell. When this item was discussed the Mr Ian Mitchell withdrew from the meeting and only returned once discussion had concluded.

A declaration of personal interest in relation to item 3 on this Agenda was made by the Chairman and she did not take part in the discussion or voting on this item.

A declaration of personal and prejudicial interest in relation to item 7 on this Agenda was made by the Chairman. When this item was discussed, the Chairman withdrew from the meeting and only returned once discussion had concluded.

 

3.       To discuss and agree a response for TA/2012/436 Tatsfield Allotments and Community Gardens, Approach Road, Tatsfield, Surrey - Change of use of land from agricultural to allow community garden waste recycling

A report on this matter had been circulated and it was proposed that the Parish Council’s response should state that this had been a Parish Council planning application and that it supports community environmental benefits and objectives. This was agreed and the Clerk instructed to proceed

 

4.       To discuss and agree a response on TA/2012/644 Greenway Cottage, Greenway, Tatsfield, TN16 2BT - Formation of hardstanding

Ian Mitchell withdrew from the meeting as per item 2 and only returned once this meeting item had been concluded.

The item was discussed and a proposal made that no objection would be made to this planning application providing drainage arrangements were adequate. This was agreed and the Clerk instructed to proceed.

 

5.       To sign the tenancy for Room 1 of the Ground Floor Aileen McHugo Building

Nichola Stokoe confirmed that the Declaration and Tenancy agreement had been signed as required by law and all signatures matched with appropriate trustees. The tenancy was then signed by 2 Parish Councillors and witnessed by the Clerk. The Clerk was instructed to ensure that on the day of the start of the tenancy – expected to be 6th June 2012 – that the tenant Chartwell Cancer Trust Limited, should be given a copy of the tenancy signed by the Parish Council and dated with the start date of the tenancy.

 

6.       To agree confirmation of the Bulky Rubbish Collection arrangements in the Parish Council car park

The Clerk confirmed that the proposed dates of 15th September and 1st December had been agreed with the Village Hall Management committee. It was proposed that the Chairman should discuss the most recent bulky rubbish collection with Keith Masters of Tandridge District Council and that the dates listed would be agreed unless anything arose from the Chairman’s discussions that would be deemed worthy of revisiting this matter in the next Parish Council meeting. This was agreed.

 

7.       To provide a final update on the Allotments pathway before payment of £11,875

The Chairman withdrew from the meeting as per Item 2. Ian Mitchell proposed Nichola Stokoe as the Chairman and this was seconded by Doug Massey. Martin Westerman reported that all appeared well with the completed pathway and there did not seem to be any reason to withhold payment as per the terms of the letter signed with the Horticultural Society earlier in the year. The cheque was thus signed and the Clerk to hand it to Alan Armitage.

 

8.       To discuss and agree the Terms of Reference for the Neighbourhood Planning Committee

Ian Mitchell had made some changes to the Terms of Reference document and proposed that these be included in the new document. This was agreed. Ian Mitchell then proposed that the name of the committee be changed to Neighbourhood Plan Development Committee. This was agreed.

 

9.       To discuss and agree the Terms of Reference for the ‘Greenspaces and Rights of Way Advisory Committee’

The new Terms of Reference document for the ‘Greenspaces and Rights of Way Advisory Committee’ were approved.

It was noted that the Tree Preservation Orders may need reviewing in due course.

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

There were no matters to be considered under this item.

 

11.    Matters for Reporting or Inclusion of Future Agenda

There were no matters to be considered under this item.

 

The Meeting closed at 8.50 p.m.

 

Item & page

(28 May 2012)

Action

Who

Date by

Result

3, 43

Convey the results of the Parish Council’s decisions on TA/2012/436 to Tandridge Planning

Clerk

30/5/12

COMPLETE

4, 43

Convey the results of the Parish Council’s decisions on TA/2012/644     to Tandridge Planning

Clerk

30/5/12

COMPLETE

5, 43

Ensure tenancy agreement signed and dated correctly at key handover to Chartwell Cancer Trust on 6th June 2012

Clerk

6/6/12

COMPLETE

 

Agenda for Finance Committee meeting 28 May 2012

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 28th May 2012 in the Ground Floor Aileen McHugo Building, Westmore Green, Tatsfield commencing at 9.00 pm

 

Present:                       Mrs Susan Smale   (in the chair)           

                                    Mr Ian Mitchell   Mrs Nichola Stokoe Mr Doug Massey

 

In Attendance:  Mrs Ana Hughes (clerk)

                            Mr Martin Westerman

 

And 0 parishioners

1.       To receive Apologies: There were no apologies.

 

2.        To receive Declarations of interest (relating to items on the Agenda): there were no declarations of interest relating to items on the Agenda.

 

3.        To Agree and Sign the Minutes of the Last Meeting held on 10th April 2012

 

The minutes of the meeting held on the 10th April 2012 were approved as a correct record and signed by the Chairman.    

 

4.        To agree the Draft Accounts including the figures for the Annual Return for submission to the External Auditor for 2011/12

 

The Clerk had made available the new format of the accounts from the Parish Council’s new software system. The Clerk noted that the internal auditor had been satisfied with the figures and had signed off the Annual Return for the external auditor. It was also noted that the Clerk had conferred with the support team at RBS Software who created and supported the new product she had been using and had confirmed that the statutory items requiring signature were: the Summary Income and Expenditure Account, the Balance Sheet, the Reserves Reconciliation, the Bank reconciliation and the Annual return generated by the software product, as well as the notes to the accounts and the Annual Return form for the external auditor.

 

The Clerk also explained that a fully updated Asset Register was now a requirement and that this had been created in August 2011 and was updated annually to reflect Parish Council purchases.

 

The meeting agreed the figures presented in the documents detailed above. A proposal was made that the account figures and appropriate statutory documents should be recommended for approval by the Parish Council on 1th June 2012 and all required documents be signed at that meeting, This was agreed.

 

5.        To consider the Internal Auditor’s report (should this be available) and recommend actions if required to Parish Council meeting in June.

 

The internal auditor’s report had been reviewed and there were no comments or actions to be recommended to the Parish Council.

 

6.        To consider increasing the annual insurance by £78.61 to include all car park bollards and protectors

 

It was proposed that the car park bollards and protectors should be added to the Parish Council’s annual insurance as detailed in the recent quote by Came and Company of £78.61. This was approved and the Clerk to expedite.

 

7.        Items for Discussion or Referral to Future Agendas.

 

It was noted that it might be necessary to consider a Recovery Management plan in the Emergency plan for documentation should there be a fire that destroyed items at either the Clerk’s premises or the Aileen McHugo Building.

 

The Meeting closed at 9.30 p.m.

 

Item & page

(8 Mar 2012)

Action

Who

Date by

Result

3, 1

To manage the set up and transfer of car park management funds amounts as agreed in the meeting.

Clerk

31/03/2012

In progress

 

 

Item & page

(28 May 2012)

Action

Who

Date by

Result

6, 5

Increase Parish Council insurance as per quote by £78.61 to include all car park bollards and protectors

Clerk

31/5/2012

COMPLETE

 

 

Agenda Supplementary Meeting June 25 2012

 

DRAFT MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 25th June 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00pm

 

Present:                       Mrs Sue Smale (in the chair)       Mrs Nichola Stokoe       Mr Doug Massey                      

                                    Mr Martin Westerman                 Mr Peter Kerry

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

And 3 parishioners.

 

1.       To receive Apologies: Mr Ian Mitchell tended his apologies

 

2.       To receive Declarations of Interest (relating to items on this agenda):

A declaration of personal interest in relation to item 5 on this Agenda was made by Mr Peter Kerry and he did not take part in the discussion or voting on this item.

 

3.       To approve and sign the Minutes of the previous meeting held on 28th May 2012

The Minutes of the previous meeting held on 28th May 2012 were approved and signed by the Chairman as an accurate record.

 

4.       To discuss and agree the format of the Westmore Green Play Area public consultation / information event

A report was presented summarising the main points as understood by the Parish Council and the timeline for the proposed project. A discussion took place on this matter and the Chairman suspended the meeting to enable the PARROT representatives to present their thoughts. When the meeting was resumed, the Chairman proposed that a meeting be arranged with Steve Hyder, preferably on 10th July 2012, to discuss the results of the voting and particularly any significant comments that might arise from the Public Consultation on 6th / 7th July. This was agreed and the Clerk instructed to proceed.

5.       To discuss and agree the Parish Council response to TA/2012/792 : Upalong, Kemsley Road, Tatsfield, TN16 2BH - Erection of detached double garage to front elevation

A report had been circulated on this matter and the Clerk also read out an objection which had been received by her pertaining to this planning application. It was proposed that the Parish Council would not raise an objection to this planning application, but that the response should include the following conditions:

  • That the existing garage be demolished
  • That the new garage should not be disproportionate to the size of the dwelling
  • That the new garage is to be for domestic and not commercial usage

This proposal was agreed and the Clerk was instructed to proceed.

 

6.       To discuss and agree Grant applications from the following: Vern d’Anjou

The Clerk noted that an amount of £800 had been agreed at the Finance Committee meeting on 3rd November 2011, to be included in the 2012/13 budget. It was agreed that the Clerk should inform Peter Fuller of the amount of the Parish Council’s proposed grant to the Vern d’Anjou group following receipt of their request for financial assistance at the main Parish Council meeting in June.

 

7.       Agree expenditure on the following items: First aid box for Aileen McHugo Building, Quote from DH Reeves for outstanding / remedial work to Aileen McHugo building and Village Hall, Quote for car park kerb alteration

The Clerk noted that a quote of around £8.99 excluding postage had been circulated for a First Aid box in the AMB. This was approved and the Clerk was asked to purchase an accident book as well.

The quote from D.H.Reeves for repairing defective work identified by Tony Dawkins in his 6 month visit following completion of the Maintenance project in April was approved at the quoted price of £380 plus VAT. This would also include repairs to the guttering. The Clerk noted that this would be coming from the outstanding amounts retained on the advice of the Parish Council’s surveyor Tony Dawkins, specifically to ensure that any repairs to defective work could be repaired from the original budget for the maintenance project.

The Clerk informed the Chairman that no quote for the car park kerb alteration had yet been received. It was suggested that the original spec for the car park surface should be found so that a request for a quote from an alternative source might be obtained.

 

8.       To sign the lease on the new tenancy for Room 3 – Aileen McHugo Building

The lease with the proposed tenant for the lease of Room 3 in the Ground Floor of the Aileen McHugo building was signed as the Declaration had been received. A proposed date of the 6th July was discussed. The Clerk would confirm this with the tenant. The Chairman announced that the new tenant was to be John Howard of Howard & Sons and that the tenancy was for a year.

 

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

The Chairman declared that the Parish Council should consider the report submitted regarding the upcoming meeting of the Tandridge Local Committee on 29th June 2012 where it is likely that Footpath 25 (Clarks Lane and The Avenue) will be also designated as a Public Bridleway. The Chairman proposed the Clerk should respond requesting David Hodge to represent the Parish Council at the committee meeting. The Clerk to proceed.

 

10.    Matters for Reporting or Inclusion of Future Agenda

There were no matters to be considered under this item.

 

The Meeting closed at 9.20 p.m.

 

Item & page

(25 June 2012)

Action

Who

Date by

Result

4, 53

Arrange meeting with Steve Hyder

Clerk

27/6

COMPLETE

5,53

Deliver response to TA/2012/792

Clerk

29/6

COMPLETE

6, 53

Inform Peter Fuller of grant amount.

Clerk

29/6

COMPLETE

9, 54

Inform D Hodge of request regarding Footpath 25

Clerk

28/6

COMPLETE