Agenda for Finance Committee meeting on 16 October 2012

 

 

DRAFT MINUTES of a Meeting of the Finance Committee of Tatsfield Parish Council held on the 16th October 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       Mr Doug Massey

 

In Attendance:  Mrs Ana Hughes (clerk)

                                   

 

And 0 parishioners

 

1.       Apologies: None

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

The Chairman declared a personal interest in item 7 pertaining to the Tatsfield Composting Group as she was a Tatsfield Horticultural Society member. The Vice-Chairman declared a personal interest in item 5 as he was the Parish Council representative to the Fair-trade group and in item 7 as he is a Tatsfield Horticultural Society member. Both were present but did not vote.

3.       Agree and Sign the Minutes of the Last Meeting held on 26th September 2012

The minutes of the meeting held on the 26th September 2012 were approved as a correct record and signed by the Chairman.  

4.       Proposed Virement to increase Grants budget for 2012/13 from Rates budget

It was proposed that a Virement by approved for a transfer of £500 from the Rates budget for 2012/13 to the Grants budget 2012/13 as the former was not going to be used this year at all and there were a number of additional requests expected for grants from local organisations. This was approved and the Clerk to expedite.

5.       Grant Requests for 2012/13:

·         Fair-Trade Group: the Clerk reported that this had not yet been received but was expected shortly. It was agreed that the 2013/14 request would be discussed under item 7.

6.       Draft Budget 2013/14: review and agree changes

Green Spaces and Rights of Way committee – new budget heading:

The Clerk had changed the budget as per the agreed items from the meeting on 26th September. It was proposed that the Green Space and Rights of Way advisory committee should have its own budget heading with an initial budget of £1,000 as indicated by Jon Allbutt. This was approved. It was also proposed that the amounts currently budgeted for Capital Expenditure (£5,500) and Repairs and Maintenance Non-Recurring (£2,800) appeared adequate at this stage but may be subject to change before the budget was approved in December should additional information become available. This was also approved.

The proposed budget was then approved for presentation to the main Parish Council meeting on 12th November 2012.

7.       Grant Requests 2013/14:

·         Tatsfield Composting Group: the Clerk had received a request from Tatsfield Composting Group for £300 to be included in the 2013/14 grants budget. This was agreed.

·         Tatsfield in Bloom: The Clerk had not yet received a final request from Tatsfield in Bloom and would follow up on this item for the coming financial year, however an amount of £1,000 was briefly discussed.

·         Fair-Trade Group: the amount of £200 requested for an event in February 2014 was agreed as included in the Grants budget for 2013/14.

The Clerk was instructed to inform the organisations of the Parish Council’s decision in this matter.

8.       Approval for expenditure:

·         PAT testing on small items in Aileen McHugo Building: estimated £45. It was proposed that the exact legal requirements for PAT testing of appliances for tenants’ use of the building should be investigated. Doug Massey agreed to look into this. It was proposed that the Clerk should arrange a mutually agreeable date with the electrician once the Parish Council had considered feedback from Doug’s research. This was approved.

·         Electricity bill to Tatsfield School: It was proposed that further investigation into the background of the alleged agreement for the Parish Council to pay a portion of the car park electricity, as this was not reflected in the Tatsfield Community Games Area Management Agreement. The Clerk and members to investigate.

9.       Items for Discussion or Referral to Future Agendas.

None.

 

The Meeting closed at 9.00 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

COMPLETE

 

Item & page

(26 Sept 2012)

Action

Who

Date by

Result

6,7

Receive confirmation referent the Ship Hill notice board

Clerk

8/10/12

In progress

 

Item & page

(16 Oct 2012)

Action

Who

Date by

Result

4, 8

Put through the Virement agreed

Clerk

31/10/2012

 

7, 8

Inform organizations of Parish Council decisions

Clerk

31/10/2012

 COMPLETE

7,8

Follow up Tatsfield in Bloom’s grant request

Clerk

31/10/2012

COMPLETE

8, 8

Feedback on legal requirements for PAT testing

D Massey

20/10/12

COMPLETE

8, 8

 Investigate electrcicity bill background

 Clerk

26/11/12

 COMPLETE

 

Agenda for Supplementary Meeting on 22 October 2012

 

MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 22nd October

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 Martin Westerman

                                    Mr Peter Kerry                           Mr Doug Massey

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

                                   

And 0 parishioner.

 

1.       Apologies: Mr Ian Mitchell

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

None.

3.       To approve and sign the MINUTES of the previous meetings held on 8th October 2012

The Minutes of the previous meetings held on 8th October 2012 were approved and signed by the Chairman as an accurate record along with their appendices where relevant.

4.       Planning:

(a)   TA/2012/1223: Liscombe, Ricketts Hill Road, Tatsfield, TN16 2NA. Erection of single storey rear extension.

It was proposed that the Parish Council respond stating that having examined this planning application and the history behind it in detail, there are circumstances in which a modified version of this application would not need planning permission and that therefore the Parish Council do not object. This was approved.

(b)   TA/2012/1235: 23 Westmore Road, Tatsfield, Surrey,TN16 2AY. Erection of single storey extension to rear elevation.(Certificate of Lawfulness for a Proposed use or development).

It was proposed that the Parish Council should not comment on the above planning application as there was no reason to believe that it would not comply with Permitted developments rules. This was approved.

The Clerk was instructed to convey the Parish Council’s decisions on the above planning applications to Tandridge District Council.

5.       Surrey County Council Offer to Parish and Town Councils: discuss and agree final response.

Doug Massey proposed that the final version of the response be deferred to the November meeting as he was waiting for clarification from Surrey County Council on a number of matters. This was agreed.

 

6.       Advertising :

(a)   Approve ‘season ticket’ offer for advertising on Parish Council land:discuss and agree conditions and key village organisations.

The Chairman proposed that the report circulated on this matter with recommendations for approval of the general principle of offering a season ticket to key organisations be approved. This was agreed. It was further proposed that the list of season ticket organisations would be agreed at a later date. This was also approved.

(b)   Request for banner on side gates of Village Hall: discuss and decide way forward.

The request for a banner to be placed on the Village Hall gates was approved as long as the size of the banner did not contravene planning regulations and it was placed up to 2 weeks before the event and removed at most a week after the event. The proposed start date was 5th November. This was approved. The Clerk was instructed to inform the applicant.

7.       Tatsfield Green: agreed and sign Wayleave agreement for Tatsfield Lodge

The wayleave agreement was signed and dated and witnessed by the Clerk. The Clerk was instructed to return the copy wherein the map had not been signed by the resident, to him with a letter requesting this signature on his copy and then further requesting registration of the wayleave.

8.       Risk Assessments: assign and agree completion date

Martin Westerman agreed that Risk Assessments were his responsibility. The Clerk was asked to obtain an up to date form for the Aileen McHugo Building. The Clerk agreed to find a document from the Parish Councils insurance company relating to risk assessments and circulate this.

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

The Chairman brought a letter from Tatsfield School PTA to the attention of the members. A request was made for use of the cones at their annual fireworks night on 9th November and for early closure of the Community Games area for this event. This was agreed and it would be ratified at the meeting on 12th November.

10.    Matters for Reporting or Inclusion of Future Agenda

The Clerk drew the attention of members to moss on the walkways beside the Village hall which could be dangerous once colder weather and more slippery conditions arise. It was suggested that the Clerk might contact Karcher to enquire about hiring a yard sweeper. It was further suggested that Doug Massey would examine the walkway.

It was proposed that following receipt of 2 quotes for new boilers that a third quote be obtained from British Gas together with the possibility of a maintenance contract. The Clerk agreed to progress this.

 

The Meeting closed at 9.33 p.m.

 

Item & page

(20 Aug 2012)

Action

Who

Date by

Result

7, 63

Proceed with possessory claim for Shaw Road triangle

N Stokoe

10/09/2012

In progress

 

Item & page

(22 Oct 2012)

Action

Who

Date by

Result

4a, 81

Inform Tandridge District Council of the Parish Council’s decisions

Clerk

24/10/2012

COMPLETE

6b, 81

Inform the applicant for their advertising banner request approval

Clerk

29/10/2012

COMPLETE

7, 81

Return the signed wayleave with Parish Council instructions

Clerk

29/10/2012

COMPLETE

8, 81

Obtain forms and circulate

Clerk

29/10/2012

COMPLETE

10, 82

Obtain quotes from British Gas

Clerk

9/11/2012

In progress

 

 Agenda for Supplementary Meeting on 26th November 2012

 

MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 26th November 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 Martin Westerman

                                    Mr Peter Kerry                           Mr Doug Massey           Mr Ian Mitchell

             

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (District Councillor)

                                               

And 0 parishioner.

1.       Apologies: None

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

Doug Massey declared an interest in Item 4c. He took no part in the discussion or voting on this item.

Susan Smale declared an interest in item 12 but the Clerk deemed the dispensation agreed on 12 November to be applicable to this case. She did not vote on this item.

3.       To approve and sign the MINUTES of the previous meetings held on 12th November 2012

The Minutes of the previous meetings held on 12th November 2012 were approved and signed by the Chairman as an accurate record along with their appendices where relevant.

4.       Planning:

(a)   TA/2012/1332: The Bounds, Westerham Road, Westerham, Surrey, TN16 2EU.Erection of single storey side extension.

Response approved as no objection.

(b)   TA/2012/ 1364: My Ladys Cottage, Hillside Road, Westerham, Surrey, TN16 2NH Erection of single storey extension to side elevation

Response approved as no comment at this stage.

(c)   TA/2012/1437: Green Gables, Ricketts Hill Road, Tatsfield, Surrey, TN16 2NB Demolition of garage and boiler room. Erection of two storey side and rear extension. Incorporating Juliet balconies. Dormer windows to front roof slope. Erection of 1.7m high sliding gates and alteration to driveway

Response approved to request an extension and discuss on 10th December.

The Clerk was instructed to inform Tandridge District Council of the Parish Council’s decisions

5.       Consultation on Permitted Development Rights: agree response.

The Chairman proposed that the responses should be submitted as detailed in Appendix A to these minutes

This was agreed and the Clerk instructed to respond as detailed in Appendix A.

6.       Fire alarm proposals:  discuss upgrade proposals and agree way forward

Doug Massey stated these were still being examined and this would be presented at the January meeting.

7.       Surrey County Council Offer to Parish and Town Councils: discuss and agree final response.

Doug Massey requested that this item be deferred to January and this was agreed. The Clerk was instructed to inform Surrey County Council that the Parish Council had expressed an interest but were not yet ready to make a fomal bid. Communications Advisory Committee: update

Peter Kerry presented a report from the last meeting. It was noted that there could be financial implications for moving notice boards should this be required.

8.       Local Council Tax support scheme: agree parish council involvement

The Chairman proposed and this was agreed that there would be no formal parish council response but that each member should be encouraged to respond providing individual opinions.

9.       Storage facility for Highways items: discuss options

Doug Massey offered to provide a briefing note in a future meeting on this matter to be considered.

10.    Aileen McHugo Building: discussion and final decision on boiler servicing and maintenance contract

The Chairman proposed and it was agreed that Kent Domestic Boilers should be invited to service the existing boiler and provide a gas safety certificate. It was further agreed that decisions on a maintenance contract and whether to replace the existing boiler would await further analysis.

11.    Tatsfield Allotments and Community Gardens: ratify decision regarding container and update from Clerk

The Chairman proposed that the decision made on 12th November relating to the request from the Tatsfield Horticultural Society be ratified, subject to the information requested by Geoffrey Finch at Tandridge District Council being supplied by the Tatsfield Horticultural Society. This was approved. The Chairman also proposed and this was agreed that the Clerk ascertain whether anyone in the Allotments Group had contacted Surrey Highways as per their Road Opening Licence No ROL0117/TAN requirement and to proceed as required by this document should no contact yet have been made.

12.    Affordable Housing development: decision on name proposed by Tandridge District Council.

The Chairman proposed and it was approved that the Clerk should inform Tandridge District Council that the Parish Council’s preferred name for the new Affordable Housing site would be Gresham Close. The response should explain that of the other options proposed, The Dell was already an existing residence in the village and Homefield Close was the historic name of a nearby field but not the one the site was being built on.

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

The Chairman noted the work and concerns of Dawn Forrester-Groom regarding her recent work on the pond and the collation of opinions from the village. She proposed that this matter should be referred with urgency to the Green Spaces and Rights of Way committee with a recommendation for discussion and presentation of options to the Parish Council. The Chairman proposed and it was agreed that any decisions regarding the pond would take into account public opinion expressed, professional advice and cost implications.

The Chairman proposed that the Parish Council should allow an advertisement request from Silver Magpie Fairs for the craft fair in the Village Hall on 9th December. This was rejected. Ian Mitchell proposed and it was agreed that permission be given for a banner to be placed on the flower bed to the right of the village hall as long as the other Parish Council policy requirements were met.

14.    Matters for Reporting or Inclusion of Future Agenda

A number of items were proposed for future agendas:

  • Future planning status of Tatsfield
  • Clacket Lane works – are they being completed?
  • Shaw Road triangle possessory title has been awarded – the Parish Council should now look at claiming other parcels of land such as Hays Pasture
  • Village hall bollards and the car park
  • Risk assessments
  • Consultative document regarding admissions for Tatsfield School

 

The Meeting closed at 9.45 p.m.

Item & page

(22 Oct 2012)

Action

Who

Date by

Result

10, 82

Obtain quotes from British Gas

Clerk

9/11/2012

COMPLETE

 

Item & page

(26 Nov 2012)

Action

Who

Date by

Result

4,  90

Inform Tandridge District Council of decisions

Clerk

28/11/2012

COMPLETE

5, 90

Respond to consultation

Clerk

5/12/2012

COMPLETE

7, 90

Inform Surrey County Council of Parish Council’s current status

Clerk

5/12/2012

COMPLETE

10, 91

Provide briefing note on options

D Massey

31/12/2012

In progress

11, 91

Inform Kent Domestic boilers of decision

Clerk

3/12/2012

COMPLETE

12, 91

Proceed as instructed

Clerk

10/12/2012

COMPLETE

13, 91

Inform Tandridge District Council as detailed

Clerk

5/12/2012

COMPLETE