MINUTES of a Meeting of Tatsfield Parish Council held on the 5th January 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Jon Allbutt (in the chair) Mrs Susan Smale                

                                    Mrs Nichola Stokoe Mr Douglas Massey           

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (Tandridge DC Councillor)

                                    Mr David Hodge (Surrey County Councillor)

 

And 13 parishioners.

 

1 To receive (a) Apologies: Apologies were received from Mr Ian Mitchell and Mr Peter Kerry

 

And (b) Declaration of Interest: The Chairman and Vice Chairman declared a personal and prejudicial interest in Item 9j (TACG – Allotments). This meeting did not involve discussions or decisions for this item, merely information given to the meeting and therefore it was deemed that they did not need to withdraw.

 

2. Minutes of the previous meeting

The minutes of the meeting held on the 12th December 2011 were approved and signed by the Chairman as a correct record; these included a copy of the Final Budget as approved by the Parish Council.

 

3. Action Points (may be covered under later Agenda items)

The Clerk recommended that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

 

4. Planning

(a)   To determine the Parish Council’s position on Appendix A:

  • TA/2011/1511 – COLPD Allotments, Approach Road, Tatsfield – This item’s response was agreed to be ‘The Parish Council has supported this initiative from the beginning and is keen to encourage any projects that ensure the facility is open to all the community. The proposals also support our ‘green’ agenda and will deliver an energy-saving, self sufficient facility for the whole community.’ This response had been sent to Tandridge Planning before the due date of 30/12/2011.
  • TA/2011/1538 - Rosefield House, Hillside Road, Tatsfield, Surrey, TN16 2NH. The planning team for December, Susan Smale and Nichola Stokoe, made a short presentation which included the comment that the garage is to be built on the current two hard standing parking places at the property which does not seem unreasonable for the size of the property. However, given the restrictions placed by the 2008 permission attention should be paid should any further applications for outbuildings be made. It was agreed that despite apparently large number of previous planning applications for this property, that the current application simply added the request for a double garage to the previously approved application from 2008 and did not make any additional changes. This was deemed to be acceptable and the Clerk was instructed to inform Tandridge planning officer that the Parish Council had no comment to make on this application.

(b)   To appoint a planning team for January: the next members of the planning team would be Jon Allbutt and Peter Kerry.

(c)   To discuss Neighbourhood Planning: The Chairman noted that Ian Mitchell had provided a summary of understanding on Neighbourhood Plans to the Parish Council in December and this was read out to the meeting. The Clerk reminded that Parish Council that Neighbourhood Plans currently being developed incurred high costs, with some running in the region of £20,000 and that this should be borne in mind. It was agreed by the Parish Council that this matter should be addressed together with item 7f on the Agenda as they appeared to be linked and the Village Appraisal would provide valuable resources that could be used to develop a Neighbourhood Plan. It was agreed that the Parish Council supported the development of a Neighbourhood Plan in principle, but needed to address details and a process to integrate this into a Village Appraisal process.

5. Finance

(a)   To authorize payments detailed in Appendix B. The Clerk noted that expenditure was not high that month, with usual outgoings relating to utilities, cleaning and maintenance being observed. It was also noted that the receipt of the £30,000 from Surrey County Council to maintain the car park had now been (mostly) transferred to the Deposit account until such time as the Parish Council opened other investment accounts to secure the funds in. The Clerk also informed the meeting that she had received confirmation that the VAT refund had also been received and that she would be transferring the remaining £2,000 following that receipt.
The Parish Council agreed to authorise Appendix B unanimously.

(b)   To discuss and agree items requiring expenditure. The Clerk noted that 2 grant requests had been received, once from the Parish Magazine, which was in the budget for the current financial year. It was agreed that a donation of £50 be supplied.
The second request came from St Mary’s Church for the Flower Festival in June 2012. It was agreed that the Parish Council would provide a flower arrangement through Sue Smale and that an amount of £100 would be put aside in the future budget to cover this.

(c)   To finalise agreement of items to be proposed for the Surrey County Council Community Improvement Fund. The Clerk informed the Parish Council that she had prepared a notification email to all currently known local group contacts as per the list provided by Peter Kerry and that this would be sent on Tuesday, to make everyone aware of the Surrey County Council Community Improvement Fund and the benefits possible for local groups.

6. Highways & Rights of Way

(a)   Receive an update on Highways: Douglas Massey had circulated a report and was awaiting an update on the Lengthmans scheme legal agreement which should have been received from Surrey County Council.
The Parish Council had been asked by Surrey Highways to approve a sign to be placed on Lusted Hall Lane warning Heavy Goods Vehicles that the road was not suitable for them to pass, following receipt of complaints from residents. There was some concern regarding the perceived benefit of the sign, but it was agreed that the Parish Council would support this initiative given it had been requested by local residents.

(b)   Receive an update on Footpath Walks/ Rights of Way: The Chairman proposed that a meeting be set up with Philippa Gates of Surrey County Council to discuss this area generally and to see whether it would be possible to obtain replacement stiles. Sue Smale to progress.

 

7. Notified Matters

(a)   To receive an update on Affordable Housing: It was hoped to have an update for the February meeting.

(b)   To receive an update on the Winter Emergency discussions. Nothing new to report.

(c)   To receive an update regarding the new Tatsfield Emergency Plan. No update was forthcoming for this meeting.

(d)   To receive an update on Community Web Development /Interweb. The Chairman noted in Peter Kerry’s absence that progress was being made and contacts collected for Village Organisations.

(e)   To discuss proposals for celebrating the Queens Diamond Jubilee in 2012. The Chairman reminded the Parish Council that a meeting was being held in WI Hall on 11th January 2012 to agree a way forward on this matter following the receipt of responses from the appeal in the Parish Magazine. It was agreed that recent offers of commemorative items would be discussed at the meeting on the 11th.

(f)    To discuss and agree the way forward for a Village Appraisal to be held in 2012. The Chairman thanked input from G South and B David on this matter, including the possibility of running a ‘mini’ appraisal as Burstow had recently undertaken. It was agreed that this matter needed to be linked to Neighbourhood Planning and that a working party would be set up to address this as agreed in item 4c.

(g)   To receive and update and discuss items relating to Health and Wellbeing. Nothing new to report.

 

8. Reports from Members and Outside Organisations

(a)   County Councillor: David Hodge informed the meeting that Paynesfield Road was on the list for repairs for the County and it was hoped this would be done in April 2012. He also warned of serious challenges to the County regarding the problems with roads in Surrey and the need for more funds, as well as the increasing demands on infrastructure (schools and care for the elderly in particular) that was increasing steadily over the coming decade, but that moves were being taken by the County Council to attempt to improve income and address future Council tax increase freezes.

(b)   District Councillor: Bob David reported on the following matters:

1-     Tatsfield School transport for local Year 7 children was now in the hands of the Local Government Ombudsman and a decision was being awaited in the future. This was going to be a serious matter as their decision would affect whether these children received transport from the County to Oxted School for their entire time at the school.

2-     The water leak in Approach Road had been reported to Thames Water and they were apparently supposed to fix it on Monday.

3-     It was expected that the new Refuse and Recycling plans would be approved by the District meeting on 19th January 2012. Flats would be considered individually. The Chairman expressed hopes that input from the local community on potential dangerous spots in this matter would be considered by the District Council.

(c)   Tatsfield Community Responders: The Chairman reminded the meeting that Responders were not allowed to be sent to local incidents where violence had been reported to the Police and had caused the incident, and that this was decided at SECAM level and not even passed down to local Responders.

(d)   Village Hall: Nichola Stokoe had circulated a report and was pleased to disclose that no damp had been found under the stage when investigated and that requests had been made that it be kept as clear as possible in the future.

(e)   Tatsfield Youth Project: the donation of £2,250 to be used for the benefit of the young people in the Village was handed to the Clerk. Thanks were made and it was noted that this item would be removed from future agendas.

(f)    Tatsfield in Bloom: The Clerk reported that a request had been received and circulated asking for Parish Council approval for a mosaic to be placed on the wall facing the Village Hall as part of the preparations for TIB in 2012. A short discussion took place and it was agreed in principle that the Parish Council would approve this request, as long as consultation took place regarding location and the plans and methods to be used for fixing the mosaic to the building. It was reported that searches for funding continued.

(g)   Biggin Hill Airport: nothing to report.

(h)   Vern d ‘Anjou Association: The Chairman reported that Tatsfield Vern group were organising the trip to France at Easter and interested parties should contact Peter Fuller as indicated in the Parish Magazine.

(i)    Police: Inspector Austin had agreed to a meeting. The Clerk was to finalise details and prepare an agenda.

(j)    East Surrey Parishes Liaison Group: Nothing to report.

(k)   Speed watch: It was reported that the decision on whether Approach Road speed limit should be lowered to 40 miles an hour would take place in February.

(l)    Oxted CAB: nothing new to report.

(m)  Fair-trade Steering Group: D Massey invited the Parish Council to attend a Chocolate evening on 11th March 2012 in the Village Hall. A poster for this would be placed on the Parish Council notice board.

(n)   PARROT: K Arnold provided an update informing the Parish Council that events and requests for donations had so far raised £2,700. The group had been quiet over the Christmas period but would be renewing activities in the New Year. Mr Arnold was looking forward to the meeting on 12th January to discuss a PARROT application for the Surrey County Community Improvement Fund.

 

9. Parish Council Property and Land

It was reported by N Stokoe that her application for registration of the King Edward VII Memorial Ground had been successful and that the title was registered as SY798483.

(a)   Car Park and retained facilities: The Clerk reported that the insurance company had stated the car park surface required additional insurance and that an estimate for replacement had been sent as requested by the insurers.

(b)   TCGA: nothing to report.

(c)   Tatsfield Green: The Chairman reported that trees had come down in the recent bad weather and there was a possible drainage problem which could be contributing to root weakening near the road edge. Steve Hyder was currently in discussions with the Parish Council to investigate this matter.

(d)   Westmore Green: The Chairman noted that parking and driving was still happening on the track on Westmore Green and that he would be investigating whether Tandridge District Council had any posts that could be placed on the track to discourage this.

(e)   Pond: The Chairman reported this was now looking full and healthy.

(f)    Millennium Wood: The Chairman asked the Clerk to ascertain who owned the boundary at the far end of the wood.

(g)   Kemsley Wood: The Chairman reported that the path was still being used well and that he needed to check whether timber was being stolen from the wood under better light.

(h)   Parish Room / Aileen McHugo Building: The Chairman noted that a recent report received detailing charging for halls and rooms in Surrey had been useful and that charging structures were being reviewed.

(i)    Village Hall: The Clerk reported that Desmond Bishop had confirmed the outstanding vents had been placed in the Village Hall eaves.

(j)    Allotment Project: It was reported that there were concerns regarding the slippage of projects due to the length of time taken on the Certificate of Lawfulness project, but that this was being constantly reviewed.

 

10. Meetings to Attend/Correspondence

(a)   To agree attendance at Meetings to which Parish Councillors are invited. The Clerk reported the following invitations had been received:

1) Surrey Clubs for Young People AGM on 11/1/2012 at High Ashurst, Dorking Surrey. None to attend

 

(b)   To discuss Correspondence received by the Clerk.

The Clerk reported that a letter of thanks had been received from the Bridge Club together with invoices showing purchase of tables as requested by the Parish Council.

Additionally a request from the Fair-Trade group had been received and circulated for use of the Green outside the Shops for a tea tent on 12/5/2012. This was approved.

 

 

11. Matters for Reporting or Inclusion of Future Agenda

The Clerk reported that the Parish Council was currently awaiting confirmation from Tandridge District regarding the advertising of the existing vacancy in the Parish Council, outstanding since the May elections 2011. The intention would be to invite applications for the vacancy for co-option, this being the advice received from SCAPTC and the Local Government Administration (Charles Arnold Baker) sources. The Parish Council would be advertising the vacancy, offering 14 days in which interested parties could submit their applications and a vote would then take place after a review of received applications, at the February meeting.

 

The Meeting closed at 9.53 p.m.

 

 

Subjects raised in Public Adjournments

1-.Was ivy going to be removed from trees in Millennium Wood

2- Thanks were given for the cutting of the hedges in Ship Hill

3-Was the Parish Council going to claim the land in Maesmaur Road as it was being encroached upon by surrounding properties.

4-Was there any news on the missing signs for the Village in Approach Road and Ricketts Hill Road.

5- Was the Parish Council attending a talk given by CPRE on 21st January?

 

Item & page

(13 Dec)

Action

Who

Date by

Result

10b, 80

Letter to Lusted Hall Lane residents

Clerk / J Allbutt

31/12

In progress

13b 7, 32

Report advertising by Golf Course to TDC

Clerk

31/5

In progress

 

Item & page

(13 June 2011)

Action

Who

Date by

Result

6, 37

Issue guidelines for advertising events for TCGA users

Clerk

30/6

In progress

 

Item & page

(11 July 2011)

Action

Who

Date by

Result

7a, 46

Circulate report on Highways and role

D Massey

05/09

In progress

 

 

Item & page

(10 Oct 2011)

Action

Who

Date by

Result

6d, 61

Investigate Wayleaves charging to provide report for future

Clerk

30/11

COMPLETE

 

Item & page

(14 Nov 2011)

Action

Who

Date by

Result

7b, 70

Arrange for purchase of a pallet of salt

Chairman

10/12

In progress

9b3, 71

Investigate sharps service with local hospitals.

S Smale

10/12

In progress

 

Item & page

(12 Dec 2011)

Action

Who

Date by

Result

6a, 77

Investigate possible signs for grit bins

Clerk

31/12

In progress

9d, 78

Follow up donation

S Smale

31/12

COMPLETE

9h, 78

Propose meeting with Police

Clerk

31/12

COMPLETE

9a, 78

Investigate insurance options for car park

Clerk

31/12

COMPLETE

9a, 78

Investigate investment options for car park funds

Clerk

31/12

In progress

9j, 78

Send letter to Surrey Hills

Clerk

12/12

COMPLETE

 

Item & page

(9 Jan 2012)

Action

Who

Date by

Result

4a, 1

Inform Tandridge planning of Parish Council decision

Clerk

11/1/12

COMPLETE

4c, 1

Set up a working group to discuss Neighbourhood plan and Village Appraisal

Chairman/Clerk

31/01/12

In progress

5b, 1

Inform of Grant allocations

Clerk

13/1/12

COMPLETE

6a, 2

Feedback Parish Council’s decision re sign

Clerk

11/1/12

COMPLETE

6b, 2

Arrange meeting with P Gates

S Smale

31/1/12

 

9f, 4

Ascertain ownership of the boundary

Clerk

31/1/12

COMPLETE

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 13th February 2012 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                

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

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (Tandridge DC Councillor)

                                    Mr David Hodge (Surrey County Councillor)

 

And 8 parishioners.

 

1. To receive (a) Apologies: No Apologies were received.

 

And (b) Declaration of Interest: The Chairman and Vice Chairman declared a personal and prejudicial interest in Item 9j (TACG – Allotments). This meeting did not involve discussions or decisions for this item, merely information given to the meeting and therefore it was deemed that they did not need to withdraw.

 

2. Minutes of the previous meeting

The minutes of the meeting held on the 9th January 2012 and the Supplementary meeting held on 5th January 2012, were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

3. Action Points (may be covered under later Agenda items)

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

 

4. Planning

(a)   To determine the Parish Council’s position on Appendix A:

  • TA/2012/165: The Chalet, Ninehams Road, Tatsfield TN16 2AJ – Erection of detached double garage. Nichola Stokoe’s report on the above planning application. It was agreed that the Clerk would express the Parish Council’s concerns regarding the size of the proposed double garage and the possibility that it would be large enough to be converted into residential accommodation in the future given its roof size and height, in direct contradiction to policy RE10 of the local plan.
  • TA/2012/202: 109 Paynesfield Road, Tatsfield, TN16 2BQ – Erection of single story extension to front elevation and erection of porch to side elevation. Conversion of existing garage into habitable accommodation (amended description).
    Following discussion of the report submitted by N Stokoe, the Parish Council agreed to instruct the Clerk to inform Tandridge Planning that there was no comment to make on this application.

(b)   To appoint a planning team for February: It was proposed that Jon Allbutt and Peter Kerry should be members of the planning team this month as Nichola Stokoe and Sue Smale had handled both December and January. This was agreed.

(c)   To agree the proposed Neighbourhood Planning team. Nichola Stokoe and Doug Massey volunteered to form the basis for the Neighbourhood planning team with Ian Mitchell in a supporting role and the rest of the Parish Council to call upon should their expertise be required. This was agreed and the team would organise a meeting before the next Parish Council meeting in March.

(d)   To discuss and agree approach to the Kent County Council Consultation Development and Infrastructure document .The Parish Council agreed that no action would be necessary on this item as the content did not refer to Parish Councils and concerned the neighbouring county.

5. Finance

(a)   To authorize payments detailed in Appendix B. The Clerk informed the Parish Council that expenditure appeared normal apart from a large payment of outstanding items to Tatsfield in Bloom, but that this would still not exceed their allocated grant for the current financial year, which still had £120 outstanding to be spent. It was further noted that the VAT refund had been received (to the end of September 2011) and the Parish Council had also received the donation from Tatsfield Youth Project to be donated to the Youth of the village.
The Parish Council agreed to authorise Appendix B unanimously.

(b)   To discuss and agree items requiring expenditure. A proposal by Ian Mitchell to increase the current year’s insurance to cover the car park surface, at a pro-rata rate of £34.19, was agreed. The Clerk was instructed to additionally enquire about cover for the many lighting and other bollards now part of the Parish Council’s responsibility.
Sue Smale proposed that the Parish Council allocate some of the grant money currently available, confirmed by the Clerk to be in the region of £1400, to funding the music entertainment and hog roast for the Jubilee Celebrations, as these were in the entire community’s interest. This was unanimously approved to the amount of £600.

(c)   To adopt the updated Financial Regulations for the Parish Council. It was proposed by the Vice Chairman that the updated financial regulations that had been previously circulated to the Parish Council by the Clerk be adopted. This was unanimously agreed by a show of hands.

6. Highways & Rights of Way

(a)   Receive an update on Highways: Doug Massey had circulated a report on these matters. It was agreed that Surrey Highways’ response to the recent winter weather had been a vast improvement over previous years with consistent clearing of Priority 1 routes and the local farmer clearing Priority 2 routes effectively. This was conveyed to the County Councillor present at the meeting. D Massey proposed that the draft Lengthsman agreement circulated recently be moved to the next stage and prepared for signature by requesting legal opinion. This was unanimously agreed.

(b)   Receive an update on Footpath Walks/ Rights of Way: Sue Smale reported that a meeting with Philippa Gates had been arranged for 27th February at 14.30.

 

7. Notified Matters

(a)   To consider applications received for the notified Co-Option to fill the vacancy of Parish Councillor and to select a candidate by majority vote. The Clerk had only received one application which had been circulated and was now considered by members present at the meeting. Following a call for a vote, a unanimous show of hands voted Martin Westerman in as the new parish councillor for Tatsfield, filling the only vacancy. The Chairman and others welcomed Martin Westerman to the Parish Council.

(b)   To receive an update on Affordable Housing: A report had been circulated by Sue Smale. The project was still on track with Tandridge District Council having provided a grant of £100,000 which greatly facilitated the next stage of funding. It was still expected that the project would go ahead in April to be completed in 2013. The Parish Council thanked Tandridge District Council through the District Councillor present at the meeting for their grant. It was also agreed, following circulation of 3 options, that the Tatol logo with a black border would be sent to English Rural Housing to be used in their sign for the Affordable Housing project.

(c)   To receive an update on the Winter Emergency discussions. This item was mostly covered under item 6a. The Chairman thanked all the volunteers who had assisted in clearing paths, Crossways Court and the School car park following the recent winter weather.

(d)   To receive an update regarding the new Tatsfield Emergency Plan. No update was forthcoming for this meeting.

(e)   To receive an update on Community Web Development /Interweb. A report had been circulated by Peter Kerry who noted that a near complete list of contacts for village organisations was now available and that this would prove very useful in the future. Peter Kerry also informed the Council that the interweb committee had requested some standardisation across the 3 main village websites and that this would be addressed in coming meetings.

(f)    To discuss and agree next steps for proposals to celebrate the Queen’s Diamond Jubilee in 2012. Sue Smale reported that a further meeting in January had reached an agreed set of village events, and that individuals were being approached to assist with the organisation of these, with the Parish Council in a supportive role. These would include a party on the green and a hog roast, as well as further promotion of Tatsfield Walks and ‘Down Memory Lane’ by Ian Mitchell and Eileen Pearce working together. Other village organisations would also be holding events and all were co-ordinating them closely. Sue Smale proposed that the Parish Council agree to join with Titsey in lighting a beacon bonfire given the proximity of the proposed sites. This was agreed. It was further proposed that the kind invitation from Woldingham be declined given the Parish Council had agreed to join with Titsey in lighting a Jubilee beacon. The Clerk to inform the Clerk from Woldingham. The Chairman reported that a ‘royal oak’ seedling was available for planting in honour of the Jubilee.

(g)   To receive an update on preparations for a Village Appraisal to be held in 2012. It was noted that this item was likely to progress alongside the Neighbourhood Planning team but no current progress was available to report.

(h)   To receive and update and discuss items relating to Health and Wellbeing. A report had been circulated by Sue Smale providing information regarding the recent query by a local resident regarding the disposal of ‘sharps’.

 

8. Reports from Members and Outside Organisations

(a)   County Councillor: Councillor David Hodge requested that the Clerk inform him of the plans for the Jubilee beacon as there was likely to be an available grant for this event. He reported that salt bins were unlikely to be refilled in the near future although he was requesting a review of priority 1 route bins where refills were likely to have the most impact.
David Hodge reported that Surrey County Council had approved a rise in Council Tax and rejected the government’s offer of a grant which would have restricted growth in future years. He noted that the Local Government Ombudsman had made a provisional decision against the County in the matter of the Tatsfield to Oxted school transport for current year 7 intake. This would hopefully be resolved shortly. David Hodge also noted that he believed Tatsfield in Bloom’s grant for 2012 to be safe.

(b)   District Councillor: Bob David reported on the following matters:

1-     The new recycling and refuse system had been agreed by Tandridge to be implemented from October 2012. Concerns were expressed by the Chairman regarding all the flats in the area, in particular Crossways Court.

2-     Tandridge District Council had accepted the government’s grant offer and agreed a council tax freeze for the coming year.

3-     Recent complaints about the lack of recycling collection in Tatsfield were being explained by bad weather impeding rubbish trucks but that this did not really address all issues and further requests were being made to Biffa on this matter.

(c)   Tatsfield Community Responders: No report was available but the Chairman noted that he had been told 5 further recruits were undergoing training.

(d)   Village Hall: Nichola Stokoe had circulated a report. She proposed that the Parish Council accept a quote of £45 for an air brick to be installed under the stage. The Clerk noted that the spending for the Village Hall was currently over the assigned budget. The Parish Council rejected the proposal but agreed to monitor over the coming year. Nichola Stokoe then asked whether the Parish Council could indicate whether it objected in principle to the installation of solar panels on the Village Hall roof. It was agreed that there was no objection in principle to this proposal; however the matter would need serious consideration and Parish Council approval as the landlord, before progression.

(e)   Tatsfield in Bloom: Thanks were proffered to all hard working TIB volunteers who assisted not only in this valuable village enterprise, but were also the backbone of all volunteering around the village including litter picking and snow clearance. This was echoed by the Parish Council. Bob David informed that the project for In Bloom was progressing and funds were being sought after.

(f)    Biggin Hill Airport: Ian Mitchell had circulated a report and reminded the Parish Council of the attendance of Jenny Munro – airport director - at the Annual Parish Meeting in April. Peter Kerry reminded the meeting of the fund available from the airport for local projects.

(g)   Vern d ‘Anjou Association: nothing to report.

(h)   Police: A report summarising the meeting held with Inspector Austin agreed that a more pro-active communication should take place with officers coming to address the bi-monthly Community Liaison meetings. Sue Smale had volunteered to provide this contact. It was proposed that the police be invited to the June Fair and have a stall to raise local awareness. This was agreed and Sue Smale to progress. A report by Peter Kerry on the Neighbourhood Watch scheme had also been circulated and this was likely to be useful for different areas of the village. The Chairman agreed to work with the Police and local groups to raise awareness.

(i)    East Surrey Parishes Liaison Group: Nothing to report.

(j)    Speed watch: Nothing new to report.

(k)   Oxted CAB: PK reported that the CAB agreed to try to improve their advertising by seeking co-operation with local schools. He also reported that they would investigate the possible ways to participate in the Big Energy Week next year.

(l)    Fair-trade Steering Group: Doug Massey reminded the Parish Council of 2 events coming up for this group – 26/2 an informal church service with a Fair-trade theme and the Chocolate extravaganza event on 11th March.

(m)  PARROT: Nichola Stokoe volunteered to become the official Parish Council representative on the PARROT project since the current main organisers had requested Parish Council assistance given the current difficulty in finding volunteers amongst local parents. This was agreed and support for her initiative in sending a letter out to local businesses was encouraged. Further meetings with PARROT were due to take place over the next week.

 

9. Parish Council Property and Land

(a)   Car Park and retained facilities: This item had already been covered under finance. Thanks to Doug Massey and Nichola Stokoe for having replaced the lighting bollard bulbs were given by the Chairman.

(b)   TCGA: nothing to report. The Chairman asked for a meeting to be set up to discuss sharing costs with Tatsfield School.

(c)   Tatsfield Green: The Chairman noted that discussion regarding the grass cutting schedules for this year would be held with Steve Hyder of Tandridge District Council and there was likely to be a reduction in their frequency due to budget cuts in Tandridge. This also referred to item 9d.

(d)   Westmore Green: A request for use of the Green on Sunday 3rd June 2012 by St Mary’s Church. The service would take place at 10am and would require some access for preparation and clearing up afterwards. This was approved and the Clerk confirmed that a copy of the Public Liability Insurance was in her possession.

(e)   Pond: nothing new to report.

(f)    Millennium Wood: The Chairman stated he would be discussing the edge near the road as a few trees had been lost recently and this may be because of drainage issues.

(g)   Kemsley Wood: Nothing new to report.

(h)   Parish Room / Aileen McHugo Building: Upon a request by the Chairman the Clerk confirmed no contact had been made by Kestrel despite her email last month. She would try again in the coming month. The Chairman confirmed that an interested party had made enquiries about a tenancy for an office in the AMB.

(i)    Village Hall: This item had been covered under 8d.

(j)    Allotment Project: The Chairman reported that the Certificate of Lawfulness applied for in November had been awarded for all but 2 of the projects and these were now proceeding required with the various grants awarded. The Clerk noted that she had been made aware that Surrey Hills had awarded a grant of £11,800 to the Allotments Group.

 

10. Meetings to Attend/Correspondence

(a)   To agree attendance at Meetings to which Parish Councillors are invited. The Clerk reported the following invitations had been received:

1) TVSC Network Lunch 1 March 2012 12.30pm, Lingfield and Dormansland Community Centre. None to attend

 

(b)   To discuss Correspondence received by the Clerk.

A report was presented on a recent visit to a CPRE Forum on 21st January 2012 by Eileen Pearce. A welcome note was the current review of Area of Outstanding Natural Beauty (AONB) boundaries which may result in the inclusion of Tatsfield’s Area of Great Landscape Value (AGLV) to the south of Approach Road, Ship Hill and Rag Hill. This was well received and the Parish Council thanked Mrs Pearce for her valuable contribution.

 

11. Matters for Reporting or Inclusion of Future Agenda

There were no matters to report for this item.

 

The Meeting closed at 10 p.m.

 

Subjects raised in Public Adjournments

1. Were the Parish Council endorsed Jubilee Celebration arrangements going to be taking place over 2 days only

2. Complaint about the verge outside the allotments

3. What is the Parish Councils role in selecting residents for the Affordable Housing project

4. Is the Parish Directory going to be completed

 

Item & page

(13 Dec)

Action

Who

Date by

Result

10b, 80

Letter to Lusted Hall Lane residents

Clerk / J Allbutt

31/12

In progress

13b 7, 32

Report advertising by Golf Course to TDC

Clerk

31/5

In progress

 

Item & page

(13 June 2011)

Action

Who

Date by

Result

6, 37

Issue guidelines for advertising events for TCGA users

Clerk

30/6

In progress

 

Item & page

(14 Nov 2011)

Action

Who

Date by

Result

7b, 70

Arrange for purchase of a pallet of salt

Chairman

10/12

In progress

 

Item & page

(12 Dec 2011)

Action

Who

Date by

Result

6a, 77

Investigate possible signs for grit bins

Clerk

31/12

In progress

9a, 78

Investigate investment options for car park funds

Clerk

31/12

In progress

 

Item & page

(9 Jan 2012)

Action

Who

Date by

Result

4c, 1

Set up a working group to discuss Neighbourhood plan and Village Appraisal

Chairman/Clerk

31/01/12

COMPLETE

 

Item & page

(13 Feb 2012)

Action

Who

Date by

Result

4a, 8

Inform Tandridge planning regarding the planning applications

Clerk

28/2/12

 

4c, 8

Arrange first meeting of the Neighbourhood planning team

D Massey / N Stokoe

29/2/12

 

5b, 8

Increase insurance to cover car park surface and enquire about adding bollards

Clerk

22/2/12

 

7f, 9

Clerk to thank Titsey for their invitation re Jubilee beacon and inform them of Parish Council’s agreement

Clerk

22/2/12

 

7f, 9

Clerk to thank Woldingham for their invitation re Jubilee beacon and inform them of Parish Council’s decision not to proceed

Clerk

22/2/12

 

8a, 9

Remind D Hodge re Jubilee beacon plans

Clerk

15/2/12

COMPLETE

8g, 10

Invite Police to have a stall at the June Fair

S Smale

29/2/12

 

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th March 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

 

Present:                       Mr Jon Allbutt (in the chair) Mrs Susan Smale                

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

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (TandridgeDCCouncillor)

                                    Mr David Hodge (Surrey County Councillor) (present for first 30 minutes)

 

And 10 parishioners.

 

1. To receive (a) Apologies: No Apologies were received.

 

And (b) Declaration of Interest: The Chairman and Vice Chairman declared a personal and prejudicial interest in Item 9j (TACG – Allotments). At the point of the meeting when this item was discussed both members withdrew without exercising their right to speak as per Code of Conduct. They did not return until discussion and voting on the item had been concluded.

 

2. Minutes of the previous meeting

The minutes of the meeting held on the 13th February 2012 were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

3. Action Points (may be covered under later Agenda items)

The Clerk informed the meeting that action points would be addressed under current agenda items and that if these had been completed this was shown in the Action list table.

 

4. Planning

(a)   To determine the Parish Council’s position on Appendix A: There were no planning application items to discuss as per Appendix A. Appropriate planning applications received after the date of the meeting would be discussed at the planning meeting on 26th March 2012.

(b)   To appoint a planning team for March: It was proposed that Doug Massey would be assisted by Susan Smale as Ian Mitchell would be absent for much of the month, and would therefore assist in the planning team in April.

5. Finance

(a)   To authorize payments (including presentation of cheques) detailed in Appendix B: The payments were approved unanimously and cheques signed as required. The Clerk noted that a cheque for £70 had been received for further sales of the Tatsfield Wallet of Walks. The Clerk also noted that a replacement cheque had been issued for February’s payment to Bob David of £2479.92 as this had apparently been mislaid after having been deposited in the post office. The Clerk had cancelled the original cheque number 100841 and a new cheque number 100847 had been issued as a replacement.

(b)   To discuss and agree items requiring expenditure: including requests for training courses for Clerk and Vice-Chairman and payment of the CiLCA registration fee for the Clerk’s course; expenditure on additional light fittings for First Floor AMB. The requests for training courses for the Clerk’s CiLCA Fast Track course and Chairmanship course for the Vice-Chairman were approved. It was agreed subject to Appendix C being approved that the CiLCA registration fee would also be paid in the current financial year. It was agreed that the additional light fittings would be scheduled for the new financial year. Recommendations from the Finance Committee for the remainder of the Grants budget were approved.

(c)   To agree recommendations for movement of unspent budget amounts from Finance Committee as detailed in Appendix C. The recommendation from the Finance Committee for virements summarised in Appendix C was approved.

6. Highways & Rights of Way

(a)   Receive an update on Highways: Doug Massey had circulated a report on these matters. No action was required although it was noted by the Chairman that recent pothole repairs had been much faster than normal that was a very positive circumstance.

(b)   Receive an update on Footpath Walks/ Rights of Way: Sue Smale reported that a meeting with Philippa Gates had taken place on 27th February at 14.30. The meeting had confirmed that P Gates’ unit was being further reduced due to cuts in the County Council. A formal programme for maintenance of footbath and stiles was awaiting feedback from P Gates. It was hoped that a second step would be installed at the stile on Footpath 21 from the Meadow, as it was a very steep drop; in addition a handrail could be erected beside the steps on the other side of the valley. Surrey County Council would write to the landowner regarding these matters.

 

7. Notified Matters

(a)   To receive an update on Affordable Housing: A report had been circulated by Sue Smale containing updates.

(b)   To receive an update on the Winter Emergency discussions. No update was forthcoming for this meeting.

(c)   To receive an update regarding the new Tatsfield Emergency Plan. No update was forthcoming for this meeting.

(d)   To receive an update on Community Web Development /Interweb. No update was forthcoming for this meeting.

(e)   To receive an update on the Queen’s Diamond Jubilee in 2012. It was reported that a schedule of events for the weekend was being compiled and had been circulated. This needed to be updated to include all other Village events. The Clerk noted that a request had been received from D Bishop for a donation towards the purchase of around 100 Jubilee commemorative mugs for the children of the village, in line with what had happened in 2011 with the Royal Wedding. This would be considered at the Finance committee meeting in April. The Chairman noted that the location and process for planting a Jubilee Oak was underway.

(f)    To receive an update on preparations for a Village Appraisal to be held in 2012. It was noted that this would be addressed at the Neighbourhood planning meeting to take place in mid-April.

(g)   To receive and update and discuss items relating to Health and Wellbeing. No update was forthcoming for this meeting.

(h)   To adopt the updated Complaints Procedure. The circulated and update Complaints Procedure was unanimously approved and would be placed on the Parish Council website for public information. This related to complaints made `against the Parish Council as a legal entity, not against individual councillors.

(i)    To discuss and agree a proposal for Business Cards for Parish Councillors and the Clerk. It was agreed that Peter Kerry would circulate a study of costs for the April meeting, bearing in mind the need to ensure that the main contact address and telephone number for the Parish Council must be the Clerk.

(j)    To discuss the recent complaints about Recycling outside The Ship. A complaint had been received by a resident regarding the lack of usable facilities for recycling cardboard. The District Councillor agreed to find out the schedule for emptying the bins and report back in April.

(k)   To agree the proposal to change the date of the Parish Council meeting in April to 16th April due to Easter. This was unanimously agreed and would be preceding the Annual Parish Meeting on 17th April in the Village Hall.

(l)    To discuss and agree the proposal to take the lead in resurrecting greater co-operation between East Surrey Councils through the ESPLG or other such body. The Clerk reported that the current Chair of the ESPLC was Nutfield Parish Council and that a contact should be made at first instance with the clerk of Nutfield to arrange a possible meeting. It was agreed that terms of reference and agreed agenda items were required for meetings and that Tatsfield should attempt to take the lead in starting these, along with input and feedback from Tandridge District Council for meeting venues. The Clerk and Peter Kerry to proceed.

(m)  To discuss and agree the proposal for a standard logo for Tatsfield Parish Council from those proposed in Appendix D. Following a discussion on this item it was agreed to adjourn a decision until a later Parish Council as it would not be possible to vote on the proposal as agreement on terms of reference were not forthcoming.

 

8. REPORTS FROMCOUNTYCOUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   To receive a report from the County Councillor. No report was available.

(b)   To receive a report from the District Councillor. The District Councillor reported on the following items:

1-     It had been announced that the Post Office network would be revamped following recent consultations and that Linda will remain affiliated to the Village Store.

2-     No feedback from Tandridge had been received regarding the recent Bulky Rubbish collection but general resident feedback was it had been a success. No damage was visible.

3-     Details of the new recycling refuse facilities for flats and difficult roads in Tatsfield should be made available shortly.

(c)   To receive a report from the Tatsfield Community Responders and take action on proposals contained therein. No formal report received.

(d)   To receive a report from the Village Hall Management Committee through its Parish Council representative and take action on proposals contained therein. Nichola Stokoe had circulated a report but no Parish Council actions were required.

(e)   To receive a report from Tatsfield in Bloom. It was reported that Surrey County Council had agreed to provide a grant of £1,000 following support from David Hodge. Thanks were offered to skilled volunteers who worked tirelessly to secure grant applications.

(f)    To receive a report regarding Biggin Hill Airport. No report at this meeting.

(g)   To receive a report regarding the Tatsfield Vern d’Anjou Association. No report at this meeting although the Chairman did remind everyone that the trip to France (Verne) was due to take place at Easter in April.

(h)   To receive a report regarding the Police. The chairman welcomed the news from the Liaison meeting that the surgery time in Tatsfield would be changed to 2.30pm on a Wednesday.

(i)     To receive a report regarding the East Surrey Parishes Liaison Group. No report for this meeting.

(j)    To receive a report regarding Speedwatch. It was reported that activity should be starting up again shortly.

(k)   To receive a report from the Parish Council representative regarding the Tatsfield Fairtrade Steering Group. Doug Massey reported that the Chocolate Extravaganza evening had been a resounding success with around 80 attendees and an inspiring speaker Hilary Harper.

(l)     To receive a report from the Parish Council representative regarding PARROT. It was reported that progress was being made with Nichola Stokoe and K Arnold and others in the community working hard to improve their funds with appeals to local businesses progressing. A query regarding what would take place on 31st March 2012 was made. The Clerk to find out. It was expected that £10,000 would be achieved by end of March.

 

9. Parish Council Property and Land

The Clerk informed the meeting as a general matter that the business case framework for application by the Parish Council to purchase The Meadow (at the back ofTatsfieldSchool) had been submitted to Steve Evans.

To receive updates, discuss matters and where relevant, agree on proposals relating to:

 

(a)   Car Park and retained facilities: It was agreed that further investigations would take place regarding options open to the Parish Council to enforce safe parking, including the possibility of closing the car park.

(b)   TCGA: A meeting would be set up by the Clerk to discuss opening and locking of the TCGA given recent experiences. The Chairman asked for permission to replace the lock into the field out of the TCGA as the school had requested this. It was agreed.

(c)   Tatsfield Green: Following a short discussion it was agreed that a politely worded letter would be sent to request re-instatement of the Green outside Pippins. Ian Mitchell and the Clerk to proceed.

(d)   Westmore Green: Two requests for use of Westmore Green: one from Tonia Say for a Fun Run and Family Day on 24th June; one from Scouts for use of the Green for their Annual Fete. Both requests were approved subject to acceptance of Terms and Conditions for use of the Green.

(e)   Pond: nothing new to report.

(f)    Millennium Wood: The Chairman confirmed contact continued to be made with Downsland to request assistance with the management of the wood.

(g)   Kemsley Wood: Nothing new to report.

(h)   Parish Room / Aileen McHugo Building: The Finance Committee had offered a consideration regarding the recent enquiry for rental of 2 rooms in the Ground Floor. Offers would be given due consideration by the Parish Council once received.

(i)    Village Hall: Nothing new to report.

(j)    TCAG (Allotments): proposal to appoint a Parish Council representative to the Allotments Group for the duration of the Surrey Hills Pathway Construction project. Under the terms of Item 1b, the Chairman and Vice-Chairman withdrew from the meeting. Temporary Chairing of the meeting was given to Ian Mitchell. The Finance Committee had suggested that the Parish Council consider the wording of the letter drafted to the Horticultural Society requesting commitments regarding the temporary donation of £11870 for the construction of the path whilst awaiting payment of the Surrey Hills Leader grant. The letter was approved and the proposal for the appointment of Martin Westerman as the Parish Council representative to the Allotments Group for the duration of the Surrey Hills Pathway Construction project.

 

10. Meetings to Attend/Correspondence

(a)   To agree attendance at Meetings to which Parish Councillors are invited. The Clerk reported the following invitations had been received:

1) Village & Community Halls Area meeting 14/3/2012 – Guildford,Surrey 11-13.30.

2) CPRE Surrey Forum 24/3/2012 – Leatherhead. Peter Kerry to attend.

3) The MNA Open Meeting in the South Saturday 17 March 2012 at Warwick School, Redhill.

4) Emerging Health Structures, 27th March – Leatherhead Leisure Centre

5)SCAPTC Local Council Forum – 25 April 2012 The Garden Room at Denbies Wine Estate, Dorking. I Mitchell may attend

6) Annual Parish Meeting of Limpsfield PC – 21/3/2012 from 7.45pm at St Peters Church Hall, Limpsfield. The Vice-Chairman to attend.

 

(b)   To discuss Correspondence received by the Clerk.

The Clerk informed the Parish Council that notification from The Local Government Boundary Commission forEnglandregarding the final recommendations of the Electoral Review forSurrey. There were no changes for Tatsfield and full details could be reviewed at www.lgbce.org.uk.

The Clerk noted that correspondence had been received fromE Pearceregarding the Tatsfield Wallet of Walks. A further 29 had been sold with 35 copies left in her possession. A cheque for £70 has been received for sales recently made.

 

11. Matters for Reporting or Inclusion of Future Agenda

The Chairman announced his intention to retire from his position as both Chairman and Parish Councillor at the April meeting and that would be his last official meeting as Chairman and Parish Councillor.

 

The Meeting closed at 9.57 p.m.

 

Subjects raised in Public Adjournments

1-The parking in the car park at pick up times is getting extremely dangerous. The Parish Council needs to do something about it or a child will get hurt.

2- Is there a plan to re-surfacePaynesfield Road?

 

Item & page

(13 Dec)

Action

Who

Date by

Result

10b, 80

Letter toLusted Hall Laneresidents

Clerk / J Allbutt

31/12

In progress

13b 7, 32

Report advertising by Golf Course to TDC

Clerk

31/5

In progress

 

Item & page

(13 June 2011)

Action

Who

Date by

Result

6, 37

Issue guidelines for advertising events for TCGA users

Clerk

30/6

In progress

 

Item & page

(14 Nov 2011)

Action

Who

Date by

Result

7b, 70

Arrange for purchase of a pallet of salt

Chairman

10/12

COMPLETE

 

Item & page

(12 Dec 2011)

Action

Who

Date by

Result

6a, 77

Investigate possible signs for grit bins

Clerk

31/12

In progress

9a, 78

Investigate investment options for car park funds

Clerk

31/12

COMPLETE

 

 

Item & page

(13 Feb 2012)

Action

Who

Date by

Result

4c, 8

Arrange first meeting of the Neighbourhood planning team

D Massey /N Stokoe

29/2/12

Will be done mid-April

7f, 9

Clerk to thank Titsey for their invitation re Jubilee beacon and inform them of Parish Council’s agreement

Clerk

22/2/12

In progress – awaiting confirmation

8g, 10

Invite Police to have a stall at the June Fair

S Smale

29/2/12

COMPLETE

 

Item & page

(12 Mar 2012)

Action

Who

Date by

Result

7h, 17

Publish Parish Council complaints procedure on website

Clerk

31/3/12

 COMPLETE

7i, 17

Present costs for Business cards

Peter Kerry

08/4/12

 

7j, 17

Communicate schedule of emptying recycling bins near Ship

Bob David (DC)

16/4/12

 

7l, 17

Contact Nutfield and Tandridge District Council to resurrect the ESPLC

Clerk / Peter Kerry

16/4/12

COMPLETE

8l, 17

Contact Steve Hyder for update on PARROT

Clerk

19/3/12

COMPLETE

9c, 18

Send letter re re-instatement of Green outside Pippins

Ian Mitchell/Clerk

24/3/12

COMPLETE

9d, 18

Inform the 2 organisations that the Parish Council had agreed their request for use of Westmore Green

Clerk

24/3/12

COMPLETE

 

DRAFT MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on the 28th March 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30pm

 

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

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                   

And 0 parishioners.

 

1 To receive Apologies: Mr Ian Mitchell, Mr Jon Allbutt, Martin Westerman

 

2. To receive Declarations of Interest: No declarations of interest relating to current agenda items.

 

3. To discuss, agree and sign the Deed of Variation between Surrey County Council and Tatsfield Parish Council to alter the extent of the land demised by a Lease dated 9 June 2011 relating to land on the North West Side of Ship Hill, Tatsfield (known as the MUGA Site)

 

Further to a meeting held on 8th March 2012 with Surrey County Council and Whelan’s, a deed of variation to release a strip of land back to Surrey County Council running along the north west side of Ship Hill, adjacent to the MUGA or Tatsfield Community Games Area was produced by Nichola Stokoe.

It was proposed that the Parish Council should sign the Deed of Variation releasing the required land back to Surrey County Council. This was agreed unanimously by a show of hands. The Deed of Variation was signed by two Councillors and witnessed by the Clerk.

 

3. Matters for Reporting or Inclusion of Future Agenda

There were none.

 

The Meeting closed at 8.00 p.m.