Agenda for Parish Council meeting on 14/1/2013

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th January 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                        Mrs Susan Smale (in the chair)

                         Mr Douglas Massey, Mrs Nichola Stokoe, Mr Martin Westerman, 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 6 parishioners.

 

1.     APOLOGIES: None

 

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

Susan Smale declared an interest as an allotment holder, in Item 10f on the agenda. The dispensation approved at the meeting on 12 November 2012 applied to this item.

 

3.    MINUTES OF THE PREVIOUS MEETING held on 10th December 2012: agree and sign

The minutes of the supplementary meeting held on the 10th December 2012 were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

4.    Officer's report on actions outstanding since the previous meeting

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.

 

5.    PLANNING

(a)   Appendix A:

  • TA/2012/1565: Tatsfield Cottage, Ricketts Hill Road, Tatsfield, TN16 2NA Demolition of existing rear projection and erection of single storey rear extension (Certificate of Lawfulness for a proposed development)

It was proposed and accepted that the Parish Council should not make a comment on this planning application.

  • TA/2012/1625: Land at Moorhouse Sandpit, Westerham Road, Limpsfield, Surrey,TN16 2ET Use of land for the resiting of an existing ready-mixed mortar mill (Certificate of Lawfulness for an Existing Use)

It was proposed and accepted that the Parish Council should not make a comment on this planning application.

  • TA/2012/1651: Sunnybank Lodge, Old Lane, Tatsfield, TN16 2LH Conversion of garage to habitable accommodation.

It was proposed and accepted that the Parish Council should not object to this planning application.

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

 

(b)   Planning team for January:

The team for planning for November will be Sue Smale and Peter Kerry

 

(c)   Neighbourhood Planning Committee: update

Ian Mitchell reported that the next appraisal meeting would take place on 23rd January 2013 and the appraisal team reported that the appraisal questions were being finalised for approval.

 

6.    FINANCE

(a)   Authorize payments (including presentation of cheques) listed in Appendix B.

These were approved in full and the cheques and invoices presented were signed.

(b)   To discuss and agree items requiring expenditure:

  • SLCC Regional Conference Attendance – 6/2/2012 in Brighton £69 + VAT + travel costs

.The request from the clerk to attend the regional conference as part of continued professional development was approved.

(c)   Budget 2013/14: approve final budget and precept – change to Appraisal budget item.

The increase to the appraisal item to cover estimated costs for the appraisal from £2000 to £3000 was approved. It was confirmed that grants would also continue to be researched.

The Chairman proposed and it was agreed that the clerk be instructed to inform Tandridge finance that the Parish Council would not be able to confirm the precept amount until they had informed the Parish Council of their final plans for localisation of Council tax and the impact of these had been assessed.

 

7.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

Doug Massey proposed and it was agreed that the Parish Council should defer any decision on entering into a partnership arrangement with Surrey County Council for the Parish Council to take on responsibility for certain Highways works until such time that the issue of adequate storage/operating facilities and administrative structures has been addressed.

(b)   Footpaths: update. Nothing to report.

 

8.    NOTIFIED MATTERS

(a)   Affordable Housing: update.

It was noted that Tandridge District Council would hold a meeting in January to be arranged with Parish Council attendance to discuss the next steps in the affordable housing allocation process.

(b)   Westmore Green Play Area Refurbishment: final update / CCTV for protection.

The Chairman noted that recent thefts from the Whyteleafe play area required additional vigilance and awareness from residents to ensure unusual activity was reported to the police.

(c)   Tatsfield School admissions: finalise consultation response.

The Chairman proposed and it was agreed that the Parish Council should instruct the clerk to respond to the Surrey County Council consultation supporting the proposal to ‘to introduce a catchment so that siblings and other children living within the catchment are given priority ahead of those who do not, but to phase this in so that families with children already at the school are protected and to approve the proposed catchment area being the Tatsfield Parish boundary.

(d)   Surrey Needs Analysis report: discuss involvement and agree next steps.

Peter Kerry noted that the Parish Council should keep an eye on this process as it could be useful for local voluntary, community and faith organisations.

 

9.    REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   County Councillor:

1-     Parish Councils are likely to have their precepts capped in 2014/5.

2-     Surrey County Council’s council tax will be revealed on 25/1/13.

3-     Surrey County only receives £20 per head for public health and this is the lowest in England for any county council. Westminster receives £100 per head.

4-     Surrey County Council has launched ‘Switch and Save’ and all residents are encouraged to sign up to the initiative which was available until 25th February 2013. The provider offering the best deal to surrey residents who had signed up would be selected by auction on 26th February 2013.

5-     Daily gritting runs were commencing this week with the forecast of icy weather to come.

(b)   District Councillor: receive report.

1-     Recent figures have shown the benefits of the new recycling system which overall has been a success.

2-     Bob David has requested that the White House and Old Ship be placed on Tandridge District Council’s ‘Buildings of Character’ listing.

3-     What are the Parish Council’s thoughts on the desirability of having a Village War Memorial?

(c)   Village Hall Management Committee (VHMC):

Nichola Stokoe reported that she was still awaiting costings for the trolleys offered by the Parish Council following the December meeting and that these should be available in February.

(d)   Tatsfield in Bloom.

It was reported that Tatsfield would be entering South East in Bloom competition this year.

(e)   Tatsfield Fair-trade Steering Group:

Doug Massey noted that the Annual General Meeting for Fair-trade had been attended by the Tatsfield group and that there would be further events in February and March.

 

10.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update from meeting on 27/11/12.

Doug Massey noted the main points from the last meeting focusing on the developments of proposals for revised planting scheme for the pond and creating a strategy for managing the Greens and Open spaces.

The next meeting would take place on 22nd January 2013.

(b)   Parish Council Car Park and retained facilities: nothing to report.

(c)   Tatsfield Community Games Area: nothing to report.

(d)   Aileen McHugo Building:

  • Tenancy query from new parties - agree strategy and general approach.

The Chairman proposed and it was agreed that the Parish Council should welcome new enquiries whilst maintaining previous commitment to supporting new businesses. The Chairman proposed and it was agreed that the Clerk and members should investigate other rent prices in the surrounding area in time for the rent review for the first floor tenancy in March. She also suggested that any increase in rent was more likely to be to the service charge element given the recent and future expected price rises for utilities. This was also agreed.

  • Fire alarm proposals

Doug Massey proposed and it was agreed that the Parish Council agree to maintain and make improvements to the fire alarm system when necessary to maintain it in good, safe working order. This would mean that the recent proposals by the alarm maintenance company should not be agreed and no immediate work was necessary.

(e)   Village Hall: covered under item 11c.

(f)    Tatsfield Allotments and Community Gardens: update.

The Chairman proposed that the Clerk should send a response to Andrew Gibbons’ request for further information regarding the items to be stored in the new storage container, with input from the Horticultural Society and members where required. This was agreed to be done as soon as possible.

(g)   Risks assessments: update.

Martin Westerman noted that the risk assessments for the Village Hall and Aileen McHugo Building had been completed and would be emailed to the Clerk following consultation with Doug Massey reference to fire risk assessment comments. The Chairman proposed and it was agreed that the risk assessments relating to Parish Council land should be passed to the Green Spaces and Rights of Way advisory committee for completion.

 

11.  MEETINGS TO ATTEND/CORRESPONDENCE

(a)   To agree attendance at Meetings to which Parish Councillors are invited.

1-     TVSC network lunch Lingfield & Dormansland Community Centre High Street, Lingfield, Surrey RH7 6AB at 12.15 – none to attend

2-     Police Commissioner Public meeting : 5th February at the Barn Theatre, Oxted between 7pm-9pm. Ian Mitchell, Sue Smale and Nichola Stokoe attending

3-     SLCC Regional Conference Attendance - 6/2/2013 in Brighton – Clerk attending

(b)   To discuss Correspondence received by the Clerk:

  • Correspondence received regarding The End and access road

The Clerk noted that a meeting had been set up following correspondence received from the proposed buyers of The End to discuss plans for the access road and this was taking place on 17th January 2013 at 7.30pm in the Parish Rooms.

 

12.  ANY OTHER BUSINESS WHICH THE CHAIRMAN IS OF THE OPINION SHOULD BE CONSIDERED AT THE MEETING AS A MATTER OF URGENCY.

None

 

13.  MATTERS FOR REPORTING OR INCLUSION OF FUTURE AGENDA

Ian Mitchell reported giving thanks to the Biggin Hill airport for their generous contribution to the Westmore Green play area. Ian Mitchell also noted that it appeared relations were going to improve between London Borough of Bromley and Biggin Hill Airport.

 

The Meeting closed at 9.55 p.m.

 

 

Subjects raised in Public Adjournments

 

1-     Progress on the footpath / bridle-path in Lusted Hall Lane – this is going to be taken to Mr Whelan

2-     Can the Parish Council provide a grant to a resident’s association which will be formed for Maesmaur Road ?

3-     Complaints have been heard about litter on the new play area

4-     What is going to be done regarding the destruction of the verge on Ship Hill?

5-     Tatol bed has been damaged on the corner

6-     Thanks to the Parish Council and all who were involved in the Christmas Singalong – the next one has been booked for 20th December 2013.

7-     Thanks for the donation of the Christmas tree

8-     The Parish Council should make sure that the post-construction landscaping contractor for the new affordable housing development is controlled and managed.

Item & page

(8 Oct 2012)

Action

Who

Date by

Result

8a, 76

Finalise response to Surrey County Council

Ian Mitchell / Doug Massey

22/10/2012

COMPLETE

9h, 76

Contact Surrey Highways re marking verges

Doug Massey

22/10/2012

In progress

Item & page

(12 Nov 2012)

Action

Who

Date by

Result

8b, 84

Briefing note regarding Fire alarm quote

D Massey

26/11/2012

COMPLETE

12d, 85

Briefing note regarding boiler option

D Massey

26/11/2012

In progress

Item & page

(26 Nov 2012)

Action

Who

Date by

Result

10, 91

Provide briefing note on options

D Massey

31/12/2012

In progress

                   

 

Item & page

(10 Dec 2012)

Action

Who

Date by

Result

8c, 94

Provide clerk with list of village organisations for season ticket

Chairman

31/12/2012

In progress

8e, 94

Parish Council response

Chairman

14/1/2013

COMPLETE

 

Item & page

(14 Jan 2013)

Action

Who

Date by

Result

5a, 1

Inform Tandridge Planning of Parish Council responses

Clerk

23/1/2013

COMPLETE

6c, 1

Inform Tandridge Finance of Parish Council position re precept

Clerk

18/1/2013

In progress

8c, 2

Respond to the Tatsfield school consultation as instructed

Clerk

22/1/2013

COMPLETE

10d, 2

Investigate rental prices and possible increase to service charge

Clerk / all

11/3/2013

In progress

`

Agenda for Parish Council meeting on 11th February 2013

 

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th February 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present:                     Mrs Susan Smale (in the chair)

                                  Mr Douglas Massey, Mrs Nichola Stokoe, Mr Martin Westerman, Mr Ian Mitchell,

Mr Peter Kerry

             

In Attendance:                        Mrs Ana Hughes (Clerk)

                                    Mr Bob David (Tandridge DC Councillor)

                                   

And 7 parishioners.

 

1.     APOLOGIES:  None

 

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

Susan Smale declared an interest as an allotment holder, in Item 10g on the agenda. The dispensation approved at the meeting on 12 November 2012 applied to this item.

Doug Massey declared an interest in TA/2012/1437 which was discussed under item 12. He took no part in the discussion or voting on this item.

 

3.    MINUTES OF THE PREVIOUS MEETING held on 28th January 2013: agree and sign

The minutes of the supplementary meeting held on the 28th January 2013 were approved and signed by the Chairman as a correct record.

 

4.    Officer's report on actions outstanding since the previous meeting

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. The Chairman agreed to address the item outstanding relating to a list of advertisers.

 

5.     PLANNING

(a)   Appendix A:

  • TA/2012/1286: 19 Shipfield Close, Tatsfield, Surrey,TN16 2AU Erection of cabin to rear garden. (Certificate of Lawfulness for a Proposed use or development)

It was proposed and accepted that no comment should be the Parish Council’s response.

  • TA/2013/35: Moorhouse Tile Works, Westerham Road, Moorhouse, Surrey TN16 2ET Use of buildings for the manufacture and storage of tiles and ancillary activities (Certificate of Lawfulness for an Existing Use)

It was proposed and accepted that no comment should be the Parish Council’s response.

  • TA/2013/36: Moorhouse Tile Works, Westerham Road, Westerham, TN16 2ET Use of buildings without compliance with named occupancy conditions on permissions GOR/1618, GOR/466/73, TA76/758/1167R, TA84/0723, TA87/992 and TA91/273 (Certificate of Lawfulness for an Existing Use in Breach of Conditions)

It was proposed and accepted that no comment should be the Parish Council’s response.

  • TA/2013/117: Adelaide, Lusted Hall Lane, Tatsfield, TN16 2NL Conversion of integral garage to habitable accommodation. (Certificate of Lawfulness for a Proposed Development)

It was proposed and accepted that no comment should be the Parish Council’s response.

 

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

 

(b)    Planning team for February:

The team for planning for February will be Ian Mitchell and Martin Westerman.

 

(c)   Neighbourhood Planning Committee: update

No update.

 

(d)   Appraisal Team: update

Ian Mitchell noted that the next meeting is on 28th February and that questions are being fine tuned and finalised.

 

(e)   Tandridge Local Plan consultation - including the future of Tatsfield's Settlement Area : discuss and agree

The team agreed at the last supplementary meeting had produced a list of responses to the Tandridge Local Plan consultation presented for consideration to members. The Chairman proposed that the wording in the responses be used as a basis to formulate a formal response to be agreed at the Supplementary meeting in February and subsequently to be submitted to Tandridge District Council. This was approved unanimously.

 

6.    FINANCE

(a)   Authorize payments (including presentation of cheques) listed in Appendix B.

These were approved in full and the cheques and invoices presented were signed. The Clerk noted that the two Cambridge Building Society investment accounts had received interest totalling £62.68 as at 31 December 2012 as detailed in Appendix B.

(b)   To discuss and agree items requiring expenditure:

  • Attendance at Digital Councils and Engagement Conference in Winchester - £50 + VAT + travel

Peter Kerry’s request to attend this conference was approved.

  • Lighting quote change for Aileen McHugo Building – this had not yet been received and was likely to be available for the supplementary meeting.
  • Pond maintenance - £200 maximum. An estimate by Doug Massey for equipment to clear excess growth in the pond was approved up to the budget of £200.
  • Expenses for shared responsibilities on car park and TCGA: The Chairman proposed and it was agreed that the Clerk should set up a meeting with the school to discuss the 2 parties’ contributions to the shared facilities of the car park and Tatsfield Community Games Area (TCGA). The Clerk was asked to request the breakdown and calculations for the electricity bill for the car park and the Parish Council would supply Tatsfield School with costs of maintaining the TCGA.
  • Name plate for front of Aileen McHugo Building – estimated £127.50 + VAT. The Chairman’s circulated proposals for name plates was agreed and the clerk instructed to proceed with the order.

 

7.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

Doug Massey noted in addition to his report that he would be attending the Tandridge District Council’s debrief meeting on the recent winter weather on 21st March 2013 and welcomed other members or points to raise.

(b)   Footpaths: update. Nothing to report.

 

8.    NOTIFIED MATTERS

(a)   Affordable Housing:  update

The Chairman noted in addition to her report that the meeting to confirm proposed entrants to the new housing and their connections to Tatsfield had been set for the 8th April and requested availability of members to assist in the process. Ian Mitchell proposed and it was agreed that the draft rental agreement needed a specific mention of the Parish Council’s role in the section relating to ‘Procedure’. The Chairman to proceed.

(b)   Annual Parish Meeting: agree date and guest speaker

The Chairman proposed and it was agreed that an invitation be issued to the newly elected Police and Crime Commissioner for Surrey – Kevin Hurley – to be the guest speaker. It was proposed and agreed that the 10th and 17th April be initially proposed as possible dates and should these not be possible then either Tuesdays or Wednesdays in May could be offered. The Clerk to proceed.

(c)   Communications Advisory Committee: update

A number of recommendations and a draft strategy for the Village website had been circulated and required Parish Council response. Peter Kerry proposed and it was agreed that this should be addressed in the supplementary meeting on 25th February.

(d)   War Memorial: discuss proposal and next steps

The Chairman proposed and it was generally agreed that the parish council would in principle promote the establishment of a war memorial should strong public support be evident and due consideration to costs of establishing and maintaining such an edifice. Peter Kerry noted that a plaque was already in place at the church. The Parish Council agreed that this should be addressed initially through the appraisal.

 

9.    REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   County Councillor:

Nothing to report

(b)   District Councillor: receive report.

1-     Tandridge took about 1 week to catch up on all the refuse and recycling following the recent severe weather. It appears to now all be up to date.

2-     The proposed change to the admissions to Tatsfield School will be discussed and agreed on 26th February. Should the change be approved this will take place from 2014. However the 2013 September intake has yet to be concluded and there may be admissions challenges for Tatsfield residents this year as well.

3-     The decision on increases or freeze to the council tax will be made on 12th February 2013.

(c)   Tatsfield Community Responders: update.

The Clerk had not received an update.

(d)   Village Hall Management Committee:

  • Discuss and agree the potential cost and sharing of a scaffolding tower with the VHMC.

The Chairman proposed and it was generally agreed that the Parish Council would be interested in considering any information once the Village Hall had made clearer plans and costings on this matter.

  • Discuss and agree the costs for a trolley for the Village Hall - estimated around £200

The Vice Chairman proposed that the trolley requested by the Village Hall Management Committee should include brakes. This was agreed with one exception. The Chairman proposed that a price of up to £200 should be approved to enable the Clerk to proceed with the purchase once the Village Hall Management Committee had included the change to the proposed specification by the Parish Council. This was agreed with one exception.

(e)   Airport.

Ian Mitchell noted that a scholarship had been created for 18-25 year olds interested in becoming pilots. Peter Kerry proposed this should be included on the village website. This was approved.

(f)    Tatsfield in Bloom

It was reported that progress was continuing, weather permitting. The Clerk was asked to confirm the amount of the Parish Council’s grant to Tatsfield in Bloom for 2013-14.

(g)   Tatsfield Fair-trade Steering Group

Doug Massey reported that the event being held on 3rd March 2013 required registration and all in the village were invited. The Clerk confirmed invitation had been received and circulated.

 

10.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update from meeting on 221/13.

Doug Massey thanked the Parish Council on behalf of the committee for the approval to purchase the pond clearing equipment. He also noted that recommendations for the pond were due to be received shortly and would be considered by the Committee. It was noted that the royal oak should be planted in the spring and the current recommendation was for it to placed on Tatsfield Green on Ricketts Hill Road although there was another location which would be more remote but also suitable.

(b)   Greens :

  • Tatsfield Green: fencing in Ricketts Hill Road

The Chairman noted that a complaint had been received and responded to regarding an area outside a residence in Ricketts Hill Road that had been fenced off on Tatsfield Green. The Parish Council had been aware of the matter and were satisfied that the fencing would be removed once the grass seed it was protecting had grown sufficiently, which was likely to be in the spring. She proposed and it was agreed that a sign be put up on the fencing to this effect. The Clerk to proceed.

  • Westmore Green:  request for use on 27/4/13 by Fair-trade Steering Group

This request was approved unanimously. The Clerk to proceed.

(c)   Parish Council Car Park and retained facilities:

  • Bulky rubbish dates – the Clerk noted that the dates of 16 March; 11 May; 14 September; 30 November had been agreed with Keith Masters of Tandridge District Council and the Village Hall. The Chairman thanked the clerk for drawing the stain still on the parking space near the Aileen McHugo Building to Mr Masters’s attention.
  • Approve motion to Delegate authority to Vice-Chairman following consultation with at least 3 members to agree request to lower bollards for event at Village Hall – the Chairman proposed the above motion and it was agreed under exceptional circumstance. She also proposed and it was agreed that the Clerk should be the first point of contact in all related matters.

(d)   Tatsfield Community Games Area: update

Nothing to report.

(e)   Aileen McHugo Building:

The Chairman proposed that the request from the tenant in Room 3 for removal of their sink as well as a pole to open the Velux window be approved. This was agreed. A further request to repair the light in the cupboard under the stairs in that room needed to be referred to the Parish Council’s electrician. The Clerk to proceed.

(f)    Village Hall: update

This item was covered under item 9d.

(g)   Tatsfield Allotments and Community Gardens: Tandridge Planning response ref container and storage condition

The Clerk noted that she had received written confirmation from Tandridge planning that no planning application was needed for the new container with conditions. The Chairman proposed and it was agreed that the Horticultural Society be required to confirm acceptance of the conditions and that the Parish Council should revisit this annually. Nichola Stokoe proposed and it was agreed that the Parish Council request written confirmation annually of compliance with all the planning condition for the allotments issued by Tandridge planning since its inception.

The Clerk to proceed.

(h)   Risks assessments: update

It was noted that the land risk assessments remained outstanding and the Chairman confirmed these to be the responsibility of the Green Spaces & Rights of Way Committee. The Committee was also asked to provide a risk assessment for the pond. The Clerk noted these needed to be completed by 31 March 2013.

 

11.  MEETINGS TO ATTEND/CORRESPONDENCE

(a)   To agree attendance at Meetings to which Parish Councillors are invited.

1-     23/2/2013 - Programme Councillors Briefing 23 February 2013 Reigate Manor Hotel Nichola Stokoe to attend

2-     26/2/2013 - Rights of Way Training Wotton Village Hall, Wotton, Nr. Dorking Surrey. 10-12.30 – Doug Massey to attend

3-     14/02/13 - TVSC Network Lunch to be held at 12.15 at Lingfield & Dormansland Community Centre, High Street, Lingfield, Surrey RH7 6AB.- Social care theme, No attendees.

(b)   To discuss Correspondence received by the Clerk:

Covered under previous items

 

12.  ANY OTHER BUSINESS WHICH THE CHAIRMAN IS OF THE OPINION SHOULD BE CONSIDERED AT THE MEETING AS A MATTER OF URGENCY.

TA/2012/1437 Green Gables, Ricketts Hill Road, Tatsfield, Surrey, TN16 2NB

The Chairman proposed that in light of new plans submitted by the applicant addressing the previous objection by the Parish Council (agreed on 10 December 2012) that this should be reconsidered and withdrawn. This was approved and the Clerk was instructed to inform Tandridge planning of the new decision.

13.  MATTERS FOR REPORTING OR INCLUSION OF FUTURE AGENDA

None

The Meeting closed at 10.05 p.m.

 

 Subjects raised in Public Adjournments

 

1-     Thanks to all who helped with Dave Bishop’s surprise party for his wife.

2-     Thanks to all who have helped clear paths and fill pot holes

3-     When are the grit bins going to be refilled ?

4-     Bench on Tatsfield Green needs repairing.

5-     Path on Tatsfield Green needs spraying and cuts need re-opening

6-     Concern that Gresham Close project is eliminating communal spaces previously agreed ?

7-     Has the Parish Council been in contact with the Vern d ‘Anjou Association ?

8-     Concern for lack of communication from Tatsfield Responders – Parish Council needs to support them

9-     Need to agree storage area for equipment.

10-  Hedge in Church Lane still needs cutting back

Item & page

(8 Oct 2012)

Action

Who

Date by

Result

9h, 76

Contact Surrey Highways re marking verges

Doug Massey

22/10/2012

In progress

Item & page

(26 Nov 2012)

Action

Who

Date by

Result

10, 91

Provide briefing note on options for boiler

D Massey

31/12/2012

In progress

Item & page

(10 Dec 2012)

Action

Who

Date by

Result

8c, 94

Provide clerk with list of village organisations for season ticket

Chairman

31/12/2012

In progress

Item & page

(14 Jan 2013)

Action

Who

Date by

Result

10d, 2

Investigate rental prices and possible increase to service charge

Clerk / all

11/3/2013

In progress

Item & page

(28 Jan 2013)

Action

Who

Date by

Result

 

9, 7

Co-ordinate discussion on storage facility

Doug Massey

28/2/2013

 

 

                         

 

Item & page

(11 Feb 2013)

Action

Who

Date by

Result

4a, 9

Inform Tandridge planning of Parish council decisions

Clerk

13/2/2013

COMPLETE

4e, 9

Finalise response to Local Planning consultation

I Mitchell, S Smale, N Stokoe, M Westerman

25/2/2013

 

6b, 10

Request meeting with school to discuss shared facilities

Clerk

28/2/2013

COMPLETE

8a, 10

Propose change to wording in draft rental agreement

Chairman

1/3/2013

 

8b, 10

Agree date with Kevin Hurley for APM attendance and arrange with Village Hall

Clerk

20/2/2013

COMPLETE

9f, 11

Inform Tatsfield in Bloom of approved grant for 2013-14

Clerk

28/2/2013

In progress

10b, 11

Produce sign for fenced area in Ricketts Hill Road

Clerk

18/2/2013

 

10b, 11

Inform Fair trade groups of request.

Clerk

15/2/2013

COMPLETE

10g, 11

Confirm requirements with Tatsfield Horticultural Society

Clerk

25/2/2013

In progress

 

Agenda for Parish Council meeting on 11th March 2013

 

DRAFT MINUTES of a Meeting of Tatsfield Parish Council held on the 11th March 2013 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present:                     Mrs Susan Smale (in the chair)

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

Mr Peter Kerry

             

In Attendance:            Mrs Ana Hughes (Clerk)

                                                Mr Bob David (Tandridge DC Councillor)

                                   

And 9 parishioners.

 

1.     APOLOGIES:  Mr Martin Westerman, Mr David Hodge (Surrey County Councillor)

 

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

Nichola Stokoe declared a personal interest in item 10c and the matter under address in item 12. She took no part in either the discussion or the voting on these items.

.

3.    MINUTES OF THE PREVIOUS MEETING held on 25th February 2013: agree and sign

The minutes of the supplementary meeting held on the 25th February 2013 were approved and signed by the Chairman as a correct record.

 

4.    Officer's report on actions outstanding since the previous meeting

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.

 

5.     PLANNING

(a)   Appendix A:

  • TA/2013/128: Brackenhurst, Broomlands Lane, Limpsfield, RH8 0SP

 Erection of first floor rear extension and single storey infill extension to existing covered area at rear (amended description).

As no further information was forthcoming the previously agreed response of no objection was approved.

  • TA/2013/260: Allotments, Approach Road, West More Green, Tatsfield, Surrey

Installation of free standing water storage tank. (Certificate of Lawfulness for a Proposed use or development)

It was proposed and accepted that no comment should be the Parish Council’s response – the Parish Council is the applicant for this planning application.

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

 

(b)    Planning team for March: The team for planning for March will be Nichola Stokoe and Doug Massey.

 

(c)   Neighbourhood Planning Development Committee / Appraisal Team: update

Ian Mitchell noted that the appraisal team would be meeting on 14th March and they continued to work on completing the questions.

(d)   Tandridge Local Plan consultation - including the future of Tatsfield's Settlement Area : discuss and agree

Ian Mitchell proposed and it was agreed that the Parish Council should propose to include the whole of Westmore Green in the definition of Tatsfield as a Defined Village (response to DMP11) based on the Parish Council’s registered ownership. It was also proposed that additional wording be drafted for the response to DMP11 following consultation with P Coffey as agreed at the previous meeting on 25th February. This was unanimously approved and the Clerk was instructed to submit the final wording before the deadline of 15th March 2013.

 

6.    FINANCE

(a)   Authorize payments (including presentation of cheques) listed in Appendix B.

These were approved in full and the cheques and invoices presented were signed.

(b)   To discuss and agree items requiring expenditure:

  • Quote for hedge cutting: £440. From Lloyd Gulley to cut hedges beside Village Hall and Maesmaur Corner – approved.
  • Quote for TCGA grass cutting: £240. For Tatsfield Community Games area by Lloyd Gulley – approved.
  • Grant for Tatsfield in Bloom: £1,000 requested.

This was approved for 2013/14.

(c)   Approve increase to Clerk salary to SCP 18 - hourly rate of £8.919 following successful Annual review backdated to 1 February 2013

The Chairman proposed and it was approved that this increase be agreed.

7.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

Doug Massey noted that he was still waiting confirmation of the salt bins re-filling from Surrey Highways.

(b)   Footpaths: update. Nothing to report.

 

8.    NOTIFIED MATTERS

(a)   Affordable Housing:  update

The Chairman noted that the original time-table was still in place and that the changes requested at the meeting in February 11th had been implemented.

 

(b)   Communications Advisory Committee: discuss and agree recommendations and strategy

Peter Kerry noted that the next meeting for the committee would take place on 12th March 2013.

The responses to the Communications Advisory Committee’s Annex A report discussed at the meeting on 25th February were agreed in full.

The Chairman proposed that the members agree the general points proposed in the strategy in Annex B, with the proviso that more work was needed to define a final strategy. This was approved.

 

(c)   Annual Parish Meeting: confirm arrangements

The date of 17th April and times of 7.00 refreshments for a 7.30pm start were agreed.

The Chairman instructed the Clerk to send out invitations to the usual attendees and to include Inspector Angie Austin.

(d)   Parish Council Vacancy: notification of no response to notice - co-option now open.

The Clerk noted that Tandridge District Council had confirmed they had not received a request for election therefore the Parish Council was free to co-opt to fill the vacancy.

 

(e)   Westmore Green Play area : sign update

The Chairman noted that Steve Hyder was expecting the sign to be delivered to him this coming week and the Clerk should confirm.

 

(f)    Discuss and approve motions:

  • to appoint a consultant to formally advise the Parish Council on health and safety aspects associated with environmental management of Parish Council land.
  • To consider the appointment of Jon Allbutt to the position of consultant as detailed above.

The Vice-Chairman proposed that these proposals be adopted. These were agreed in principle, with the proviso that the Clerk should check whether the Parish Council would be placed in an untenable position following their adoption.

 

9.    REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS and EXTERNAL ORGANISATIONS

(a)   County Councillor:

The following update was sent to the Clerk who noted it when requested by the Chairman:

1-     Cabinet agreed the school admissions arrangements proposed for Tatsfield School and these will now go to Full Council on 19th March for approval.

2-     Paynesfield Rd is on the schedule to be done from 1 April - much concern over damaged pipes under the road which has caused delay.

3-     More roads to be done will reported in the March Tatsfield News

4-      PURDAH will be in place from 25th March so he has to be careful when I come again. Bob David will probably organise a Hustings in the Village which would be helpful for the Surrey County Council Election.

5-     Surrey County Council won the Council of the Year award from IESE and is in the final for the Local Government Award for Council of the Year.

(b)   District Councillor: receive report.

1-     Tatsfield School Admissions was approved by the Cabinet and will be presented to the full Council next week.

2-     Bob David plans to organise a public Hustings for the County Council elections at the end of April in the WI Hall

Recycling and refuse is progressing mainly well but Biffa is still missing some houses out in Tatsfield.

(c)   Tatsfield Community Responders: update

The Clerk had received a report from Phil Clarke requesting assistance from the Parish Council and providing an update on the progress of the responders in Tatsfield. There was some good news regarding the start of the HeartStart course. The Chairman agreed that the responders request for financial assistance was urgent and would be considered under item 12.

(d)   Village Hall Management Committee: update

Nichola Stokoe’s report highlighted a hole in the hedge to the side of the Old Police House. The Chairman agreed that the parish council needed to approach the owners to discuss.

Following a further incidence with the bollards, Doug Massey once again re-iterated the Parish Council’s previous decision that the bollards should not be used under any circumstances and that emergency services could gain access without the need for bollards being lowered. Nichola Stokoe proposed and it was agreed that this would be discussed offline with members of the Village Hall Management committee.

(e)   Airport.

No update.

(f)    Tatsfield in Bloom

Bob David thanked the Parish Council for the grant approved this meeting. He reported that Whelan’s had also recently agreed to provide £1000 in grants to the organisation.

(g)   Vern D'Anjou Association: update and plans

Peter Fuller had provided an update and welcomed a possible Parish council member as representative on the Vern d’Anjou association committee. A programme of events for Easter hosting was presented. Mr Fuller outlined proposals for parish council assistance in the following financial year and the clerk confirmed these would be discussed at the Finance Committee meeting on 13th March.

(h)   Tatsfield Fair-trade Steering Group

Doug Massey reported that a successful talk and display had been held at the Village Hall on 3rd March and that a good amount of funds had been raised by the sale of Fair-trade goods.

 

10.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood, bridleways): update from meeting on 5/3/13.

The Vice-Chairman requested that 2 items be considered for funding:

1-     £500 required for Pond replanting.

2-     £250 required for the protection of the Royal Oak.

The Chairman proposed and it was agreed that the amounts should be approved in principle but be referred to the Finance Committee for final approval.

(b)   Parish Council Car Park and retained facilities:

  • Proposal from Whelan's re 'cementing with a gravel surface the narrow strip on the Village Hall side of the fence with Bassetts'. It was clarified that the original proposal had come from the Tatsfield in Bloom group. The Chairman proposed that the Parish Council approve the proposal as detailed above. This was agreed.
  • Bulky Rubbish timing changes: clash with Village Hall events and bookings. The Clerk noted that the times for the March and May collections had now been reverted back to the 7.30-10.45am. The Chairman proposed and it was agreed that the Clerk should write and request that all rubbish collections should revert to the morning times as above.
  • proposal to request developers at Bassetts to make good any damage to Westmore Green upon completion of works opposite site entrance. The Chairman proposed the above and it was agreed. The Chairman agreed to progress.
  • Hot air balloons: request for launching from Westmore Green. The Chairman proposed and it was agreed that the Parish Council agree to a request for ad-hoc launching of a hot air balloon by Mark Stokoe, subject to the general conditions of the use of Westmore Green as well as :
    • o    The need for proof of insurance, risk assessment performed before each launch to be provided to the Clerk ;
    • o    The responsibility for contacting Biggin Hill airport to be on Mark Stokoe
    • o    The assumption that this is for hobby purposes only.

(c)   Westmore Green:

The Clerk was instructed to inform Mark Stokoe with a letter outlining the Parish Council’s agreed conditions.

(d)   Tatsfield Community Games Area: update

The Clerk confirmed that Mike Lambert would be continuing Community Games area duties on a voluntary basis from 1 March 2013.

The Chairman proposed and it was agreed that the matter of the car park should be discussed further at the supplementary meeting on 25th March.

(e)   Aileen McHugo Building:

Doug Massey confirmed that a meeting with Nial Kells to discuss and clarify the lighting quote for the ground floor would take place on 12th March 2013.

(f)    Village Hall:

  • Front of Village Hall:  request for use on 18/5/13 from 9.45am from Tatsfield Horticultural Society.

This was approved and the Clerk instructed to inform the Tatsfield Horticultural Society.

(g)   Tatsfield Allotments and Community Gardens: Certificate of Lawfulness update for Water storage tank

|The Clerk noted that the Certificate of Lawfulness required for the new water storage tank by Surrey Leader who was supplying the Allotments group with a grant had been received and a response was needed before 31st March 2013 therefore a watch would be kept over the next week.

(h)   Risks assessments: Village Hall: update

The Chairman proposed and it was approved that this needed to be addressed as soon as possible by the Green Spaces Committee.

 

11.  MEETINGS TO ATTEND/CORRESPONDENCE

(a)   To agree attendance at Meetings to which Parish Councillors are invited.

1-     Surrey Local Forum:  Dorking Halls on Tuesday 21st May 2013 from 0930 registration 1500 close. None so far.

2-     Parishes and Other local organisations meeting: 19th April 2013 10-12 Farnham Town Council Office, South Street, Farnham, Surrey, GU9 7RN – Clerk to request meeting notes.

 

(b)   To discuss Correspondence received by the Clerk:

Covered under previous items.

 

12.  ANY OTHER BUSINESS WHICH THE CHAIRMAN IS OF THE OPINION SHOULD BE CONSIDERED AT THE MEETING AS A MATTER OF URGENCY.

The Chairman proposed and it was agreed that the Parish Council should contribute at least half of the total spend on equipment for the Tatsfield Responders. Doug Massey further proposed and it was agreed that the Parish Council should fund the entire amount of £266.40. This would then be ratified at the supplementary meeting. The Clerk to inform Phil Clarke.

 

The Chairman proposed and it was agreed that a request to advertise the Tatsfield has Talent event on 23/3/2013, with an A-board placed on the village island on 18th March and to be removed by 25th be approved.

13.  MATTERS FOR REPORTING OR INCLUSION OF FUTURE AGENDA

None

The Meeting closed at 10.10 p.m.

 

 Subjects raised in Public Adjournments

 

1-     Has the Parish Council completely forgotten the fact that Tandridge ignored the suggestions made by the Parish Council in their response to the first round of consultations for the Green belt settlement areas?

2-     How can someone bid for the Affordable Housing properties?

3-     What is the actual name for the Bassett’s development going to be? are they going to remove the ‘Village’ element which is currently on their advertising board?

4-     The Christmas carols extravaganza will take place on 20th December 2013 and will Jon Albbutt be able to look at a fir tree which has been offered to the village for this please ?

 


   

Item & page

(8 Oct 2012)

Action

Who

Date by

Result

9h, 76

Contact Surrey Highways re marking verges

Doug Massey

22/10/2012

In progress

Item & page

(26 Nov 2012)

Action

Who

Date by

Result

10, 91

Provide briefing note on options for boiler

D Massey

31/12/2012

In progress

Item & page

(28 Jan 2013)

Action

Who

Date by

Result

 

9, 7

Co-ordinate discussion on storage facility

Doug Massey

28/2/2013

 

 

Item & page

(11 Feb 2013)

Action

Who

Date by

Result

 

4e, 9

Finalise response to Local Planning consultation

I Mitchell, S Smale, N Stokoe, M Westerman

25/2/2013

COMPLETE

 

8a, 10

Propose change to wording in draft rental agreement

Chairman

1/3/2013

COMPLETE

 

8b, 10

Agree date with Kevin Hurley for APM attendance and arrange with Village Hall

Clerk

20/2/2013

COMPLETE

 

9f, 11

Inform Tatsfield in Bloom of approved grant for 2013-14

Clerk

28/2/2013

COMPLETE

 

10b, 11

Produce sign for fenced area in Ricketts Hill Road

Clerk

18/2/2013

In progress

 

10g, 11

Confirm requirements with Tatsfield Horticultural Society

Clerk

25/2/2013

COMPLETE

 

Item & page

(25  Feb 2013)

Action

Who

Date by

Result

 

7, 16

Contact Age UK

Peter Kerry

11/3/2013

IN progress

 

Item & page

(11 Mar 2013)

Action

Who

Date by

Result

 

5a, 17

Inform Tandridge Planning of Parish Council decisions

Clerk

15/3/2013

COMPLETE

 

5d, 17

Submit final response to DMP11

Clerk

15/3/2013

COMPLETE

 

7c, 18

Invite attendees to Annual Parish Meeting

Clerk

20/3/2013

In progress

 

10b, 19

Request confirmation of morning bulky rubbish times

Clerk

25/3/2013

COMPLETE

 

10c, 19

Progress request to Bassetts

Chairman

8/4/2013

 

 

10c, 19

Letter to Mark Stokoe

Clerk

20/3/2013