DRAFT MINUTES of a Meeting of Tatsfield Parish Council held on 9th January 2017 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8p.m.

Present:                 Mrs Nichola Stokoe Chair (in the Chair), Mrs Althea Davies, Mr Niall Kells, Mr Mike Sarll, Mr Mike Pendleton,

                               Mrs Helena Garcia-MacLeod

In Attendance:       Mrs Maureen Gibbins (Locum Clerk)   Mrs  Samantha Head (Clerk)       Mr Martin Allen (Tandridge District Councillor)

                             Mr David Hodge (Surrey County Councillor)

 And 4 parishioners.

  1.    APOLOGIES

1003/0117 Mr Ian Mitchell had sent his apologies. These were received and accepted by the members.  The Chair also noted that Mr David Hodge may be a little late.

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

None

3.   Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 12th December 2016

1004/0117 It was resolved the minutes reflected a true and accurate view of the meeting held on 12th December 2016 and were signed by the Chair.

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

See table at end of the minutes

5. PLANNING

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

  •      TA/2016/2234: Pipersdene, Parkwood Road, Tatsfield TN16 2LT

         Erection of raised flat rear roof to existing garage incorporating two roof lights to front roof slope  and three roof lights to rear roof slope in association with part conversion of garage to habitable  accommodation.

 1005/0117 No comment

b) Planning team for January: Mike Pendleton and Mike Sarll

1006/0117 It was resolved the planning team for January would be Mike Pendleton and Mike Sarll.

c) Tandridge District Council: Local Plan update

It was noted that all times were being considered and would be published in due course.

d) Neighbourhood Plan: Update

It was noted that the Neighbourhood Plan Development Committee, comprising of Mike Sarll, Mike Pendleton, Althea Davies and Ian Mitchell, and the Tatsfield Parish Council Chair, Nichola Stokoe, would meet on 25th January 2017 to begin the process of creating a Neighbourhood Plan and the formation of a steering group.

It was also noted that no form had been received from Tandridge District Council.

1007/0117 It was resolved that Nichola Stokoe would email Tandridge District Council.

 6.   FINANCE

a)     Authorise payments (including presentation of cheques) detailed in Appendix

1008/0117 Items on Appendix B were duly approved. Payments and supporting invoices were checked and signed by members of the Finance Team for January.

1009/0117 It was resolved that Mike Pendleton would activate his bank authorisation with immediate effect.

b) Discuss and agree items requiring expenditure: Finance Team for January

1010/0117 It was resolved the Finance Team for January would be Mike Sarll and Mike Pendleton.

Items requiring expenditure: None

c) Receive and acknowledge/ accept recommendations made by the Internal Auditor in his Interim Audit Report

1011/0117 It was resolved that the council would accept the Internal Auditor’s recommendations.

d) Balcombe Pest Control Invoice

It was noted that no invoice had been received.

e) Approve addition of Samantha Head as signatory to the Unity Trust Bank account

1012/0117 Following item 8e, the addition of Samantha Head as signatory to the Unity Trust Bank account was approved and authorised by the council.

 7.   HIGHWAYS & RIGHTS OF WAY

a)    Highways: update

  • Speed Sign      The Clerk had not yet received an update from SCC.
  • Issues with lorries accessing Kemsley Road      The Clerk believed that this matter was being dealt with by David Hodge.
  • Travelling to Tatsfield      The Chair noted that although the two signs had been ordered from London Borough of Bromley, it was   unclear as to whether they had been installed in the correct places/ if at all. It was suggested that  members of the council would check the site before the Supplementary Meeting.

     The Chair also noted that the signage at the bottom of Ship Hill had not been repaired.

     1013/0117 It was resolved that if nothing had been actioned by the February meeting, this would be       followed up.

b) Rights of Way:

  • White Lines on Ship Hill       The Clerk was awaiting an update on this.

 8.   NOTIFIED ITEMS

a)    Housing: Affordable Housing project

     It was noted that Louise Williams had carried out a walk around the area and would consult the council regarding her findings.

       It was suggested that, although the Affordable Housing project commenced prior to the eighbourhood Plan being initiated, these two could now be linked.

     1014/0117 It was resolved that this item could be deferred and considered being added to the Agenda for the upcoming Neighbourhood Plan meeting on 25th January.

b) TDC Parking Review

     The Chair confirmed that TDC were undertaking a parking review. The Clerk is following up with TDC  when Tatsfield is being considered and will advise accordingly.

c) Damage to Village gazebo and complaints about Furze Corner PFA

     Mike Pendleton provided members with an overview of the situation around Furze Corner PFA.

      In summary:

  • Following a meeting with the PFA Chair, the current status was confirmed as the Lease with TDC had expired at the end March 2016 and there had been subsequent discussions with TDC regarding a Rental Grant rebate. This was successful and TDC granted a 5year full rental rebate on the grounds. The PFA are currently awaiting a new updated Lease Agreement from TDC.
  • The ground operates under a 1950s (?) indefinite covenant related to the use of land for sporting facilities. Any changes must be done in accordance with its continued use as a sports facility, which effectively restricts building work.
  • Current charges for the ground covers two elements: the rental grant and charges relating to grass/hedge cutting.
  • The PFA currently pay an annual charge for a bar licence to Tandridge.
  • The relocation of the two Tatsfield football clubs to Edenbridge has added uncertainty over the ground’s future and has had an adverse impact on current PFA funds. The PFA operates on a charitable basis and all funds are reinvested into the upkeep of the facilities.
  • The PFA would like to develop facilities at Furze Corner (an improved pavilion and some indoor cricket training nets). They applied for lottery funding last year and it was identified that to meet the requirements for this, they would need to own the freehold. Therefore, the PFA have now contracted an external consultant to assist them in this.
  • The PFA would be keen on assistance from TPC, but, at present, are unsure what form that could take.

1015/01117 It was resolved that, at this stage, there was no action needed.

     Althea Davies suggested that it could be taken into consideration to add Furze Corner to the eighbourhood Plan.

     The complaints around the damage to the gazebo:

  • Helena Garcia-MacLeod spoke with a resident following the incident and who explained that there is security for events held at these premises. It was suggested that perhaps a member of the security team could also be located at the bus stop to coincide with the last bus of the evening. The resident indicated that they would consider this course of action.
  • It was suggested that a complaint be made to TDC. Cllr. Martin Allen confirmed that complaints had already been received by TDC in relation to the above.

d) New Year’s Honour - County Councillor David Hodge

     Formal congratulations were offered to Cllr. David Hodge, CBE. It was noted that this would be written up in the Parish Magazine.

e) Appointment of new Clerk

1016/0117 The appointment of Samantha Head as the new Clerk was ratified by the members and she was welcomed by the Chair.

f) Training Course for New Clerk and New Councillor

     Training course dates were offered to both the new Clerk and new Councillor.

   1017/0117 Mike Pendleton confirmed that he would be happy to attend a new Councillor training session on 9th March 2017 and it was agreed that Maureen Gibbins, Locum Clerk, would facilitate booking this.    Samantha Head would look at the dates offered for the New Clerk course and revert back to    the Locum Clerk with confirmation of her preferred date.

g) Cats Eyes on Clarks Lane

1018/0117   The Chair noted that this has been followed up by Cllr. David Hodge and the cosy of     replacing them is awaited from SCC.

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

a)    County Councillor

     Cllr. David Hodge reported on the following items:

       1 - Following a walk around the village, Cllr. Hodge, noted signage issues for Johns Road and Westmore Road. He took photographs of these sites and will send them to the relevant officers.

       2 - Noted repairs are needed to the footpath crossing Wedgewoods/ Grove Road. This is thought to  be a Surrey Highways matter and is being followed up by Cllr. Hodge.

       3 - Received a complaint from a resident in Church Road regarding some land outside his property  and access issues. Cllr. Hodge noted that more investigation is needed to see if this is common  land or parish land and whether there are any utilities crossing the land before any further action   can be taken.

     4 - Cats Eyes on Clarks Lane. See item 8g.

     5 - White Lane needs signs stating that it is not suitable for HGVs. Cllr. Hodge raised the possibility  of signs being erected warning drivers when a Satnav has given incorrect directions and thus  bought vehicles to a no access road. Cllr. Hodge will follow up.

b) District Councillor

     Cllr. Martin Allen reported on the following items:

     1 - Confirmed that he had accompanied Cllr. David Hodge on walk around the village and agreed with the  need for signage on Westmore Road and Johns Road.

     2 - Recommended the Chief Inspector attend the March meeting.

     3 - The next consultation is set for Autumn/Winter.

     4 - Confirmed appointment to Executive Committee for Community Services.

c) Tatsfield in Bloom

     Mike Sarll noted that the minutes from the last meeting had been sent out. Confirmed that TDC had  agreed to undertake the pruning of the trees over the Tatol bed as soon as is practicable.

 d)   Airport

       No update. Next meeting is on 19th January. Cllr. Martin Allen confirmed he will be attending.

e)   Citizens Advice Bureau

     Althea Davies informed members that the Caterham Citizens Advice Bureau had moved from Soper  Hall to Caterham Valley Library.

f)   Tatsfield Horticultural Society

     It was noted that the 2017 Yearbook was now available. The next allotment meeting would be 10th January.

g) Tatsfield Fairtrade Group: update

     Helena Garcia-MacLeod reported that the group would like a Fairtrade village sign. It was noted that the previous Clerk, Ana Hughes, had previously researched this and approached SCC/ Surrey Highways to this effect.   The request had been rejected, it is believed, as it would increase ‘street clutter’.

     1019/0117 It was resolved that the Chair would search for the email response from SSC/ Surrey Highways.

10.   PARISH COUNCIL PROPERTY AND LAND

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

a)    Parish Property Committee: update

     1020/0117 It was noted that the next meeting was scheduled for 16th January and it was resolved  to defer this to the January supplementary meeting.

b)   Tatsfield Green

  •  Boundary agreement: Tatsfield Lodge - update

     The Chair noted that a proposal to share the costs of an independent digital surveyor had been rejected by the resident.

     1021/0117 It was resolved that Nichola Stokoe would review all documentation relating to the above matter for reviews at the supplementary meeting.

     1022/0117 The Locum Clerk was requested to write a letter of acknowledgement to the resident.

 9.00p.m. the meeting was adjourned for participation from the public.

9.12p.m. the meeting was resumed.

c) Aileen McHugo Building

      Niall Kells reported that the plumbing issue had now been resolved and the plinth for the new shed had been built.

d)   Village Hall

  •      Door project - repainting is outstanding.
  •      Floor refurbishment

           The Chair confirmed that TPC would pay for the floor refurbishment but the date for the work is yet to be confirmed.

e) Westmore Green

  • Pond       It was noted that a consultant would need to be brought in to assess and advise.

       1023/0117 It was resolved to put this matter on the Agenda for the Parish Land meeting.

f)   Car Park / TCGA

  • Little Acorns project: update     The Chair confirmed that work to install the bow top fencing around the car park will commence on

     23rd January.      The Clerk noted that two written quotes have been received for the removal of the kerb. The Chair noted the difference in pricing in the quotes and stated that they should be examined to see if they were both offering the same amount of work. The possibility of a grant from TDC was being investigated.    

     It was also noted that the hedge would need to be removed or cut before the end of February and would need to comply with National Guidelines regarding nesting birds.

     The Locum Clerk will circulate the quotes received to all the Parish Councillors.

11.   MEETINGS TO ATTEND / CORRESPONDENCE:

(a)    to agree to attendance at Meetings to which Parish Councillors are invited - None

(b)     to discuss correspondence received by the Clerk and/or councillors

  •      A letter had been received from Beaver Zoological Gardens and Reptile Rescue Ltd stating that  they had sought legal advice.

         The Chair noted that it was a private landlord/tenant matter. Unfortunately, TPC had no land to offer as an alternative site.

       1024/0117 The Locum Clerk was requested to write a letter thanking Beaver Zoological Gardens and Reptile Rescue Ltd for their letter and update and ask that the council is kept informed of the situation.

  •  Resident correspondence re publicising major planning applications:

       A request to see if there is a better way of informing Tatsfield residents of larger planning applications.   The Chair noted that anyone can access TDC website for information about planning applications.   It was suggested that residents could be reminded of this process by way of an article in the Parish magazine. Additionally, a step by step guide to find planning information could be displayed on  the TPC website.        Cllr. David Hodge reminded the members that the role of the Parish Council is not to be involved in visiting sites - this is the role of the planning officers.

     1025/0117 The Locum Clerk was requested to draft a response to the email and copy in Cllr. Martin Allen.

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 IN FUTURE AGENDA

  •        Dementia Friendly Tatsfield    

 The Meeting closed at 9.45p.m.

 Subjects raised in Public Adjournments

1 - Tatsfield Emergency Plan in relation to adverse weather. The level of preparedness for such events?

     Snow Angels scheme? ‘Check your neighbour’ scheme?

 

Item & page

(12 Sep 2016)

Action

Who

Date by

Result

881/0916 88

Arrange meeting with Derek Rose

Clerk

5/10/2016

COMPLETE

Item & page

(10 Oct 2016)

Action

Who

Date by

Result

909/1016 96

Consult with the community ref CIL spend

Chair

16/10/2016

 

Item & page

(14 Nov 2016)

Action

Who

Date by

Result

947/1116 109

Obtain full costings and proposal for pollination project

Clerk

28/11/2016

In progress

949/1116 110

Request progress update from Philippa Gates (SCC)

Clerk

19/11/2016

In progress

Item & page

(28 Nov 2016)

Action

Who

Date by

Result

968/1116 118

Obtain quote for additional work to remove pigeons

Clerk

12/2/2016

In progress

969/1116 118

Investigate exact location and format of sign

Ian Mitchell / Althea Davies

12/2/2016

In progress

973/1116 119

Obtain at least 2 quotes for each item

Clerk

12/2/2016

In progress

Item & page

(12 Dec 2016)

Action

Who

Date by

Result

980-984/1216 122-3

Inform Tandridge planning of TPC resolutions

Clerk

18/12/2016

COMPLETE

986/1216 123

Arrange a meeting of the NPDC to start NP process

NP members and clerk

09/1/2016

COMPLETE

987-988/1216 123

Respond using the wording approved in the meeting to the Consultation for Local Plan Sites

Ian Mitchell

30/12/2016

COMPLETE

989/1216 124

Inform Balcombe that a further discussion on payment of the invoice needs to take place

Clerk

18/12/2016

COMPLETE

992/1216 124

Review Financial Regulations to change times for internet banking payments

Clerk

9/1/17

 

994/1216 125

Purchase postcards as agreed for £1000 – inform seller

Clerk / TPC

31/12/2016

COMPLETE / in progress

998/1216 125

Send bank mandate off with new signatories

Clerk

13/12/2016

COMPLETE

1002/1216 127

Arrange date for refurbishment of Village Hall

Clerk / VHMC

9/1/2017

 

 

 

DRAFT MINUTES of a Supplementary Meeting of Tatsfield Parish Council held on 23rd January 2017 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8 p.m.

 

Present:                       Mrs Nichola Stokoe   Chair (in the Chair) ,       Mrs Althea Davies, Mr Niall Kells, Mr Mike Sarll, Mr Mike Pendleton,

                                     Mrs Helena Garcia-MacLeod, Mr Ian Mitchell

In Attendance:             Ms Samantha Head (Clerk)                              

And 1 Parishioner (+1 parishioner present between 20.30-21.00)

  1.    APOLOGIES

         None.

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

         Mr Mike Pendleton declared a personal interest in item 4a when discussing the application as his garden backs onto the property in Shaw Road. He did nit take any part in the discussion or agreement on that comment.

 3.     Agree and sign the minutes of the previous meeting held on 9th January 2017

       1026/0117 It was resolved the minutes reflected a true and accurate view of the meeting held on 9th January 2017.

 4.     Planning:   To determine the Parish Council’s position on Appendix A:

a)   TA/2017/17: THE HYDE, SHAW ROAD, TN16 2BX

         Demolition of existing single storey side extension/garage. Erection of single storey side extension incorporating integral large and picked roof over existing front porch and garage.

          1027/0117 No comment

b)       TA/2017/28: LIBRA, RICKETTS HILL ROAD, TN16 2NB

           Erection of single storey rear extension incorporating 2 dormer windows to front roof slope and 3 dormer windows to rear roof slope to provide additional habitable accommodation within loft space.

            1028/0117 Comment: The Parish Council wishes to object to the proposal on the basis that the plan appears to be significantly increasing the size and changing the aspect of the building, in an area ofeen Belt, which we consider inappropriate.

 

c)     HEELA sites

         When the consultation was undertaken, the only areas to affect Tatsfield were the back gardens on Paynesfield Road and the Moorcross site.  The new submissions came in too late to be considered for the last report. They will be looked at  during the next stage.

         It was confirmed that the sites featured in the HEELA report have been proposed by the owners as potential sites that would be appropriate for development.

         There are four within Tasfield Parish borders:

         1st site - Adjacent to Monk’s Cottage (0.6 ha). The proposal suggests development for two houses.

         2nd site - Aston Acres, Kemsley Road (0.81 ha). The proposal suggests development for 20 houses.

         3rd site - Cudham Road (0.2 ha). The proposal suggests development for four/six houses.

         4th site - in two parts. i) Shaw Road (0.08 ha). The proposal suggests development for two houses.

         ii) Shaw Road (0.04 ha). The proposal suggests development for one/two houses.

          It was noted that the Parish Council would have the opportunity to comment if/when the sites appear n the next round of the consultation and once each site has been inspected.

          1029/0117 It was resolved that an article would be written for the Parish Magazine outlining the ELA sites and making parishioners aware of the link to the Tandridge Council website.

 d)     Parkwood Golf Club planning application and potential public meeting:

       An email to TPC has been received from the owner of Parkwood Golf Club requesting the Council’s support in hosting a meeting with local residents to discuss the planning application. t was agreed that this planning application is of interest to the village.

        1030/0117 It was resolved that the Clerk would write to the Owner of Parkwood Golf Club and sggests venues to hold a meeting - AMB/ WI Hall/ Village Hall.

 5.     Finance:

a)      Authorise payments (including authorisation of internet banking) detailed in Appendix B(2)

         1031/0117 It was resolved that Althea Davies would request a timesheet for hours worked fromMaureen Gibbins (Locum Clerk).

                 It was noted by the Chair that Ana Hughes should be paid for the six hours spent giving a  handover to the Locum Clerk.

         1032/0117   The Council approved the payment of six hours to Ana Hughes.

          1033/0117   It was resolved that Samantha Head (Clerk) should be added as a signatory to the Parish Council Unity Trust Bank account. Samantha Head would sign the new mandate, which   would be sent as soon as possible.

          1034/0117 All payments were authorised and signed off by the Finance Team for January. Itwas resolved that all payments on Appendix B(2) would be paid by cheque.

 b)       Funding request : Tatsfield Fairtrade Group Grant Application 2017-18

         It was noted that the Tatsfield Fairtrade Group were requesting a grant of £750.

         1035/0117 It was resolved that this time would be carried over to the first Finance Committee meeting of 2017 (date TBC).

 c)     Items requiring expenditure: £40 for Land Registry fee. Payment for this item was agreed ad authorised in item 5a.

 6.     Emergency Plan: discuss update

       1036/0117 It was resolved that Althea Davies would write a letter to the residents of Tatsfield asking them that, in the event of snow fall, could they volunteer to take responsibility for clearing their section   of road/pavement of snow.

          Althea Davies noted that there was water coming off the golf course on Church Lane which is freezingas a sheet of ice on the road. It is remaining frozen well into the morning in these low temperatures.

         1037/0117 It was resolved that a letter should be written to the owner of the Golf Club.

          Derek Rose had commented that the Parish Council salt spreader was not working. Niall Kells  confirmed that it was working.

          Regarding the clearing of the school car park/entrance/AMB car park.

         1038/0117 It was resolved that Althea Davies will liaise with Jill Hancock regarding the   responsibilities of the school, the Parish Council and volunteers in the event of bad weather.

          1039/0117   It was also resolved that the (old) list of volunteers who help in the event of and weather,should be revisited. Those residents on the list should be contacted to confirm if they are still able   and willing to remain on the list to help.

 7.     Parish Council Land and Property

a)        Little Acorns Project: next steps and update

         This is a two phase project.  The first phase to enclose the bollards area with fencing is scheduled to be finished on 24th January.

         The second phase involves removing the hedgerow and all stumps and placing a fence on the current  boundary line with runs between the Village Hall and the Old Police House. Acacia will be removing the hedge and stumps, B R Stacey Fencing Contractors will erect the new fencing and iPave will be removing the kerb and retarmaccing.  A resident expressed a number of concerns regarding the works, namely: the timings of the works being carried out by the three separate contractors to ensure that the boundaries of the properties  involved are not left ‘open’, that care is taken to ensure that the drain that runs under the boundary line  not damaged.

       The Chair noted that Little Acorns had accepted the quotes from the three contractors.

        1040/0117   It was resolved the Mike Pendleton would liaise between the contractors and other parties  the dates and timings for the works.

        1041/0117   It was resolved that the Clerk would reconfirm formal acceptance of the quotes from all three contractors.

 b) Pond: discuss recent feedback from residents and agreed next steps on pond

     As per the discussion and agreed action by the Parish Property committee, it was confirmed that the Club ould be contacted to enquire into the possibility of being allowed to drain water from the Club roof.   Once feasibility, cost and contractor had been assessed, a final proposal would be put before the Council.    It was noted that the style and depth of the pond needed further investigation. As per the minutes from  the Parish Property committee, the Clerk would contact Doug Hill at SCC for further advice.

 c) Bridleways: Westmore Road - road and surface issues following building

   The issue of the drainage ditch not acting to drain water following building work.

     1042/0117 It was agreed that Niall Kells and Nichola Stokoe would investigate further and report back to he Council.

 d) Travelling to Tatsfield - signs update

     It was confirmed that the signs are now in place on the roundabout. The Chair noted that the one on Ship Hill is still in progress.

 e) Parish Property update following meeting

   The minutes of the Parish Property meeting held on 16th January will be available in due course.

 f) Tatsfield Lodge - boundary agreement

   1043/0117 It was resolved that this item would be carried over to the meeting to be held on 13th February  2017.

 g) Dementia friendly Tatsfield

   It was noted that Jenny South will be hosting a meeting on 14th March 2017. The purpose of the meeting will be to make residents more aware of how everyone living in Tatsfield can make the Village more  Dementia friendly. It was also noted that two villagers have attended a training course to enable them to  train others to provide more support for those people with Dementia.

 h) Valuation letter

   1044/0117 It was resolved that the Clerk would contact TDC to gain clarification of our rate banding.

 i) East Surrey Museum invitation - visiting dates either 18th or 25th March NOT 4th or 25th February  

   1045/0117 It was resolved that the Council members would respond to the Clerk once they have checked their availability to attend.

 8. Any other Business which the Chairman is of the opinion should be considered  as a matter of urgency

    Hail and Ride bus route. It was noted that Ian Mitchell had written to SCC regarding the proposed  changes to the Hail and Ride bus route through Tatsfield. No reply has yet been received. It was also noted that several residents had written to SCC to complain about the proposals.

   1046/0117 It was resolve that this would be added to the Agenda for the meeting to be held on   13th February 2017.

 9. Matters for Reporting or Inclusion in a Future Agenda

   - Cats Eyes - Clarks Lane

   - Rag Hill Road - Access

 

 

 

 

 

1029/0117

Article to be written for

Parish Magazine outlining HEELA sites

?

Before next Parish Mag

submission deadline

1030/0117

Write to owner of Golf Club with suggestions on where to hold a public meeting

Clerk

Before next meeting

1036/0117

Write letter to residents re snow fall and what residents can do

Althea Davies

end Feb 2017

1037/0117

Write letter to owner of Golf Club re water running of course and freezing in road

Clerk

Before next meeting

1039/0117

Contact residents on list in case of bad weather to confirm if they are still able to help out

Council members?

end of Feb 2017

1042/0117

Investigate draining water from drainage ditch - Westmore Rd

Niall Kells and Nichols Stokoe

end Feb 2017

1044/2017

Clarification on Valuation abiding for AMB

Clerk

Before next meeting

1045/0117

Council members to confirm availability for East Surrey Museum visit

All Council Members

By 08/02/17

The meeting closed at 10.00 p.m.      

 

 

 

DRAFT Minutes of a meeting of TATSFIELD PARISH COUNCIL held at the Aileen McHugo Building, Westmore Green, Tatsfield on Monday, the 13th February 2017 at 8.00pm

 

Present:                     Mrs Althea Davies (in the Chair), Mrs Helena Garcia -MacLeod, Mr Niall Kells, Mr Mike Sarll, Mr Mike Pendleton, Mr Ian Mitchell

 In Attendance:          Mrs Maureen Gibbins (Locum Clerk)

                                    Mr David Hodge (Surrey County Councillor)

 And 4 parishioners

 1         APOLOGIES

1026/0217 Mrs Nichola Stokoe had sent her apologies. These were received and accepted by members. Mr Martin Allen (District Councillor) also sent his apologies.

 2         DECLARATIONS OF INTEREST (relating to items on the Agenda)

            There were none

 3         Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 23rd January 2017

1027/0217 It was resolved the minutes reflected a true and accurate view of the meeting held on 23rd January 2017 and were signed by the Chair of the meeting.

 4         Receive and accept the minutes of the Parish Property Committee held on 16th January 2017

1028/0217 The minutes of the Parish Property meeting held on 16th January were received and accepted by the members.

 5         Receive and accept the minutes of the Neighbourhood Plan meeting held on 25th January 2017

1029/0217 The minutes of the Neighbourhood Plan meeting held on 25th January 2017 were received and accepted by the members.

 6         Officer’s report on actions outstanding since the previous meeting

1030/0217 The Clerk was requested to write a response to an email from the management of Park Wood Golf Club suggesting proposing a public meeting arranged by the Parish Council to discuss plans for a hotel at the golf course. The Vice-Chair would draft a reply suggesting venues where the Golf Club management could arrange its own meeting.

 7         PLANNING

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

                 TA/2017/112: Pine Lodge, Maesmaur Road, Tatsfield TN16 2LE

                   Demolition of existing boiler room, flue and concrete shed. Erection of single storey rear extension and single storey side/infill extension linking existing garage to house in association with new erection of new roof over garage. Installation of Velux window to front elevation, relocation of existing gate and conversion of loft space to habitable accommodation.

            1031/0217 No comment

              b) Planning team for February: Nichola Stokoe and Niall Kells

 1032/0217It was resolved that the planning team for February would be Nichola Stokoe and Niall Kells.

            c)   Publicising major planning applications: update

The Clerk received a reply from the resident who had complained at the lack of publicity for major planning applications in the parish. He had suggested that the Parish Council should take a proactive role in publicising such applications.

1033/0217 It was agreed the Clerk would acknowledge the response and further confirm how residents can receive automatic email notifications of local applications from Tandridge District Council.

            d)   TDC: Local Plan: update

There was nothing new to report

           e)   Neighbourhood Plan: update

Mike Pendleton reported that the first meeting of the Steering Group had been held. Mike Pendleton was elected Chairman of the group. The first four Parish Council members had been appointed. The Chairman has responded to residents who had expressed an interest in being involved with the Neighbourhood Plan. There was to be an informal introductory meeting on Monday 20th February commencing at 8pm. Mike Pendleton confirmed that the Parish Council’s consultant, James Garside, would also be attending. Mike Pendleton would be drafting an article for the Parish Magazine with an update on the Neighbourhood Plan and the Local Plan.

           f)     Approval of the contract with James Garside

1034/0217 It was resolved a remaining query with the contract with James Garside in relation to the timing of the termination of the contract would be discussed and clarified following the meeting on 20th February.

 8         FINANCE

           a)   Authorise payments (including authorisation of Internet banking) detailed in Appendix B

1035/0217 Items on Appendix B were duly approved. Payments and supporting invoices were checked and signed by members of the Finance Team for January.

           b)   Discuss and agree items requiring expenditure:

                   i) Border Plumbing and Building Repairs - Repair front roof of village hall

                        porch-£100

                   ii) Border Plumbing and Building Repairs - Paint AMB Parish Room - £235

                   iii) Signage - directions to the Car Park - £150

                   iv) Name Tags outside the AMB - £102

1036/0217 It was resolved to accept the quotations for the above works that need undertaking.

            c)   Tatsfield Fairtrade Grant

1037/0217 It was resolved that the agreed donation to Tatsfield Fairtrade be made in the sum of £750. Conditions set under 086F/1116 were met.

           d)   Dementia Friendly Tatsfield Grant request

1038/0217 It was resolved to make a donation of £250 to Tatsfield’s Dementia Friendly Group to fund the first few sessions.

           e)   St Catherine’s Hospice donation request

            1039/0217 It was resolved to make a donation of £300 to St Catherine’s Hospice.

         f)   Johns Road Residents’ Association: Grant request

There was considerable discussion and it was resolved to defer the decision until the supplementary meeting on 27th February.

           g)     Approval for Clerk to attend ‘Introduction to Social Media £55 and SALC Spring Conference £40

1040/0217 It was resolved to approve the expenditure for the Clerk to attend the two courses.

i)             Finance team for February: Nichola Stokoe and Niall Kells

1041/0217 It was resolved the Finance Team for February would be Mike Pendleton and Mike Sarll.

 9         HIGHWAYS AND RIGHTS OF WAY

           a)   Highways: update

                   - Speed sign - village centre

Nothing to report; this is on the SCC list of actions to be undertaken. Clerk to follow up.

                   - Issues with lorries accessing Kemsley Road

A ‘No Through Road’ sign had been erected at the junction of Ricketts Hill Road and Paynesfield Road.

                   - Travelling to Tatsfield - Ship Hill sign

The Clerk to follow up with SCC

                    Westmore/ Kemsley Road drainage ditch: update

The Clerk to liaise with SCC Highways, Mary Ann Edwards, regarding a resolution

                      Rag Hill Road/Church Lane junction - Access to Monk’s Cottage

It was reported that posts would be installed to control access

            b)   Rights of Way:

                   - White lines on Ship Hill

The Clerk to follow up with SCC.

 10       NOTIFIED ITEMS

a)     464 Bus Hail and Ride: report

It was agreed more information is required about Transport for London’s plans for fixed bus stops in Ricketts Hill Road. Complaints had been received from residents about the proposed locations. Niall Kells to email the residents.

           b)   Affordable Housing Plan: update

The Parish Council has no input into the allocation of housing at the English Rural Housing Association’s site at the Copse.

There was no update available on plans for a future site for affordable housing. It was proposed that discussion on this matter could be dealt with as part of work on the Neighbourhood Plan. To be followed up by the Clerk in March.

c)    Cats eyes on Clarks Lane: update

It was confirmed by County Cllr. Hodge that work on the cats eyes on Clarks Lane would be undertaken in March 2017.

d)    Surrey Lights Off:

ALL street lights to be switched off between midnight and 5 am. The following roads will be affected: Lusted Hall Lane, Edgar Road, Crossways, Paynesfield Road, Rag Hill Road, Ricketts Hill Road, Shipfield Close, Ship Hill, The Parade, Westmore Road, Whitewood Cottages

It was agreed the lights switch off would be publicised in the Parish Magazine.

           e)   Tatsfield School PTA: Beer Festival

1041/0217 It was resolved to approve the requested extended time of the Beer Festival as requested viz 12pm to 9pm

           f)   Tatsfield Primary School: MUGA/Lease

1042/0217 It was resolved to leave this with Nichola Stokoe as she has it in hand and nothing has been changed in principle.

           g)   Broken Gate Post: Junction FP21 and Ship Hill

Ian Mitchell had reported this to SCC together with a map of the location. Niall Kells agreed to check if this had now been repaired.

           h)   Annual Parish Meeting

1043/0217 It was resolved to hold the Annual Parish Meeting on Tuesday 9th May. Clerk to book the Village Hall.

Suggested speakers are:

Rev. Vince Short, a representative from Dementia Friendly, Inspector Dan Gutierrez, Surrey Police and our MP, Sam Gyimah.

 11       REPORTS

a)    County Councillor – Cllr Hodge explained the background to his decision not to raise the county’s element of Council Tax for 2017/18 by 14.99% ,but to raise it by 4.99% instead. A 14.99% rise would have triggered a referendum of residents. He explained that his task had been to get the best he could from the government, keep council tax as low as possible and yet still maintain critical services. That was a real challenge and one that he as a Conservative leader was not going to duck or refuse. After much consideration he formed the view that the government had listened and that he could therefore recommend the lower council tax option to the council and thus avoid a referendum. His original proposal for a 14.99% rise and hold a referendum had been raised in the House of Commons at Prime Minister’s Question Time.

b)   District Councillor

In his absence, District Cllr Allen, submitted a written report:

 “Since the last TPC meeting the TDC meetings I have attended have concentrated on budget matters and a recommendation for a £5 increase to Council Tax will be proposed at the Council meeting on the 23rd February. The Resources Committee agreed to a new approach to property investment with the setting up of a property investment fund of £50m, alongside a property investment company. The fund will allow the Council to buy land or buildings up to a total capital value of £50m to generate a significant revenue stream, which will be reinvested to provide services and fund projects to regenerate and enhance the vitality of town centres, as well as fill the gap left by the reduction in government grant”.

 District Cllr Allen attended the TDC business event which, he said, whilst intended to be a district affair mainly consisted of complaints from the Oxted Business Community and about the parking survey currently undertaken.

The District Council is asking residents to share their views on the proposed introduction of new dog control powers called Public Space Protection Orders (PSPOs) to tackle dog fouling and dog control issues. The Council is proposing to trial the powers in Master Park, Oxted and Queens Park, Caterham.

 District Cllr Allen had a ‘get-to-know-you’ meeting with Kathy O'Leary, the new Chief Operating Officer in Tandridge’s Chief Executive’s Department. He had a catch up meeting with the owners of the Grasshopper at Moorhouse regarding their wish for a variance on a planning permission but TDC are saying that is has to be resubmitted in total.

 Cllr Allen attended the Biggin Hill Airport Consultative Committee.

 He was having a meeting on Tuesday 14th February with the District Council’s Leader and the Chief Housing officer regarding some decisions which he does not believe should have been.

 c)    Tatsfield in Bloom There was to be a meeting week commencing 20th February. Tatsfield is entering the South & Southeast in Bloom competition and the theme is pollination plants – Tatsfield is Buzzing

d)   Airport: Ian Mitchell reported that it is unsure when the public access to public access to internet monitoring of Biggin Hill flights will become available.

e)    Tatsfield Fair Trade Group sign: SCC has confirmed that it is not acceptable for a Fairtrade sign to be erected in Tatsfield as it is distracting to drivers and causes additional clutter.

f)     Tatsfield Horticultural Society The 2017 Year Book is now doing the rounds and the response is looking promising for retaining the same number of members as last year. The first gardening Club of the Year was being held on February 14th at 7.30pm in the WI Hall where an illustrated talk on a visit to India was being given

g)  Vern D’Anjou: Hosts are being sought however the level of response is not known.

h)   Citizens Advice Bureau: Althea Davies confirmed she is involved in HR and publicity for CAB. The AGM is planned for the middle of June.

i)     Police – Following the damage to Westmore Green caused by late night joyriders on 3rd February the police are monitoring the area and have a higher profile presence

 12       PARISH COUNCIL PROPERTY AND LAND

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

           relating to:

           a)   Tatsfield Green

                 - Boundary Agreement: Tatsfield Lodge. The border problem has been          registered and the ball is now in the hands of the owners.

           b)   Village Hall

                 - Door project - this is now on hold as a much bigger project is being considered.

                - Outside Tap: discussion ensued regarding the siting however Helena Garcia-MacLeod will seek advice from Border Plumbing and Building Supplies regarding the location. The original site is not feasible due to the lack of mains pressure. Concern was expressed that if the tap uses the AMB supply it will be an additional cost to the Parish Council.

                 - Porch Light – The cost of the repair was approved.

           c)   Car Park/ TCGA

                 - Little Acorns project: Mike Pendleton reported that Althea Davies, Nichola

Stokoe and he had met the owners of the Old Police House.   A set of proposals had been given to the residents and a decision on the way forward was expected by Friday 24th February. The residents had also been asked to provide a letter of assurance that they would not prevent or delay the work being carried out. If a decision was not reached the Parish Council would be forced to seek legal advice.

                        Althea Davies would provide a copy of the notes taken at the meeting to all

                        Councillors and the residents.

            d)   Westmore Green

                 - Damage caused by joyriders - nothing further to report

Pond – Border Plumbing and Building Supplies had looked at re-routing the Village Club guttering in order to drain rainwater from the roof into the pond through a pipe under the pathway between the Club and the pond. A quote to be submitted to the Parish

                        Council. Volunteers would be requested to clear the pond.

                 - Dormansland Parish Council: Clerk to check if response has been sent.          

 13       MEETINGS TO ATTEND / CORRESPONDENCE

           (a)   to agree attendance at meetings to which Parish Councillors are invited:

Surrey Country and Rural Enterprise Association – Clerk to resend the email pertaining to this event.

               (b) to discuss Correspondence received by the Clerk and/or Councillors:

                   Dementia Technology Trial – Clerk to forward information to Dementia Friendly

                    St Catherine’s Hospice – addressed earlier in the agenda

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

Hedgerow to be removed by local resident

 15       Subjects raised in Public Adjournments

 By-pass and the potential building of 500 new homes being discussed in Westerham.

 The meeting closed at 22:40

 

Draft Minutes of a meeting of TATSFIELD PARISH COUNCIL held at the Aileen McHugo Building, Westmore Green, Tatsfield on Monday, the 27th February 2017 at 8.00pm

 

Present:           Mrs Althea Davies (in the Chair),            Mr Mike Pendleton, Mr Mike Sarll, Mr Niall Kells, Mrs Helena Garcia-

                       McLeod

In Attendance: Ms Samantha Head (Clerk)                        Mr Martin Allen (District Councillor)

And 0 parishioners.

 The meeting commenced at 8.05pm

 

1       APOLOGIES

1044/0217 Mrs Nichola Stokoe and Mr Ian Mitchell had sent their apologies. These were received and accepted by members.

 2     DECLARATIONS OF INTEREST (relating to items on the Agenda)

It was noted that Cllr Martin Allen declared an interest in item 6c as Cllr. Allen is part of Johns Road Residents’ Association. Cllr. Allen took no part in the discussion for this item.

 3     Agree and sign the MINUTES OF THE PREVIOUS MEETING held on 13th February 2017

1045/0217 It was resolved the minutes of the meeting held on 13th February 2017 reflected a true and accurate record of that meeting and were signed by the Chair.

 4     Officer’s report on actions outstanding since the previous meeting

The Clerk noted that all outstanding actions were being followed up. The Clerk and the Chair also suggested that a new ‘Actions’ file be created and placed in Dropbox each month to show the action, who is responsible for completing the action, the date for completion of the action and comments. It was noted that all Council members present agreed it appeared to be a good idea. The Clerk committed to producing a new Actions sheet for the March Main meeting.

 5     PLANNING

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

           TA/2016/2425 - The Old Post, 33 Paynesfield Road, Tatsfield, TN16 2AT

             Erection of single storey extension to west elevation.

1046/0217 No comment

           TA/2017/308 - Roland Cottage, Borough Road, Tatsfield, TN16 2LA

           Erection of detached garage and gym.

1047/0217 Comment: The Parish Council wishes to object to the proposed development on the basis that it is inappropriate in an area of Green Belt.

1048/0217 The Clerk was requested to inform Tandridge planning of the Council’s resolutions.

            b) Plan printing cost proposals

It was noted that this had previously been discussed by the Parish Council.

1049/0217 It was resolved that the Parish council would only request hard copies of planning applications as and when required.

         6     FINANCE

            a) Authorise payments (including authorisation of Internet banking) detailed in

               Appendix B

1050/2017 It was resolved that in the absence of Nichola Stokoe (Chair), Althea Davies would form the Finance Team alongside Niall Kells for February.

1051/0217 All items on Appendix B were duly approved. Payments and supporting invoices were checked and signed by members of the Finance Team for February.

            b)   Discuss and agree items requiring expenditure:

                                  - Replacement of damaged water butt outside front of AMB - £60.00

                 - Replace ball valve AMB - £50.00

                 - Clearing path Village Hall - £50.00

                 - Ana Hughes - Support and handover extra hours - £72.25

1052/0217 It was resolved to accept the quotations for the above works.

                 - Supply and fit outside anti vandal water tap on side wall of the AMB.

It was noted that the price and location was agreed by all members of the Council present. The Clerk was asked to request an updated estimate also showing a cost breakdown to include x3 extra tap keys. This would also be added to the Agenda for the March Main Meeting.

           c)   Johns Road Residents’ Association: Grant request

A discussion ensued regarding whether all residents would like repair work carried out on their road. One question raised was whether, in awarding a grant, this would then set a precedent for applications from all unmade roads in the village. The Parish Council would not be in a position to fund a large volume of grants. It was also raised that all unmade roads in Tatsfield would be brought in the Neighbourhood Plan for consideration.

1053/0217 It was resolved that no grant would be awarded. The Clerk was requested to write to Johns Road Residents’ Association to inform them of the Council’s decision, highlight that the whole issue of Tatsfield’s unmade roads are being considered as part of the Neighbourhood Plan and encourage JRRA to continue to present this issue as part of the ongoing Neighbourhood Plan.

 

7       PARISH COUNCIL PROPERTY AND LAND

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

           relating to:

                  a)   Tatsfield Green

                 - Boundary Agreement: Tatsfield Lodge

No update. A discussion ensued regarding whether to seek legal advice to potentially register a boundary dispute.

         b)   Village Hall

                 - Outside Tap

This has now moved location to outside the AMB.

                 - path way/ gravel/grit

Following the issues of grit being walked into the VH, a discussion ensued regarding whether a more ‘carpet friendly’ grit could be sourced to be used only on the pathway leading to the VH.

1054/0217 It was resolved that Althea Davies and Samantha Head would meet with Derek Rose to further discuss his role during inclement weather.

         c)   Car Park/ TCGA

                 - Little Acorns project: update

The Council members discussed the recent offer by the fencing company for a complementary magnetic board to be attached to the inside of the new fence.

1055/0217 It was agreed that the magnetic board could be attached to the inside of the new fencing.

 It was noted that a response had been received forms he residents of the Old Police House. Mike Pendleton informed the Council that it had been deduced to engage a solicitor to resolve the situation and he had written to the residents of the Old Police House to that effect.

1056/0217 It was resolved that the Clerk would write a further letter confirming the Council’s current position on this.

         d)   Tatsfield Primary school - MUGA - signing of new agreement with MAT

1057/2017 The new agreement was signed by Althea Davies and Mike Sarll on behalf of Tatsfield Parish Council.

         e)   Barnfield Road residents’ concerns

Althea Davies provided an overview of the issues which had been brought to the Council’s attention regarding Barnfield Road:

i)    Many HGVs are using the road and turning in the road. The HGV drivers are concerned that the road surface is not safe. The residents of Barnfield Road are happy to do some form of repairs but are not in a position to undertake the level of repair required to make the road suitable for HGV use. It was noted that the residents who have raised this issue have already been advised to contact SCC.

 ii)   A resident who owns a property backing onto Barnfield Road is fly tipping. It was noted that this fly tipping is not blocking access.

iii) There are a number of cars that appear to have been dumped on the Bridle Way. Can SCC be asked to remove the car?

1058/0217 It was resolved that the Clerk would check to see if the cars were still taxed. If not, she would report them to SCC.

1059/0217 It was resolved that the Clerk would report the fly tipping of builder’s waste in Barnfield Road which adjoins the rear garden of 1 and 2 Sunnybank and Woodlands.

          f)   The Bakery - patio area proposal

The Clerk noted we have received correspondence from Tatsfield in Bloom regarding this. They have suggested that common land usage should be investigated.

1060/0217 It was resolved that provided that the appropriate process is followed and all conditions set out by both parties are agreed, Tatsfield Parish Council would agree in principle to this proposal.

          g) Kemsley Wood - quotation

A quotation had been received shortly before the start of the meeting. It was for £150 for the initial work and £100 maintenance every two months during ‘growing season’ (which equated to three times a year). The total cost for this year would be £450.

1061/0217 It was resolved to accept the quotation for the work to the path in Kemsley Wood.

1062/0217 It was also resolved to notify the village that the work would be carried out in the spring and also go back after one year to see if the newly cleared path had been used more.

 Report from Cllr Martin Allen:

 61 Paynesfield Road - TDC have issued a deadline tot he owners for them to give access to TDC to see the building, fencing and Fly Tipping (at the rear of the property in Westmore Road)

  • Parkwood Golf Club - Have withdrawn their planning application for a hotel but were granted planning permission for the extension
  • TPO has been made of a group of Beech trees on Parkwood Golf Club land
  • An HGV licence application to house two HGVs at Kemscott, Lusted Hall Lane has been received. Cllr Allen has responded to say that access to the site for HGVs on this stretch of road is wholly impractical.
  • Cllr Allen has received reports about various drains in the village: Paynesfield Road, Edgar Road and Old Lane, Ship Hill and Ninehams. Cllr Allen will chase up when the work is to be carried out.
  • Cllr Allen has once again reported the ‘closed road’ signs and will escalate this to Surrey Highways.
  • Cllr Allen reported that all properties at Crossways Court are to be fitted with smoke detectors in March, starting on the 13th
  • Following a request from the new owners of Parkwood Lodge, Rag Hill, for help with pre planning applications, it was agreed that the Clerk would write and suggest contacting TDC in the first instance and, additionally offer the opportunity of having an informal chat with the councillors at a Saturday ‘surgery’.

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

          Parish Councils Open Spaces Survey - TDC (Local Plan) -

1063/0217 It was resolved that the Clerk would revert to Piers Mason to ask whether this survey had been circulated to all Tandridge residents, particularly mentioning that the Parish Council has raised the question of why another Open Spaces survey has been created so soon after the last one in 2015.

          James Garside - contract

1064/0217 The contract was duly agreed and signed by Mike Pendleton (Neighbourhood Plan Chair) and Mike Sarll (Neighbourhood Plan Vice Chair).

          Dale Valley Training Course

It was discussed by the committee who felt that if someone form the Parish Council were to undertake this course and training, it would possibly present liability issues around any future problems with the trees on Parish land. It was decide and agreed that no one form the Parish Council would attend the course.

 9       MATTERS FOR REPORTING OR INCLUSION IN FUTURE AGENDA

 Dog fouling

Open spaces survey (deadline 4th April)

 The meeting closed at 10.15pm

        

 

 MINUTES of the Meeting of Tatsfield Parish Council held on the 13th March 2017 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 8.00 p.m.


Present: Mrs Nichola Stokoe (in the chair), Mrs Althea Davies Mr Mike Sarll Mrs Helena Garcia- McLeod Mr Niall Kells
Mr Ian Mitchell
In Attendance: Samantha Head (Clerk)
Mr Martin Allen (District Councillor)
Mr David Hodge (County Councillor)
And 2 parishioners.
The meeting commenced at 8.05pm

1. APOLOGIES
1065/2017 Mr Mike Pendleton had sent his apologies. These were received and accepted by members.

2. DECLARATIONS OF INTEREST (relating to items on the agenda):None

3. Approve and sign the MINUTES of the meeting held on 27th February 2017
1066/2017 It was resolved the minutes of the meeting held on 27th February 2017 reflected a true and accurate record of that
meeting and were signed by the Chair.


4. Officer’s report on actions outstanding since the previous meeting
The Clerk noted that all outstanding actions were being followed up. The new ‘Actions’ sheet had been completed
and filed in Dropbox. The Clerk also made a report on the following items: Barnfield Road residents’ concerns – cars –
of the 4 cars the resident noted in their complaint, 3 were registered as SORN and 1 was untaxed. The Clerk will
report these to TDC as per 1058/2017 from the meeting held on 27th February 2017. – fly tipping – the Clerk reported
that she had filed an online notice with TDC. The Clerk would also respond to the resident once a response has been
received from TDC.


5. PLANNING:
a) To determine the Parish Council’s position on Appendix A:
TA/2017/260: Hawthorne Dene, Ricketts Hill Road, Tatsfield TN16 2NB
Demolition of existing 3 bedroom dwelling and the construction of a new 4 bedroom dwelling with basement.
1067/2017 No comment
TA/2016/1687: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
Erection of a drive-through refreshment kiosk and associated vehicular access works. (Westbound) (amended plan
layout).
1068/2017 No comment
TA/2016/1688: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
Display of 3x freestanding illuminated rotational signs, 3x freestanding non-illuminated signs, 1x non-illuminated sign
to height barrier and 1x non-illuminated sign to kiosk. (Eastbound) (amended layout plans).
1069/2017 No comment
TA/2016/1689: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
Display of 3x freestanding illuminated rotational signs, 3x freestanding non-illuminated signs, 1x non-illuminated sign
to height barrier and 1x non-illuminated sign to kiosk. (Westbound) (amended layout plans).
1070/2017 No comment
TA/2016/1685: Clacket Lane Services, Motorway Service Area North, Clacket Lane, Westerham TN16 2ER
Erection of a drive-through refreshment kiosk and associated vehicular access works. (Eastbound) (amended layout
plans).
1071/2017 No comment
1072/2017 The Clerk was requested to inform Tandridge Planning of the Parish Council’s resolutions.
b) Planning team for March: Nichola Stokoe and Ian Mitchell
1073/2017 It was resolved that the Planning Team for March would be Nichola Stokoe and Ian Mitchell.
c) Neighbourhood Plan: update
Clarification had been sought from the Neighbourhood Plan consultant, James Garside, regarding the governance of the
Neighbourhood Plan meetings. Mr Garside recommended that all meetings should have a formal Agenda and the minutes
should be published.
1074/2017 It was agreed and resolved that Samantha Head (Clerk) should attend the monthly Neighbourhood Plan
meetings for the purpose of minute taking.

6. Finance:
a) Authorise payments (including authorisation of Internet banking) detailed in Appendix B
1075/2017 All items on Appendix B were duly approved. Payments and supporting invoices were checked and signed by
members of the Finance team for March.
b) Discuss and agree items requiring expenditure:
i) Painting of wall in Parish Room AMB – £235
ii) Viking invoice – £105.55
iii) Central heating AMB - £105
1076/2017 It was resolved to accept the quotations for the above works.
c) Finance Team for March: Nichola Stokoe and Ian Mitchell
1077/2017 It was resolved that the Finance Team for March would be Nichola Stokoe and Ian Mitchell.

7. HIGHWAYS AND RIGHTS OF WAY
a) Highways: update
Speed sign – village centre – The response from SCC was that, as previously advised, a speed survey will be
carried out, most likely in the Spring of 2017. The results of this survey will determine whether the installation of
a VAS sign could be justified.
Issues with lorries accessing Kemsley Road – no update
Travelling to Tatsfield – Ship Hill sign – A sign was ordered and has now been delivered. SCC are arranging
for thee sign to be installed on the existing post but don’t yet have a date for this work.
Westmore/ Kemsley Road drainage ditch – The issue has been passed to the drainage/flooding team. They
have requested further details. The Clerk will follow up.
b) White lines on Ship Hill – An order has been placed for all the road markings on Ship Hill to be refreshed. This
work is weather dependent as the lining cannot be laid on a wet road surface. This outstanding job will be
raised with the contractor to see if it can be prioritised.

8. NOTIFIED ITEMS
a) Hail and Ride report – In essence, there has been no change. TFL intend to get SCC to place 2x bus stops
(one in each direction) at Acre Road/ Old Lane and the bottom of Ricketts Hill Road. The Hail and Ride service
will continue for the time being. ‘Standing areas’ will be put in at the new bus stop locations.
b) Affordable Housing Plan update – The sequential test sites showed a location which was most popular. TDC
Housing would be seeking feedback from the planning department on the sequential test work. Once ERHA
had some additional information and feedback on the site, the next steps would need to be agreed with all
parties.
There was discussion around whether the Affordable Housing Plan will be incorporated into the Neighbourhood
Plan and, if so, will this action slow down the process for Affordable Housing.
c) Surrey Lights Off: part-night street lighting – More information is required so this item will be continued on to
the agenda for the March supplementary meeting.
d) Annual Parish Meeting – The Village Hall had been booked for this event. Speakers availability is currently
being sought.
e) VOA: update - The Clerk has spoken to the Redhill office. She was advised that the business rate price per
square metre will increase on 1st April 2017 from £100 per msq to £250 per msq. No further action can be taken
by TPC until 1st April 2017.
f) Tatsfield Primary School: MUGA/Lease - Notice has been served on and received by the School to end
the current agreement relating to use of the MUGA on 31 March 2017. We will complete the new
agreement with Tandridge Learning Trust on 1 April 2017.
The only other area of concern was the Deed of Mutual Grant entered into by SCC and TPC
relating to
rights over the car park as this land is now being leased to the Trust.
Having checked the School's title and the proposed new lease between SCC and the Trust
the covenant
to observe and perform all matters referred to in the documents in Schedule 4 which includes
leases
noted on the Title and covenants, rights, easements and agreements subsisting on the term
commencement date which will include our Deed.
A question was raised: Does the new agreement allow children from other schools in the Trust to
have
access to the MUGA or is it still exclusively for the use of Tatsfield Primary School pupils? Further
investigation is required. Who is responsible for maintaining the MUGA? Who pays for it?
g) St. Mary’s Flower Festival – Mike Pendleton reported that he had received 3 expressions of interest from
people keen to help out with the flower arranging.
1078/2017 It was agreed that a donation of £100 be made to the Flower Festival on behalf of the Parish Council.

9.00pm the meeting was adjourned for participation from the public.
9.07pm the meeting was resumed.

h) Remembrance Service - The Clerk had received an email regarding the proposed arrangements for the
Remembrance Service to be held on Saturday 11th November 2017 on the Ship Green. The Council
commented that it appeared that this might become an annual event and that similar arrangements to the
Christmas Carol Service be put in place i.e. road closure. The Clerk will look into the next steps.
i) Open Spaces Survey – Following the meeting on 27th February, the Clerk had been in touch with Piers
Mason’s office to clarify how this survey had been publicised and why another survey was being done so soon
following the one carried out in 2015. The response was that the survey had been well publicised and is
available to all residents (this can be accessed electronically at www.tandridge.gov.uk/openspaces Hard copies
are also available at the Council’s offices. This survey is aiming to provide further detail and more
comprehensive assessments of existing provision than the survey of 2015.
j) Dog fouling – Many residents have complained about a perceived increase in incidents of dog fouling in
Tatsfield, either directly to the Parish Council or on the Tatsfield Facebook page. The clerk has been in touch
with Environmental Health who have advised that they would need the location and the address details of the
owner who allowed their dog(s) to foul, in order to write to them. In addition the street cleaning team are in
Tatsfield on Tuesdays and Thursdays to empty the bins. The street cleaning is carried out every 8 weeks.
1079/2017 It was resolved that Althea Davies would publicise this information on Facebook and Tatsfield Talk.
k) National Plant Monitoring Scheme – This item will be deferred to the supplementary meeting on 27th March
2017.

9. REPORTS FROM COUNTY COUNCILLOR, DISTRICT COUNCILLOR, VILLAGE ORGANISATIONS AND
EXTERNAL ORGANISATIONS
a) County Councillor:
Cllr Hodge gave a summary of the recent events in which he persuaded the Government that Adult Social Care
was a real problem in Surrey.
Cllr Hodge also confirmed that the Scout Hut path works were scheduled for April/May 2017.
b) District Councillor:
His report highlighted the following issues:
• Clacket Lane Services – coaches were still using the gate but only by backing into residents’ drive
ways. Immediate neighbours were not notified of the Clacket Lane Services planning applications but
these will now be sent. Problems with heavy traffic, litter and fly tipping will be followed up.
• Westmore drainage ditch – TDC are dealing with the fly tipping at this location. Last Monday (6th
March) was the final day for the owner to allow TDC access to the property. Cllr Allen will be following
this up.
• Hail and Ride – Cllr Allen has received several complaints. He has asked to be copied in on all
correspondence. Cllr Allen confirmed that the budget for the fixed bus stops is in place and the project
will go ahead. SCC will respond to all residents who have made complaints. Cllr Allen will request the
timescale for this project.
• Dog fouling – Cllr Allen has also received complaints about this and, as such, advised those residents
to attend tonight’s Parish Council meeting as this item was on the Agenda.
• Cllr Allen informed the Council that community services, housing and licencing were all items raised in
the District Council Report. He also reported the issue of the large fly tip on Clark’s Lane and assured
the members that it was being dealt with.
c) Tatsfield in Bloom – The Parish Council has received the minutes of their last meeting.
d) Airport: update – The new noise monitoring system is being tested. It will eventually allow public access to a
website which will allow you to identify aircraft which you suspect may have violated flight rules. Such a system
is already online for Gatwick: http://noiselab.casper.aero/lgw/#page=flight_tracker This runs with a built-in 20
minute delay for security reasons, but can be interrogated to display activity at specific times in the past. The
next meeting of the Biggin Hill Airport Consultative Committee is due to take place on 20th April.
It was suggested that it may be a good idea to publicise this information, possibly in the Parish Magazine.
e) Tatsfield Fairtrade Group sign: update - The information regarding why a Fairtrade sign cannot be erected
was passed on to the group and feedback will be forthcoming.
f) Horticultural Society: The year books are now available. It was noted that Brian Everest will be the speaker
tomorrow evening (14th March).
g) Vern D’Anjou: update – There will be 15 visitors from Vern D’Anjou over the Easter weekend. This smaller
than usual number is due to the timing of Easter and the school holidays this year.
h) Citizens Advice Bureau: The AGM will be held on 29th June 2017. CAB are actively looking for more sponsors
as funding has dropped.
i) Speedwatch: Ian Mitchell reported that he has taken part in 1 session since the last Parish Council meeting.
This was held outside the school as the children were being collected. It was a success in that all but one driver
were deterred from exceeding the 20mph limit. The owner of one vehicle will have received a warning from
Surrey Police.
j) History project: There was a good turnout for this event and the feedback was good. It was suggested that
maybe this should be held over the whole weekend next time.

10. PARISH COUNCIL PROPERTY AND LAND
The next meeting is due to take place on 13th April 2017. Mike Sarll reported that the trees around the green have
been pruned, as well as the trees over the TATOL bed. Quotes have been sought to carry out work to divert water
from the Club house roof into the pond.
a) Tatsfield Green
- Boundary Agreement: Tatsfield Lodge – no update
b) Village Hall
- Floor and steps to Stage and Green Room – The contractor will be surveying the floor, stage and steps
to the stage and green room on Wednesday 15th March.
1080/2017 It was agreed to add the extra cost involved in having the steps to the stage and the stairs down to the green
room varnished and sealed.
c) Car Park/TCGA
- Little Acorns project: update – Representatives from the Parish Council have met with a solicitor, taken
legal advice and are currently waiting to hear back from the Solicitor.
d) Westmore Green
- The Bakery: The Clerk has had an informal chat with the Planning Inspectorate to outline the Bakery’s
proposals. From this brief overview, it seems unlikely that permission would be granted ass it would be
deemed that the Section 39 criteria, which states that any changes would need to enhance the common
land use, would not be met. The Planning Inspectorate has offered to forward further guidance.

11. MEETINGS TO ATTEND/ CORRESPONDENCE
The Clerk has received a letter of thanks from St. Catherine’s Hospice for the Parish Council’s recent donation.

12. Any other business which the Chairman is of the opinion should be considered at the meeting as a matter of
urgency
Data Protection registration has expired.
1081/2017 The Clerk was requested to renew this.

13. Matters for reporting or inclusion in future agenda.
None
The meeting closed at 10.16pm

 

Subjects raised in the Public Adjournments
1 - Little Acorns has been awarded a £500 grant.
2 - The Parish Council were thanked for the use of the Parish Rooms for the Dementia Friendly meeting.
3 - The Parish Magazine requested the Parish Council consider the request for funds for the next Financial Year.
4 - Thanks were expressed to Ian Mitchell, Helena Garcia-McLeod and Bob David for their efforts in organising the History