Agenda for Parish Council meeting on 8/10/2012

MINUTES of a Meeting of Tatsfield Parish Council held on the 8th October 2012 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 (late), Mr Ian Mitchell

           

In Attendance:              Mrs Ana Hughes (Clerk)

                                    Mr Bob David (Tandridge DC Councillor)

                                   

And 5 parishioners.

 

1.    APOLOGIES: Mr Peter Kerry

 

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

Susan Smale declared an interest as an allotment holder, in Item 11g on the agenda and left the room at the start of this item’s discussion, returning once the discussion and voting had been completed.

 

3.    MINUTES OF THE PREVIOUS MEETING held on 24th September 2012: agree and sign

The minutes of the supplementary meeting held on the 24th September 2012 were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

4.    MINUTES of FINANCE COMMITTEE MEETING held on 26th September 2012 - receive and approve

The minutes and recommendations were duly received and approved.

 

5.    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. Nichola Stokoe noted under her action relating to Shaw Road registration that a land registry site visit was due to take place at the site shortly.

 

6.    PLANNING

(a)   To determine the Parish Council’s position on Appendix Afollowing reports from the current planning team: :

  • TA/2012/1223- Liscombe, Ricketts Hill Road, Tatsfield, TN16 2NA. Erection of single storey rear extension.

It was proposed that as this site had a complicated planning history and that an extension had been agreed with the Tandridge planning officer in charge of the application and this would be discussed and agreed at the Supplementary meeting on 22nd October. This was approved.

The Clerk was instructed to place the planning application for discussion at the meeting on 22nd October. Planning team for October: It was proposed that the current team should continue as Ian Mitchell was going to be absent for much of the month. This was agreed.

(b)   Neighbourhood Planning Committee: update: It was reported that the first meeting of the appraisal team would take place on the 9th October and 13 people were expected. This was expected to be the first step in organising roles and responsibilities for the appraisal project, an important step in the public consultation process for a Neighbourhood plan.

 

7.    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 Chairman reported that a grant from a previous Parish Council to the Tatsfield Horticultural Society was to be returned as the purpose of the grant had never been completed.

(b)   To discuss and agree items requiring expenditure:

  • Towel / hand drying system: an automated hand drying system was expected to be in the region of £900 including installation per dryer. A towel hand drying system was less hygienic overall but costs were exceedingly lower with the unit costing between £18 and £100 for the dispenser and towels costing around £24 for 2400. It was proposed that the clerk should obtain definitive quotes for the towel dispensing system and these would be approved at the meeting in October. This was agreed.

(c)   Authorise setting up a Chairman's Allowance: in accordance with LGA 1972 S15(5) through Virement in the 2012/13 budget of £350 from the Rates budget to the Chairman's Allowance budget.

This was regarding the Parish Council’s offer of hospitality for those attending the opening ceremony of the new Westmore Green playground at the end of October. Following a discussion on this item it was proposed that the Clerk should investigate whether the expenditure this item was intended for could be done under Section 137 expenditure of the Local Government Act 1972 or any other power. This was agreed.

 

8.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: discuss and agree response to Surrey Highways Localism proposal.

The response which was due by the end of October and would include a more in depth to the Volunteer Path Warden scheme offerings was currently being finalised and would be available to be discussed and agreed at the Supplementary meeting on 22nd October.

(b)   Footpaths: Volunteer Path Warden scheme – discuss in depth response.

This item is covered under Item 8a).

 

9.    NOTIFIED MATTERS

(a)   Affordable Housing: update.

A report was received and progress on the project was noted.

(b)   Communications Advisory Committee:

a report was received and noted with the next meeting due to take place on the 29th October 2012.

(c)   Westmore Green Play Area Refurbishment: update.

A report was received and progress approved. The Chairman reported that the opening ceremony was booked for 27th October 2012 and invitations had been issued to those attending the ceremony, including a representative from the Parish Council (Nichola Stokoe), the Community (Kevin Arnold), Steve Hyder from Tandridge District Council, the County Councillor David Hodge and other key contributors to the project. A Team GB long distance and cross country runner with links to Tatsfield – Elle Baker – had agreed to open the playground. This was met with approval.

(d)   Notice board in Ship Hill: update.

The Clerk reported that there had as yet been no feedback from Desmond Bishop but that he had been informed to proceed should the board be in a repairable state.

(e)   Bridleways Association:

concern re safety of riders and walkers in Lusted Hall Lane. Following discussion of this item at the Supplementary meeting in September, the Chairman proposed that she would facilitate a meeting between the landowners and the Bridleways Association to discuss the possibility of the construction of a path as detailed in the letter, over their land. This was approved.

(f)    Commercial Advertising:

discuss definitions and agree action on various categories. Various possible categories were discussed. It was proposed that the report and the matters discussed should be considered and placed on the agenda in November for discussion. This was agreed.

(g)   Assets of Community Value: discussion and next steps.

Following a discussion on this matter it was proposed that the Parish Council should set up a list with assets considered to be valuable to the community, subject to change and input from the Village appraisal. This was agreed to be discussed at the November meeting.

(h)   Ricketts Hill Road: tree stumps in front of houses becoming dangerous to drivers.

This was discussed and it was proposed that Doug Massey should contact Surrey Highways regarding guidance on marking verges and sides of the road. This was agreed.

(i)    Land Management system: discuss and consider next steps.

It was proposed that this was an excellent way of mapping Parish Council land and assets as well as community items of interest and that the price of £48 was a very good deal therefore the Parish Council should agree to purchase the system. This was agreed.

(j)    East Surrey Museum: discuss photo opportunity offer.

It was proposed that the Clerk should write to Beverly Connolly to accept her offer on behalf of the Chairman and arrange a date for the cheque presentation. This was agreed.

 

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

(a)   County Councillor: receive report.

No report was available.

(b)   District Councillor: receive report.

1-     The new recycling and refuse collection system has apparently increase recycling by 20% in its first month and that there had been positive feedback from Tatsfield Village to refuse and recycling collectors overall.

2-     No further action on the planning liberalisation reported at the September meeting from the government.

3-     A meeting had been arranged at the WI Hall on 7th November 2012 at 7.30pm for all candidates to the new Police and Crime Commissioner post. All are encouraged to attend.

4-     The Cabinet meeting of Surrey County Council on 29th September did not change the priority routes on winter maintenance for Tatsfield village. There was a mention of Tatsfield Village being included in a trial for provision of information boards re road closures in cases of extreme weather. Doug Massey agreed to confirm this.

(c)   Village Hall Management Committee:

Nichola Stokoe reported that the Village Hall may be looking to liaise with the Parish Council regarding refuse collection. The Clerk agreed to assist with information obtained in 2010 when the Parish Council was also considering this option.

(d)   Tatsfield in Bloom.

It was reported that Tatsfield Village won a Silver Gilt award in the large village category for Britain in Bloom and that a celebration evening was taking place to give thanks to those involved.

(e)   Biggin Hill Airport:

Ian Mitchell reported that the meeting of the group would be taking place the following week.

(f)    Speed watch. Nothing to report.

(a)   Tatsfield Fair-trade Steering Group: Thanks were issued to the Parish Council for their grant approved at the Finance Committee meeting.

 

11.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood): update.

The initial meeting had reported back with a good attendance by various village representatives. It was expected that funds would be requested from the Parish Council for tree surveys, tree planting, constructing a protective cage for the Jubilee Oak and purchasing nesting boxes. It was proposed that the committee needed to submit estimates to the Clerk by 15th October. This was approved.

(b)   Tatsfield Green: approval and signature of Wayleave for access over Tatsfield Green to Tatsfield Lodge.

It was proposed that this item be referred to the supplementary meeting as the Clerk had not yet received approval for the Wayleave document wording from the resident. This was approved. The Clerk was asked to follow up with the resident by 12th October.

(c)   Car Park and retained facilities.

The stain on the car park is still present and requires removing by Keith Masters’ team. Doug Massey proposed that he would speak to Mr Masters. This was agreed.

(d)   Tatsfield Community Games Area (TCGA):

It was proposed that a further meeting with the school be considered to discuss mutual assistance regarding the Tatsfield Community Games Area.

(e)   Aileen McHugo Building: update.

It was proposed that the heating should be placed on constant and individual radiators turned down to give power to tenants to control their own heating. This was agreed. It was proposed that the Clerk should investigate prices and differences for lockable mail boxes and name plates to be placed outside the building. This was agreed.

(f)    Village Hall: nothing to report.

(g)   Tatsfield Allotments and Community Gardens:

The Chairman left the room as she had declared an interest in this item and the Vice-Chairman took the chair. It was proposed that the Clerk should write to the Chairman of the Tatsfield Horticultural Society requesting confirmation that Condition 4 of the Planning Permission for the Composting at the Allotments site is being enforced on the Parish Council’s behalf. This was agreed. The Chairman returned and took the chair once more.

 

12.  MEETINGS TO ATTEND/CORRESPONDENCE

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

1-Surrey Hills Society AGM: 20/10/12 Bocketts Farm, Young Street, Leatherhead - none to attend

(b)   To discuss Correspondence received by the Clerk: A letter from residents at Ricketts Hill Road had complained that a tree overhanging their property on Parish Council land was a danger. The Clerk had referred the matter to Steve Hyder at Tandridge who managed the trees and Parish Council common land. Steve Hyder had visited the site and his professional tree surgeons had reported that the tree was healthy and no action was required. The Clerk was awaiting a report confirming this matter. The letter further requested assistance from the Parish Council in tidying the debris left by the trees in front of the property. The Chairman proposed to write a letter explaining that it was not Parish Council policy to manage the land in this manner. This was agreed.

 

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

None

 

14.  MATTERS FOR REPORTING OR INCLUSION OF FUTURE AGENDA

None

The Meeting closed at 10.14 p.m.

 

Subjects raised in Public Adjournments

1- Trees down in Millennium Wood near the permissive bridle path and 2 further along the track into the wood from the Green

2- Is the training for the Volunteer Path Warden Scheme only for Parish Councillors?

3- Is there any progress on Church Farm Lane?

4- Advertisements that are put up too early and then not removed after the event are extremely frustrating. The advertisement on Church Lane is dangerous.

5- Hedge is dangerous in Church Lane – Bob David to check whether it belongs to the church.

6- Thank you to the Parish Council for the grant for the Christmas Carols event

 

Item & page

(12 Mar 2012)

Action

Who

Date by

Result

7i, 17

Present costs for Business cards

Peter Kerry

08/4/12

In progress

 

Item & page

(9 July 2012)

Action

Who

Date by

Result

 

Item & page (20 Aug 2012)

Action

Who

Date by

Result

7, 63

Proceed with possessory claim for Shaw Road triangle

N Stokoe

10/09/2012

In progress

 

Item & page (10 Sept 2012)

Action

Who

Date by

Result

7b, 66

Agree response to Volunteer Path Warden Scheme proposal

All

21/9/2012

COMPLETE

8e, 67

Confirm state of Ship Hill noticeboard as repairable overall

Clerk

21/9/2012

In progress

10b, 68

Quotes for disabled parking signs

Clerk

21/9/2012

COMPLETE

 

Item & page

(8 Oct 2012)

Action

Who

Date by

Result

7b, 75

Quotes for towel hand drying system

Clerk

18/10/2012

In progress

8a, 76

Finalise response to Surrey County Council

Ian Mitchell / Doug Massey

22/10/2012

 

9e, 76

Facilitate meeting

Chairman

31/10/2012

In progress

9g, 76

Set up a list of Assets of Community Value

All

12/11/2012

In progress

9h, 76

Contact Surrey Highways re marking verges

Doug Massey

22/10/2012

In progress

9i, 76

Contact Beverly Connolly to arrange date for East Surrey Museum cheque presentation

Clerk

22/10/2012

In progress

10c, 77

Liaise re refuse collection options

N Stokoe / Clerk

31/10/2012

COMPLETE

11b, 77

Follow up with resident

Clerk

12/10/2012

COMPLETE

11e, 77

Obtain quotes and prices for name plates and postage trays

Clerk

12/10/12

COMPLETE

11f, 77

Contact Tatsfield Horticultural Society

Clerk

12/10/12

COMPLETE

 

Agenda for Parish Council meeting on 12th November 2012

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th November 2012 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

           

In Attendance:             Mrs Ana Hughes (Clerk)

                                    Mr Bob David (Tandridge DC Councillor)

Mr David Hodge (Surrey County Councillor)

                                   

And 7 parishioners.

 

1.    APOLOGIES: Mr Peter Kerry

 

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

Susan Smale declared an interest as an allotment holder, in Item 11g on the agenda. The dispensation approved in Item 5 applied once this item was reached but she did not take part in the discussion or vote.

 

3.    MINUTES OF THE PREVIOUS MEETING held on 22nd October 2012: agree and sign

The minutes of the supplementary meeting held on the 22nd October 2012 were approved and signed by the Chairman as a correct record together with the appropriate appendices.

 

4.    MINUTES of FINANCE COMMITTEE MEETING held on 16th October 2012 - receive and approve

The minutes and recommendations were duly received and approved.

 

5.    Dispensations from the requirements of Section 31(4) of the Localism Act 2011: To consider passing the following resolution: In accordance with Section 33 of the Localism Act 2011, delegated authority be granted to the Clerk to grant dispensations to Councillors for periods of up to 4 years from the requirements of Section 31(4) of the Act to avoid situations where the transaction of business would be impeded given the number of Councillors who would otherwise be prohibited from participating in the items of business concerned.

The Clerk explained the above which had been received following her request on this matter to the Monitoring Officer at Tandridge District Council. The Chairman proposed the above resolution. It was approved unanimously.

 

6.    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.

 

7.    PLANNING

(a)   Appendix A:

  • TA/2012/1322: 14 Shipfield Close, Tatsfield, TN16 2AU Erection of first floor side and single storey rear extensions (amended plans).

No objection.

  • TA/2012/1320: 104 Paynesfield Road, Tatsfield, TN16 2BQ Erection of single storey side extension and erection of four dormer windows to the rear roof slope to create habitable accommodation.

No objection.

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

It was proposed that further investigation was required and that the Clerk should request an extension for this planning application until after the Supplementary meeting. This was approved.

  • TA/2012/1364: My Lady’s Cottage, Hillside Road, Westerham, Surrey, TN16 2NH Erection of single storey extension to side elevation.

It was proposed that further investigation was required and that this planning application should be reviewed at the Supplementary meeting. This was approved.

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

(b)   Planning team for November:

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

(c)   Neighbourhood Planning Committee: update

It was proposed that a meeting for the appraisal group should be organised for the first week in December. This was agreed and Ian Mitchell to organise. It was further proposed that the appraisal should proceed as agreed and that further thought would be given to planning questions in the coming weeks. This was agreed. It was noted that a decision would need to be made between a Neighbourhood Plan and a Design Statement.

8.    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 reported that a grant from a previous Parish Council to the Tatsfield Horticultural Society had been returned as reported by the Chairman in the meeting on 8th October.

(b)   To discuss and agree items requiring expenditure:

  • Gutter repair work by DH Reeves for maintenance project repairs: £107.68 + VAT. This was approved and the Clerk confirmed the updated photographs and details on this matter would be sent to DH Reeves with her email confirming acceptance of the quote.
  • Eurofire proposals for Fire Alarm: £1028 + VAT. Replacement of the heat detector in the boiler room (£95 plus VAT and installation) was agreed. It was also agreed that Doug Massey should review the other suggestions in the quote by Eurofire for upgrading the system and this would be re-visited at the supplementary meeting on 26 November.
  • Towel hand-Drying System: It was agreed that the towel hand drying system and quotes as detailed in the briefing note be accepted.

The Clerk was instructed to inform the relevant parties of the Parish Council’s decision and to proceed with the towel hand-drying system purchase.

(c)   Draft budget 2013/14: present draft for comments.

As no comments were forthcoming, the Chairman proposed that the draft budget as recommended by the Finance Committee and examined by members be approved and that this should be presented for final approval in December. This was agreed.

 

9.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: discuss and agree response to Surrey Highways Localism proposal.

Doug Massey issued thanks on behalf of the Parish Council to David Hodge and Surrey Highways officers for the repairs to Church Lane and the hedge and tree cutting in Ship Hill. Doug Massey reported that a final draft response to Surrey Highways Localism proposal should be available for approval at the meeting on 26th November and proposed this should be deferred until that time. This was agreed

(b)   Footpaths: Volunteer Path Warden scheme – discuss in depth response.

This item was covered under Item 9a).

 

10.  NOTIFIED MATTERS

(a)   Affordable Housing: update.

The Chairman had no update other than work was progressing as expected.

(b)   Communications Advisory Committee:

Peter Kerry was not available to provide his report on the recent meeting of this committee and it was agreed this would be covered at the supplementary meeting on 26th November.

(c)   Westmore Green Play Area Refurbishment: final update.

The Chairman confirmed the opening had been a success and that a final meeting with Steve Hyder to complete arrangements for the plaque was to take place shortly.

(d)   Notice board in Ship Hill: final update.

The Clerk reported that this had now been completed.

(e)   Bridleways Association: update.

The Chairman stated contact had been made with the landlords and she was awaiting feedback from them regarding proposals for a bridleway and pathway along Lusted Hall Lane as discussed.

(f)    Commercial Advertising on Parish Council land: update.

It was proposed that the list of key organisations should be compiled focusing on those village groups which arrange regular events open to the general public. This was approved and it was to be completed in December.

(g)   Land Behind Tatsfield School ‘The Meadow’: agree next steps.

The Chairman noted that the Parish Council did not yet own this land and that full responsibility for its maintenance was currently in the hands of Surrey County Council. It was proposed that the Parish Council should continue to pursue enquiries regarding what the cost to the community would be should the land be purchased for the community’s use. This was agreed.

(h)   Local Council Tax support scheme: agree parish council involvement.

It was proposed and agreed that this item be finalised at the supplementary meeting on 26th November as not enough information was available for a decision to be made at this meeting.

 

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

(a)   County Councillor: receive report.

1-     Three roads in Tatsfield had been selected for upcoming repairs and complete resurfacing in the next 18 months: Approach Road, Ricketts Hill Road and the top end of Paynesfield Road. The latter was being delayed as it had been identified that there were issues under the ground in Paynesfield Road.

2-     Surrey County Council are snow ready and looking forward to receiving feedback from Tatsfield on the warning signs and jackets that would be delivered shortly. Mr Hodge confirmed Tatsfield was a test site for this equipment and if successful this could be rolled out to other parish areas.

3-     He requested that the County’s school transport policy be reinforced to parents to ensure no further issues such as the recent Oxted School transport appeal which had taken place for year 7 children in 2011/12 would occur.

4-     A grant of around £300 was to be made to the Tatsfield Horticultural Society Composting Group.

(b)   District Councillor: receive report.

1-     The full consultation on Tatsfield School admissions procedures would be available shortly.

2-     Residents were causing great problems with the recycling area near the Ship and this could lead to the recycling facilities being withdrawn should this continue. Bob David would be making another appeal in the parish magazine.

3-     The new recycling and refuse collection scheme continued to be a big success with large increases in food and other item recycling.

4-     The recently organised Police and Crime Commissioner meeting had been a great success with a good turnout.

5-     An open session with the local MP Sam Gyimah had been arranged for 30 November 2012 at the WI hall and all were invited to attend.

(c)   Village Hall Management Committee (VHMC):

The report circulated asked that the Parish Council contact Ryan Leisure to book the 18-24 monthly maintenance for the Village Hall floor as agreed and budgeted for by the Parish Council. It was proposed by the VHMC that the half term week in May would be a suitable time. This was approved and the Clerk instructed to proceed.

(d)   Tatsfield in Bloom.

It was reported that plans for the coming year were underway.

(e)   Biggin Hill Airport:

A report was received. Concern for the apparently bad relations between the airport and Bromley Council were noted.

(f)    Speed watch.

It was proposed that as the project was likely to be dormant over the winter months this item should be left off the agenda until the spring. This was agreed.

(g)   Tatsfield Fair-trade Steering Group:

Doug Massey reported that the Fair-trade week 26th February 2013-3rd March 2013 had events taking place in the village and the Village Hall had been booked for a chocolate themed event as in 2012.

 

12.  PARISH COUNCIL PROPERTY AND LAND

(a)   Green Spaces and Rights of Way Committee (including Tatsfield and Westmore Greens, Pond, Kemsley Wood, Millennium Wood): agree list of points that have been referred to committee for discussion.

It was noted that the next meeting of this committee was to take place on 27th November and the Chairman proposed that a list of items the Parish Council had delegated to this committee needed to be agreed and submitted to the committee. This was agreed. The Chairman noted that Tatsfield Green outside Tatsfield Lodge was the only location identified by the committee for the planting of the Royal Oak. Further opinions were required before a final decision took place. The pond clearance was scheduled shortly.

(b)   Parish Council Car Park and retained facilities: condition of pathway.

Doug Massey reported that this appeared acceptable and not a risk to the general public at the present. This would be monitored over the winter months.

(c)   Tatsfield Community Games Area: winter opening arrangements.

The Chairman proposed that winter opening arrangements be put in place. This was agreed and the Clerk to inform Tatsfield School.

(d)   Aileen McHugo Building: boiler service and maintenance; name plates.

Doug Massey proposed to provide a briefing on the different boiler maintenance and service options as provided by the Clerk for agreement at the supplementary meeting in November. This was agreed. The Chairman proposed that the request from the tenant in Room 2 to cover over the sink for use as a work surface be agreed as long as this could be reversed easily should the tenant leave. This was agreed and the Clerk instructed to notify the tenant.

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

(f)    Tatsfield Allotments and Community Gardens:

this item was covered under 14 as it had not been received in time for inclusion on the agenda.

 

13.  MEETINGS TO ATTEND/CORRESPONDENCE

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

1-     Steering Group for Caterham, Chaldon and Whyteleafe Neighbourhood Plan on 21st November 2012: Sue Smale to attend

2-     Surry Rural Partnership Conference that is being held on Thursday 29 November 2012 at Dorking Halls from 9.30 am – 3.00 pm

3-     Surrey Local Councils Update - 4th December 2012 at East Horsley Village Hall the Management Committee – it was agreed this should be attended by member to be confirmed.

(b)   To discuss Correspondence received by the Clerk:

  • Thanks from Surrey Crimestoppers for grant.
  • Letter ref Wayleave for The End. The Clerk had taken action as per delegated powers and had referred the potential purchaser to Hedley’s for clarification of his query regarding the Wayleave at this property, following recommendations by members. It was agreed that the Clerk should follow this matter up with Hedley’s in early December.

 

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

The Clerk notified the meeting that the Chairman of the Tatsfield Horticultural Society had requested permission for an additional container donated to them recently to be placed at the furthest southern end of the site, (turning left as you enter the main gate), about 1 metre out from the perimeter fence, at the end of the roadway. The Chairman proposed that this matter be investigated by the Clerk regarding Permitted Development on the site and that a response be issued by the Clerk indicating the Parish Council’s concerns at the short notice and imminent installation of the container without time for consultation with the planning authority. This was approved.

 

15.  MATTERS FOR REPORTING OR INCLUSION OF FUTURE AGENDA

None

The Meeting closed at 9.55 p.m.

 

Subjects raised in Public Adjournments

1-     Thank you for removal of logs as reported in the previous meeting but one still remained in the Millennium Wood, across from Tatsfield Green.

2-     Is there an update on the walking / riding route proposed in Lusted Hall Lane?

3-     Can the sign for the Christmas Carol sing-along be placed on the Village Green as usual on the 1st December?

4-     Would the Parish Council be able to accept on behalf of the community an original painting by a now deceased local artist and bequeathed by his son and could it be displayed in the Aileen McHugo building for the community to enjoy?

5-     Are guide dogs legally entitled to stay in hotels that refuse entry to normal dogs?

6-     Can something be done about the trees in front of the Bakery car park?

7-     The water currently running down across the pathway from the local garage could become a serious hazard in winter.

8-     Which side is the proposed extension for TA/2012/1364?

9-     Can a copy of the draft budget be made available to the public?

 

Item & page (20 Aug 2012)

Action

Who

Date by

Result

7, 63

Proceed with possessory claim for Shaw Road triangle

N Stokoe

10/09/2012

In progress

Item & page (10 Sept 2012)

Action

Who

Date by

Result

8e, 67

Confirm state of Ship Hill noticeboard as repairable overall

Clerk

21/9/2012

COMPLETE

Item & page

(8 Oct 2012)

Action

Who

Date by

Result

7b, 75

Quotes for towel hand drying system

Clerk

18/10/2012

COMPLETE

8a, 76

Finalise response to Surrey County Council

Ian Mitchell / Doug Massey

22/10/2012

Deferred to 26/11

9e, 76

Facilitate meeting

Chairman

31/10/2012

In progress

9g, 76

Set up a list of Assets of Community Value

All

10/12/2012

In progress

9h, 76

Contact Surrey Highways re marking verges

Doug Massey

22/10/2012

In progress

9i, 76

Contact Beverly Connolly to arrange date for East Surrey Museum cheque presentation

Clerk

22/10/2012

COMPLETE

 

Item & page

(22 Oct 2012)

Action

Who

Date by

Result

10, 82

Obtain quotes from British Gas

Clerk

9/11/2012

In progress

 

Item & page

(12 Nov 2012)

Action

Who

Date by

Result

7a, 83

Inform Tandridge Planning of decisions

Clerk

14/11/2012

COMPLETE

7c, 83

Arrange Appraisal meeting for first week in December

I Mitchell

23/11/2012

 

8b, 84

Briefing note regarding Fire alarm quote

D Massey

26/11/2012

 

8b, 84

Inform parties of Parish Council decisions on quotes

Clerk

16/11/2012

COMPLETE

8b, 84

Arrange purchase and installation of new hand towel drying system

Clerk

30/11/2012

In progress

11c, 85

Contact Ryan Leisure to book floor maintenance

Clerk

30/11/2012

In progress

12d, 85

Briefing note regarding boiler option

D Massey

26/11/2012

 

13b, 85

Follow up The End query with Hedley’s

Clerk

5/12/2012

 

14, 85

Investigate TACG query and respond to Tatsfield Horticultural Society

Clerk

16/11/2012

In progress

 

 

 Agenda for Main Parish Council meeting 10th December 2012

 

DRAFT MINUTES of a Meeting of Tatsfield Parish Council held on the 10th December 2012 in the Parish Room, Aileen McHugo Building, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present:                       Mrs Susan Smale (in the chair)

                                    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:  Mr David Hodge and Mr Douglas Massey

 

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

Susan Smale declared an interest as an allotment holder, in Item 11f on the agenda. The dispensation approved at the meeting on 12 November 2012 applied to this item.

Peter Kerry declared an interest in item 11g when Hay’s Pasture was mentioned.

 

3.    MINUTES OF THE PREVIOUS MEETING held on 26th November 2012: agree and sign

The minutes of the supplementary meeting held on the 26th November 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/2012/1437: Green Gables, Ricketts Hill Road, Tatsfield, Surrey, TN16 2NB Demolition of garage and boiler room. Erection of two storey side and rear extension. Incorporating Juliet balconies. Dormer windows to front roof slope. Erection of 1.7m high sliding gates and alteration to driveway.

Proposed and agreed to object on the basis of disproportionate increase as detailed in policy RE8.

  • TA/2012/1509: Smokey Mountain, Approach Road, Tatsfield, TN16 2JT  Formation of two dormer windows to front and back roof slopes and conversion of existing loft and garage into habitable accommodation.

No comment.

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

 

(b)    Planning team for November:

The team for planning for November will be Nichola Stokoe and Doug Massey.

 

(c)   Neighbourhood Planning Committee: update

Ian Mitchell reported agreement had been made on the prioritisation of appraisal questions and that the recent appraisal group had agreed to consult with Tandridge planning officers once the planning section of the appraisal had been completed to ascertain relevance for a neighbourhood planning exercise.

 

(d)   Future planning status of Tatsfield:

Ian Mitchell informed members that the new consultation on Green Belt and settlement villages was due out in January and that it was intended that Tatsfield’s settlement area remain as is. He proposed and it was agreed that the Parish Council should encourage residents to respond to the consultation.

 

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 reported that the final 5% donation for the pathway had been received from the Allotments group.

(b)   To discuss and agree items requiring expenditure:

  • Grant request from Tatsfield Parish Magazine: it was proposed and agreed that the grant be increased to £100.
  • Car park flower bed quote: approximately £120. The Chairman proposed and all agreed that planting proposals be approved apart from those between Bassetts and the Aileen McHugo building, which meant expenditure of approximately £50 which could then be reviewed in the new year.

The Clerk was instructed to inform the relevant parties of the Parish Council’s decision and to proceed as required.

(c)   Budget 2013/14: approve final budget and precept.

The Chairman proposed that the draft budget be approved, but that the precept amount be increased to £40,000 to account for Local Council Tax developments and possible capping limits in the coming financial year. The Chairman also proposed that the budget and precept approval be subject to possible review following advice from NALC and SALC. These involved the Local Council Tax plans from the district council which meant final decisions on the precept might only be possible in early February. Both proposals were approved.

 

7.    HIGHWAYS & RIGHTS OF WAY

(a)   Highways: update.

The Chairman proposed and it was agreed that for item 7 a full update would be deferred to the January meeting with the return of the vice-chairman.

(b)   Footpaths: update. This item was covered under Item 7a).

 

8.    NOTIFIED MATTERS

(a)   Affordable Housing:  update.

The Chairman’s report noted that progress was continuing and the go-live date of April 2013 was still the aim. She confirmed that English Rural would be organising any opening ceremony but that the Parish Council would be involved. The Chairman also noted that Gresham Close was the preferred option out of those provided by Tandridge District Council for the new development.

(b)   Westmore Green Play Area Refurbishment: final update.

The Chairman confirmed Surrey County Council still had to confirm their satisfaction with the plaque and then this would be completed.

(c)   Commercial Advertising on Parish Council land: list of key organisations for season ticket.

The Chairman confirmed the full list circulated would be sent to the Clerk for processing and this would include the main village organisations such as Horticultural Society, Vern d’Anjou Association, Tatsfield in Bloom, Art Group, Scouts and St Mary’s church, who held regular village events open to all. It was noted that this would be a work in progress.

(d)   Assets of Community Value: agree list.

The Chairman proposed to defer this item for further discussion and this was agreed. It was noted that community involvement through the appraisal should be considered.

(e)   Tatsfield School admissions: discuss consultative document.

The Chairman proposed and it was agreed that member should investigate the document and encourage residents to provide responses and that the Parish Council’s response would be agreed at the January meeting,  

 

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

(a)   County Councillor: no report as David Hodge could not attend.

(b)   District Councillor: receive report.

1-     The Ship recycling area was still being misused with large amounts of commercial and other waste being left there. Mr David feared that Tandridge District Council would remove the facilities if these continued to be abused by residents and further appeals would be made in the Village Magazine.

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

(c)   Village Hall Management Committee (VHMC):

Nichola Stokoe conveyed the Village Hall Management Committee’s thanks for the speedy booking of the hall maintenance for May 2013. She issued a request for raffle tickets to be purchased to support the Village Hall.

(d)   Tatsfield in Bloom.

It was reported that plans for the coming year were still underway.

(e)   Tatsfield Fair-trade Steering Group:

The Clerk noted a thank you letter had been received and this would be addressed under item 11b.

 

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.

The Chairman proposed and it was agreed that the update would be provided at the coming meeting given that the vice-chairman was absent and he had chaired the meeting. She noted that the committee had expressed an interest in electing their own chairman and this was likely to take place when they met again on 22nd January 2013.

(b)   Parish Council Car Park and retained facilities:

The Chairman proposed that the Parish Council adopt the recommendations made by Doug Massey in his briefing note regarding the retractable bollards in the car park which in summary recommended no use of the retractable bollards without prior approval and subsequent presence of a Parish Council member and the financing of a suitable barrow or trolley for moving heavy items by users of the village hall. These were unanimously approved and Nichola Stokoe would be presenting this with Doug Massey at the meeting on 2nd January 2013.

(c)   Tatsfield Community Games Area: no update.

(d)   Aileen McHugo Building:

  • Kestrel Children Services notice given for Parish Room:  the Clerk informed the meeting that the month’s notice for Kestrel’s use of the Parish Room was up on 22nd December 2012. Arrangements were being made for keys to be handed back. It was proposed and approved that the Clerk should suggest that Linda Smith from Kestrel Children Services could provide a small piece updating interested parties on their whereabouts for the future in the Tatsfield Parish Magazine.
  • Management: doorbell, nameplates, towel drying system. The Chairman noted that she was still awaiting final costs for the nameplates which would be placed outside the building and be changeable if new tenants came along in the future, and on each individual door. Costs were likely to be around £200 and this figure was provisionally approved. The Clerk was instructed to purchase a radio controlled door bell and proceed with the purchase of the towel system and bins as detailed in the previous meeting, now that agreement from Goldservice had been received regarding the removal of rubbish from the paper towel disposal.

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

(f)    Tatsfield Allotments and Community Gardens: update regarding container / Road Opening License.

The Clerk noted that no further feedback had been received from Mr Finch ref the new container. She had also confirmed that there had been no communication with Surrey Highways to inform them of completion of works as stipulated on the Road Opening license, but that Steve Cunnah had confirmed none was required as the works were not going to be done to Surrey Highways standards and therefore responsibility for repairs on the entrance would always remain with the Parish Council.

(g)   Application for registration of title on currently unclaimed parcels of land: agree strategy

The Chairman proposed and it was agreed that the Parish Council should produce a list of previously claimed parcels of land and that a priority should then be assigned to each item. Hay’s Pasture was mentioned as a likely candidate for the next registration. It was noted that a tree survey on currently registered parcels of land should be arranged for 2013.

(h)   Risks assessments: update.

Martin Westerman noted that the risk assessments for the Village Hall and Aileen McHugo Building had been completed. Land ones remained outstanding and would be completed in early 2013.

 

11.  MEETINGS TO ATTEND/CORRESPONDENCE

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

1-     SURREY LOCAL COUNCIL’S UPDATE - 4th December 2012 at East Horsley Village Hall 9.15am. Ian Mitchell noted that he had not been able to attend.

(b)   To discuss Correspondence received by the Clerk:

  • Thanks from Tatsfield Fair-Trade Steering group for grant and for Parish Council support in the past, and requesting support for the future re-application for Fair-trade status in 2013.

 

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

The Chairman reported that the cheque to East Surrey Museum had been formally handed over.

 

The Meeting closed at 9.45 p.m.

 

Subjects raised in Public Adjournments

1-     When will it be known who is going to be chosen to populate the new Affordable Housing development?

2-     Has anything happened on Church Hill re the hedge being cut by the church?

3-     Why is the timber trail on the outside of the new play area and why is there no pathway, which makes it very slippery when the ground is muddy?

 

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

Deferred to14/1

9e, 76

Facilitate meeting

Chairman

31/10/2012

In progress

9g, 76

Set up a list of Assets of Community Value

All

10/12/2012

Deferred12 list of village organisations for season ticketand encourage residents to provide responses and that the PArish t tho

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

7c, 83

Arrange Appraisal meeting for first week in December

I Mitchell

23/11/2012

COMPLETE

8b, 84

Briefing note regarding Fire alarm quote

D Massey

26/11/2012

In progress

11c, 85

Contact Ryan Leisure to book floor maintenance

Clerk

30/11/2012

COMPLETE

12d, 85

Briefing note regarding boiler option

D Massey

26/11/2012

 

13b, 85

Follow up The End query with Hedley’s

Clerk

5/12/2012

COMPLETE

14, 85

Investigate TACG query and respond to Tatsfield Horticultural Society

Clerk

16/11/2012

COMPLETE

 

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

5a. 93

Inform Tandridge planning of Parish Council decisions

Clerk

12/12/12

COMPLETE

6b, 93

Instruct as stipulated by the Parish Council

Clerk

31/12/2012

COMPLETE

8c, 94

Provide clerk with list of village organisations for season ticket

Chairman

31/12/2012

 

8e, 94

Parish Council response

Chairman

14/1/2013

 

10b, 94

Update Village Hall on Parish Council decisions

N Stokoe

2/1/2013

COMPLETE

10d, 94

Invite Kestrels to place information in Parish Magazine

Clerk

20/12/2012

COMPLETE

10d, 94

Purchase door bell and towel drying system

Clerk

20/12/2012

 COMPLETE