April to June 2008
n.b. Because of unresolved formatting problems, some appendices are for the
time being not included in current minutes. They may be obtained from the Clerk.

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th April 2008 in the Parish Room, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present: Mr Ian Mitchell (in the chair) Mr Jon Allbutt Mr Giles Hawkes Mrs Carol Jordan Mrs Sandy Philibert Mr Greg Watkins

In Attendance: Mr John Sandiford (Clerk), Mr Bob David (Tandridge DC Councillor) Mr David Hodge (Surrey CC Councillor)
And 3 parishioners.

1. (a) Apologies Mrs Eileen Pearce. The Chairman indicated that he was pleased to report that Mrs Pearce was continuing to make progress and hoped to be home soon.
(b) Declarations of Interest: None

2. Minutes

The Minutes of the meeting held on the 10th March 2008 were approved and signed as a correct record.

3. Matters Arising:
(a) Affordable Housing Project: Carol Jordan reported that the report on the Housing Needs Survey should be sent to the Clerk in next seven days. She indicated that she was anxious to put the procedure in hand to identify possible sites for affordable housing.
(b) Broadband Service: The Chairman reported that he had written to BT drawing attention to the deficiencies in the Broadband Service and had received an unsatisfactory response. He had therefore written again.
(c) Oxted Quarry: The Chairman indicated Woldingham Parish Council was lobbying for support for its campaign against the proposal to make Chalkpit Lane one way from the Quarry to The Ridge. The matter was due to be discussed by the Tandridge Local Committee on 7 May. Written objections were required by 23 April. After discussion, it was agreed to support Woldingham PC in its opposition to the proposal because it was clear that heavy goods traffic on Clarks Lane could increase considerably with a consequent increase of traffic taking the shorter route through to Biggin Hill. The Clerk was asked to write accordingly.

4. Tatsfield School

The Chairman reported that he was pleased to report that contracts had been formally exchanged with Surrey County Council for the sale of the major part of the L-shaped Field to Surrey CC. He reported that it was not clear when building of the new School would commence and consequently when it would be completed. There appeared to be a possibility that certain contracts would have to be re-negotiated. Despite requests for some definite indication from Surrey CC, none had been forthcoming.

David Hodge indicated that, as far as he was concerned, building would commence at the end of May 2008 and completion would be by Easter 2010. He understood that a site manager would be appointed shortly and he reported that all communications with regard to the new School should be through him.

The Chairman indicated that, whilst appreciating that, as a result of the exchange of contracts, the relationship between the Parish Council had changed somewhat, the Parish Council still had contractual interests in the progress of the building work, particularly so far as affected the Parish Council’s remaining land. As such, the Parish Council was entitled to attend the monthly progress meetings that were to be held in the Parish Room on the first Tuesday of every month.

The Chairman expressed his thanks to his fellow councillors for their help and support.

5. Planning Matters
(a) Current Applications: Sandy Philibert reported on the current applications and the action agreed was as listed in Appendix A.
(b) Tandridge Core Strategy: Bob David reported that there had been a very large public attendance at the opening of the Review of the Core Strategy. The Inspector carrying out the review had made it very clear that he was considering the general policy contained in the Strategy document submitted by Tandridge DC and would not be dealing with any specific matters. Initially it had appeared that the Inspector felt that the Strategy was unacceptable because it did not identify specific areas for development but he agreed to consider the Strategy but expressed serious concerns.
(c) Tandridge DC Consultation on Planning Applications: The Chairman indicated that all local authorities were required to use standard application forms but it was possible to add requirements dealing with local matters. This consultation was therefore limited to the additional matters that Tandridge wished to add. He did not think that there was anything that required any contribution from the Parish Council. This was agreed.
(d) Next month’s planning Councillor: Ian Mitchell.

1	6. Finance

(a) Grant Applications:

(1) Tatsfield Wildlife Register: The Chairman indicated that this was a newly formed group. The main object of the Group was to compile a photographic record of wildlife in the Parish for the benefit of the community. The Group was asking for a grant of £100 to cover initial expenses as it considered its way forward. After discussion, it was agreed to make a grant of £100.
(2) Village Hall Acoustics: The Management Committee was anxious to improve the Hall’s acoustics and had commissioned a report from an expert. This recommended that improvements were carried out at a cost of approximately £5,000. The Management Committee was optimistic that it could obtain grants to cover the entire cost and had already been offered £1,000 by the North Downs Sinfonia. The Committee was seeking a grant of £500 from the Parish Council. After discussion, it was agreed to make a grant of £500.

(b) Parish Room: The Clerk reported that the Non-Domestic Rate for the Parish Room for the coming year amounted to £269.08 after allowing for the 50% Small Business Relief. This would be payable by an initial payment of £26.08 followed by 9 monthly payments of £27.00.
(c) Payments: The payments listed in Appendix B were approved.

1	7. Highways & Rights of Way

(a) General Highway Matters: Sandy Philibert had circulated a detailed report to all members that covered
the following matters:

(1) Village Centre Road Scheme: She reported that very little, if any, progress had been made in this matter. The matter was now in the hands of Derek Poole and she was very concerned at the continuing delay because of the likelihood of an accident occurring due to traffic trying to pass parked buses.
(2) Ricketts Hill Road: There were many complaints about the state of this road and she was meeting David Hodge and the Highways Steward to deal with this problems and other matters.
(3) Potholes: Rag Hill Road had been repaired very well.

(b) Permissive extension of FP23 – Church Hill: Bob David confirmed that he had written to the landowner but so far had had no response.

(c) Ricketts Hill Road: Jon Allbutt reported that he was obtaining approximate costings and was in touch with the resident who had raised the matter.
(e) LORD (Lorries off Rural Roads): Carol Jordan reported that the HGV routing network for the County was to be revised and she had requested the removal of certain roads in Tatsfield. LORD was urging residents to report incidents involving HGVs and she agreed to arrange for the necessary details to be published in the Parish Magazine.

8. Notified Matters

(a) Old Lane Drainage; Jon Allbutt reported:

(1) Future maintenance: Quotations for the costs of clearance of the ditch were being obtained.
(2) The location of a BT pipe crossing the ditch: a report was still awaited and the matter would be chased.

(3) Overhanging Trees: This work would be included within the quotations for ditch clearing.

(b) Annual Parish Meeting: Jon Allbutt agreed to see if Alec Baxter-Brown of the Surrey Downlands Project would speak about his work in relation to the Pond and the Millennium Wood. Other arrangements were discussed and agreed.
(c) Surrey CC Message in a Bottle Campaign: Carol Jordan drew attention to this campaign to store vital personal information in a way that made it available to the essential services in the event of an emergency. It was agreed to distribute the information as widely as possible and encourage participation.

9. Reports from Members and Outside Organisations

(a) County Councillor: David Hodge had nothing to report.

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

(1) Bus Travel: He was anxious that a survey should be carried out to discover exactly what bus services local residents required. David Hodge indicated that the results of such a survey would be of use to the County. He also drew attention to the fact that free bus travel on local services was now available nation-wide to the over-60’s and the disabled.
(2) Post Office: Whilst Tatsfield Post Office was not on the list of closures, he reported that one of the two Post Offices in Oxted was to close. This drew attention to the importance of residents using the local post office as much as possible at all times.

(c) Biggin Hill Airport: The Chairman expressed sympathy for the victims of the recent fatal air crash at Farnborough and asked members whether they had been approached by parishioners about any safety implications for Tatsfield. No approaches were reported.

1	(d) Tatsfield Youth Project: Jon Allbutt indicated that problems were being experienced with Surrey Clubs for Young People but these would no doubt be resolved.

1	(e) Tatsfield Community Responders: Jon Allbutt was pleased to report that the Responders had recently received new communications equipment and members were undergoing training in the use of that equipment. Consideration was also being given to purchase of a new defibrillator.

(f) Village Hall: Carol Jordan reported that: there had been a great improvement in the appearance of the carpark following the use of the services of Michael Lambert to tidy the carpark and deal with minor repairs. It was agreed that this arrangement should be continued and arrangements made for him to submit an invoice for his services at a rate of £8.50 per hour.

1	10. Parish Council Property

1	(a) Surgery & Parish Room:

(1) Broadband Connection: The arrangements made with TalkTalk for the broadband service were agreed. Giles Hawkes undertook to ensure that all statements were addressed to the Clerk at his home address.
(2) Lead Flashing: Giles Hawkes confirmed that he arranged for the necessary work to be carried out.
(3) Computer equipment: Discussion took place with regard to the details of the laptop computer and projector. It was agreed that a printer/scanner/copier was also required and Giles Hawkes agreed to report back as to the specification and cost.

1	(4) Salting of Carpark: Giles Hawkes was making arrangements for the provision of a salt bin and materials.

11. Parish Owned Land

1	(a) Westmore Green Playground: Jon Allbutt indicated that he was still awaiting confirmation of a date for a meeting with the interested parties.

(b) Westmore Green Notice Board: Giles Hawkes indicated that he had asked Desmond Bishop for an estimate to repair the existing Notice Board.

(c) Parish Land: Jon Allbutt reported that he had obtained an estimate for the erection of two strands of smooth wire supported by round posts at £2.90 per linear metre. This would amount to £386 plus VAT for the Shaw Road Triangle. He indicated that a considerable amount of garden rubbish had been dumped on this land and it was agreed that a letter should be sent to local residents asking them to refrain from dumping garden waste and to report any instances they witnessed.

(d) Ricketts Hill Road: The Clerk reported that the terms of the Deed granting rights of access across the verge had been agreed and the counterpart deed was with the resident for signature. It was agreed that the original Deed should be signed on behalf of the Parish Council by the Chairman and Vice-Chairman and by the Clerk. Completion would not take place until the agreed consideration and the counterpart, duly signed, and were in the Clerk’s possession.
(e) Pond: Sandy Philibert confirmed that the new signs had been delivered. These would not be erected until the proposed work to the Pond had been completed.
(f) Millennium Wood: Jon Allbutt had nothing to report.

12. Meetings to Attend/Correspondence

(a) Chelsham & Farleigh PC APM: Tuesday 15 April at Farleigh Hall, Farleigh Court Road at 8.00 p.m. The Chairman to attend.
(b) Surrey Hills Society: 16 April – The Chairman was unable to attend.
(c) ESPLG: 17 April at Council Offices Oxted – Chairman to attend.
(d) Woldingham PC APM: 8 May in Woldingham Village Hall – Vice Chairman to attend.
(c) Surrey Hills Partnership: The Chairman drew attention to a letter from SCAPTC asking for nominations to the Board of the Partnership. No offers were forthcoming.

13. Any Other Business

(a) Tatsfield School: Greg Watkins reported that a new Deputy Head had been appointed.

The Meeting closed at 10.38 p.m.

Subjects raised in Public Adjournments

1. Hedge alleged to be overgrowing road verge adjacent to Beaconshaw, Approach Rd.

APPENDIX A PLANNING

RESULTS:-

Approved

08/0080 Grenaun, Parkwood Road

Refused/Withdrawn
08/0068 Woodside, Parkwood Road

Appeals Pending
07/1077 Bassetts, Westmore Green
07/1195 6 Parkside Cottages, Rag Hill Road

CURRENT APPLICATIONS:-

08/0372 The Haven, Kemsley Road Erection of entrance piers and gates to front boundary

Recommendation: Objection lodged on ground of adverse effect on character and appearance of locality and contrary to BE14

08/0430 Toronto House,Paynesfield Road
Demolition of conservatory and greenhouse. Erection of extension to roof of pool house and conversion to residential accommodation with single storey front extension and chimney and erection of triple garage with accommodation over and erection of wall and piers
Recommendation: Objection based on the dvelopment being contrary Policies RE1, RE2, RE10 and BE1 of the District

08/0461 Hillview House, Manor Road
Demolition of conservatory, porch and single storey rear extension; erection of 2 storey extension to front with single storey, two storey and first floor extensions to rear; erection of porch.

Recommendation: No objection

08/0533 Del a Cor, Lusted Hall Lane
Erection of single storeey extensions to front, rear and North side elevations incorporationg accomodation in the roof, roof extension to side elevation and 2 dormer windows to resulting rear roof slope
Recommendation: To be considered by the next Planning Councillor

08/0537 Land Adj,Vine Cottage,Westmore Road
Erection of 3-bed detached house.
Recommendation: To be considered by the next Planning Councillor

MINUTES of the Annual Parish Meeting held on the 6th May 2008 in the Village Hall, Westmore Green, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Ian Mitchell Chairman Tatsfield Parish Council (in the chair)

Mr Jon Allbutt Mrs Carol Jordan

Mrs Eileen Pearce Mrs Sandy Philibert

Mr Greg Watkins Mr Giles Hawkes

Guests: Mr Michael Clayton Chair Tatsfield School Governors

Mrs Carol Gibbard Headteacher Tatsfield School
Kevin Bellinger Headteacher Designate
Rev Catherine Wood Rector
Philip Clark Parish Constable

Bob David Tandridge District Councillor

David Hodge Surrey County Councillor

In Attendance: Mr John Sandiford (Clerk) and 18 parishioners.

Welcome

The Chairman welcomed all the guests and all those present.

1.	Apologies:

Stephen Altria (Chair Tandridge DC), Stephen Weigel (Chief Executive Tandridge DC), Bob Evans (Director of Environmental Development Tandridge DC), Chelsham & Farleigh Parish Council, Woldingham Parish Council, Limpsfield Parish Council, Tatsfield Short Mat Bowls Club and Andrew Bond.

3. Tatsfield School

The Chairman reported that the L-shaped Field had finally been signed over to Surrey County Council and consequently the role of the Parish Council had now changed from being a vendor of the land to that of the guardian of the interests of the community. It also had a role to play in the creation of the Multi-Use Games Area (MUGA) but this would not be until after the completion of the new School.

Mike Clayton, on behalf of the Governors, thanked the Parish Council members, the District and County Councillors, the Headteacher and her staff for all their work in finalising the negotiations that made the new school possible. He also paid tribute to Carol Gibbard, the Headteacher, who would retire in September and he welcomed Kevin Bellinger as the Headteacher appointed to take her place. He emphasised that the main focus of the School had been and would continue to be the children and their education.

Carol Gibbard also paid tribute to those who had been involved in the negotiations for the new school. She had not realised how much attention to detail was required and was very grateful for the attention that had been given to the whole project. She echoed the comments of Mike Clayton that it was the children and their education that had come first despite all the work that had been required in the negotiations for the new School.

Kevin Bellinger indicated that he was delighted to have been appointed as the new Headteacher and he indicated that the children’s education would come first and it was his intention to ensure that the School would be part of the community.

David Hodge indicated that the County Council had ring-fenced the sum of £5.5m for the School and there was nothing to prevent the project going ahead. He believed that building operations would start at the end of May/early June and that the School would be completed in time for the children to move in at Easter 2010.

4. Surrey County Council’s Downland Project.

Alex Baxter-Brown gave an illustrated talk on the work undertaken by the Project and how the Project could help the Parish Council with its plans to renovate the pond and the Millennium Wood.

5. Report from Parish Council

The Chairman introduced members of the Parish Council who dealt with specific aspects of the Parish Council’s work. He expressed his thanks in particular to the Vice Chairman, Jon Allbutt and the Council’s representative school governor, Greg Watkins, for the significant and at times intense amount of work they had undertaken on the school project.

Affordable Housing
Carol Jordan indicated that, following a survey in 2002, the affordable housing scheme in Lusted Hall Lane had been built. Because this was a designated site owned by Tandridge District Council, it was open to all residents of Tandridge and only six out of the 13 units had been given to Tatsfield residents. The Parish Council had recently carried out a new survey and this showed, without doubt, that there was a housing need for accommodation for Tatsfield-related applicants. The report of this survey had been prepared but had yet to be adopted by the Parish Council. Once this had been done, further consultation would take place to try and find a suitable site.

Planning
Eileen Pearce indicated that the Parish Council had prepared a Planning Development Statement that had been distributed to all Tatsfield residents. This Statement indicated the view of the Parish Council in relation to future development in the Parish. It had been sent to the neighbouring Parishes, Tandridge DC and other interested parties. Recently, however, there had been significant changes to national planning policy and consequently consideration would have to be given to the Statement to fit in with the new planning practices.

Parish Council Property
Giles Hawkes indicated that he was responsible for keeping an eye on the Parish Council property and, in particular, the Surgery/Parish Room and the Village Hall. He had also arranged for a suitable sign to be erected at the Rickets Hill Road junction with Paynesfield advising traffic that there was no access to the Village centre. Previously, large vehicles had endeavoured to use the unmade portion of Paynesfield Road to obtain access to the village. The new sign appeared to have reduced this considerably.

Highways
Sandy Philibert reported that she had established a good relationship with Surrey Highways that had resulted in necessary repairs being carried much more quickly than previously. She thanked David Hodge for his assistance. She was disappointed that consideration of a new road layout for the Village centre had not been finalised but she was applying pressure and hoped that progress would now be made.

Clerk
The Chairman expressed the thanks of the Parish Council to the Clerk for his work throughout the year.

General
The Chairman reported that the Parish Council would be giving attention to the improvement of the local bus link with Oxted and to the possibility of providing allotments.

Questions
Matters raised included the possibility of stronger support by the Council with the Vern d’Anjou Association, better acoustics for the Village Hall, local bus requirements, affordable housing and the Council’s website.

6(a) Report from County Councillor David Hodge

The Chairman drew the attention of the meeting to the fact that David Hodge would be chairing the County Council’s Transport Select Committee.

David Hodge indicated that he felt that there had been substantial improvement in relations between the County and Parish Council representatives in dealing with highway matters and flooding problems. He hoped that this co-operation would continue to improve. He was aware of the delay that had occurred with the Village Centre plans and he intended to ensure that this scheme went on the list for consideration by the Tandridge Local Committee. He indicated that the County would be giving consideration to the provision of local bus services to ensure that the services were what local people required and to ensure that value for money was being obtained. To do this, the County needed to ask what the need was and how best to meet that need. Through the Local Committee, he had obtained grants for the Tatsfield WI, Tatsfield in Bloom and Tatsfield Scouts.

6(b) Report from District Councillor Bob David

Bob David drew attention to the following matters that he considered were of importance to the village:
1. Tatsfield School: The School was very important to the village and he was glad that the negotiations had been concluded satisfactorily.
2. Post Office: He was delighted that the Tatsfield Post Office was not on the closure list following the latest review. He urged everyone to use the Post Office as much as possible now and in the future because there would inevitably be another review at some time.
3. Tandridge Core Strategy: He drew attention to the importance of the review of Tandridge Council’s draft Strategy that was at present under review. He very much hoped that the Inspector would accept the draft but it was possible that it would be rejected because it did not accord with Government policy.
4. Affordable Housing: He was very pleased that the Parish Council supported the provision of affordable housing for Tatsfield residents.
5. Recycling; He was anxious to see the extension of recycling collections to Tatsfield.

Questions: Matters raised included the size of the sign for the Recycling Centre and the funding of local bus services.

7. Tatsfield Community Responders

Phil Clark said that the Responders had attended 87 calls during the last year and indicated that there was no doubt that the Responders were essential if the Ambulance Service was to meet its target of attending 75% of calls within 8 minutes. The merger of Kent, Sussex and Surrey Ambulance Services into one service – South East Coast – was still posing problems. He was very grateful to the Parish Council for its continued financial support.

1	The Chairman expressed the thanks of the community to the Responders for the voluntary service.

8. Tatsfield Youth Project

Jon Allbut reported that the Project was very active and was currently in discussion with Surrey Youth Clubs. He was looking forward to the development of the MUGA adjacent to the School and he appealed for volunteers to assist with the Project.

Questions: The only matter raised concerned the possibility of the MUGA being floodlit.

The meeting closed at 10.00 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th May 2008 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Ian Mitchell (in the chair) Mr Jon Allbutt Mrs Carol Jordan Mrs Eileen Pearce Mrs Sandy Philibert Mr Greg Watkins

In Attendance: Mr John Sandiford (Clerk), Mr Bob David (Tandridge DC Councillor)
And 2 parishioners.

1(a) Apologies Mr Giles Hawkes and Mr David Hodge (Surrey CC Councillor)

(b) Declarations of Interest: None

2. Election of Chairman and Vice-Chairman

The Chairman asked for nominations for the position of Chairman. The only nomination was that of Ian Mitchell proposed by Eileen Pearce and seconded by Sandy Philibert. As there was no other nomination, Ian Mitchell declared himself re-elected and thanked members for their vote of confidence in him. He then signed the appropriate Declaration of Office.

The Chairman asked for nominations for the position of Vice-Chairman. The only nomination was Jon Allbutt proposed by Carol Jordan and seconded Sandy Philibert. As there was no other nomination the Chairman declared Jon Allbutt duly re-elected as Vice-Chairman.

3. Minutes

The Minutes of the meeting held on the 14th April 2008 were approved and signed as a correct record.

4. Matters Arising:
(a) Tatsfield School: The Chairman indicated that it was understood that it was hoped that building would start at the end of the month and that completion would be by Easter 2010.
(b) Affordable Housing Project: Carol Jordan reported that the draft Housing Enabler’s Report had been received and copies circulated to all members. She had arranged a meeting with Mona Johansson for the 2nd June in the Parish Room at 7.30 p.m. It was agreed that, following this meeting, a group would be formed to take the matter forward.
(c) Broadband Service: The Chairman reported that he was still awaiting a satisfactory reply and he had written to BT again.
(d) Fencing of Parish Land: Jon Allbutt reported that Kevin Agate would carry out the fencing of the Shaw Road Triangle by mid-June or before. It was agreed that Jon Allbutt would arrange to obtain an estimate for the fencing of that part of the boundary of Kemsley Wood that was in need of attention. When that was to hand, it would be possible to assess whether other estimates were necessary.

5. Appointment of Committees, Council Representatives and Delegation of Responsibilities

It was agreed that the existing appointments should continue for another year subject to certain additions as shown in the list attached.

6. Planning Matters
(a) Current Applications: The Chairman reported on the current applications and the action agreed was as listed in Appendix A.
(b) Tandridge Core Strategy: Bob David reported that the debate about specific sites had been re-opened to some extent as the Inspector had indicated that he would accept submissions up to the 5th June. As far as was known, the Inspector’s view was still that he would not deal with specific sites and would only deal with the Core Strategy in broad principle. The Strategy drafted by Tandridge sought to establish that the Metropolitan Green Belt should be preserved and he asked the Parish Council to make a submission supporting that principle. After discussion, this was agreed.

(c) Old Ship Recycling Point: Cllr Bob David had nothing further to report. He agreed that he would seek clarification as to whether the sign at the site should have been the subject of a planning application.
(d) Next month’s planning Councillor: Eileen Pearce.

1	7. Finance

(a) Audit: The Clerk reported that the Audit would take place on 1st August 2008 and this meant that the approval of the accounts would have had to be formalised at the July meeting at the latest. The Clerk confirmed that he had already finalised the accounts and would be arranging for the Internal Auditor to carry out his audit
(b) Parish Room: The Clerk reported that the TalkTalk telephone connection had now been effected and he had also received invoices for the purchase of the computer equipment details of which appeared in Appendix B.
(c) Insurance: The Clerk reported that an alternative quotation had been obtained for the insurance risks from Norwich Union at a premium of £2903.23 (a 15% reduction on the quoted Allianz premium) with a further reduction to £2758.07 if the Council committed itself to a 3-year binding agreement. The cover offered by Norwich Union had been compared and it was at least as good as and in several areas better than that offered by Allianz. It was agreed that the insurance should be placed with Norwich on a 3 year binding agreement.
(d) Surrey Hills Society: The Clerk indicated that the Surrey Hills Society had now been formed and it was inviting the Parish Council to become a founder member by making a one-off donation together with the first annual subscription of £15. As a member, the Parish Council would receive a Membership Pack, a regular newsletter and invitations to walks, talks and other events. After discussion, it was agreed that a donation of £50 would be made in addition to the subscription of £15.
(d) Payments: The payments listed in Appendix B were approved.

1	8. Highways & Rights of Way

(a) General Highway Matters: Sandy Philibert had circulated a detailed report to all members that covered
the following matters:

(1) Village Centre Road Scheme: Detailed drawings had still not been produced and the matter was being chased. Discussion took place with regard to 20 m.p.h. speed limit that was to be brought in. It was felt that there was likely to be difficulty in enforcing this limit and that steps should be taken to include within the Road Scheme provisions that would help ensure that the limit would be observed as much as was possible.
(2) Potholes: There were still potholes to be repaired despite the fact that work orders had been raised with the Contractor in January
(3) Ricketts Hill Road: She had had a meeting with Tony Erbes and Steve Cunnah (SCC Engineer) on 15 April about the state of the road and Steve Cunnah had arranged for the gullies to be cleared.
(4) Miscellaneous: She reported that certain drains and other minor work had been carried out.

(b) Permissive extension of FP23 – Church Hill: Bob David reported that he had met the landowner who had agreed to consider the matter. He would ensure that the matter was followed up.

(c) FP25 The Avenue to Clarks Lane: It was noted that this footpath was virtually impassable due to overgrowing vegetation. It appeared that the decision as to whether it should be upgraded to a bridleway was not a high priority. At present, it was merely a permissive horse ride and it was unlikely that any decision would be made for some time.

9. Notified Matters

(a) Old Lane Drainage; The following was the position on matters previously raised by the Residents Committee

(1) Future maintenance: Jon Allbutt was arranging for a new quotation from Chris Lehan to cover the clearing of the ditch and the cutting back of trees. .
(2) The location of a BT pipe crossing the ditch: Jon Allbutt indicated despite several efforts to speak to the person in charge of the matter, he had failed to establish contact because the previous staff had changed positions and were no longer able to deal with the matter. It was agreed that the Clerk should write to BT Head Office seeking immediate action.

(b) Annual Parish Meeting: The minutes of this meeting had been circulated to all members and were agreed as a correct record of the meeting. It was felt that the meeting had been successful but the attendance was disappointing. It was noted that there had been a request for the sound system to be used and it was hoped that the intended improvement of the acoustics would remedy this problem.

9. Reports from Members and Outside Organisations

(a) County Councillor: In the absence of David Hodge, there was no report.

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

(1) Highway Signs: He asked if the resident who had offered to produce signs could be contacted and advised whether any signs were needed. Greg Watkins said he would deal with the matter. .
(b) Police: He drew attention to the fact that police personnel serving Tatsfield and Warlingham had one vehicle at their disposal. He felt that this was totally inadequate, particularly in view of the distances that had to be travelled. The Chairman indicated that he would raise the matter with the Police.
(c) Speedwatch: He enquired about the training of local residents by the Police, as there were a number of volunteers willing to take part. The Chairman indicated that he himself was one of the volunteers and had been waiting to hear about training for some time. He agreed to raise this matter also with the Police.

1	(c) Tatsfield Youth Project: Jon Allbutt indicated that there was difficulty making proper contact with the organisers of Surrey Clubs for Young People but efforts to discuss matters with them would continue. It was hoped to have a stall at either the Scouts or School Fete.

1	(d) Tatsfield Community Responders: Jon Allbutt reported that the Responders had been busy over recent weeks. Their new mobile phones had now arrived but they did not work properly.

(e) Biggin Hill Airport: The Chairman indicated that he had attended the recent meeting. Whilst the full report on the recent air crash was still awaited, there had been no reaction at the meeting from representatives of residents’ associations despite coverage of their reported comments in the local press.
(f) ESPLG: The Chairman indicated that he had attended a recent meeting and the Group was still discussing its future arrangements. There would be a further meeting in November.
(g) Village Hall Sandy Philibert had circulated a report dealing with the following matters: -

(1) The Risk Assessment was nearly complete.
(2) Electrical and PAT testing had been completed.
(3) Funding for the acoustic improvements was virtually complete.
(4) Certain building repairs had been noted and details passed to the Parish Council.
(5) Forthcoming events included a Quiz Night, Barn Dance and Children’s Xmas Party.

The Clerk indicated that the Hall Committee had had a security survey carried out by the Police and this recommended that the following matters should be addressed: -

1. Front gates to be locked at night or when premises not in use and new heavy duty padlocks fitted.
2. Lead that had been removed to be replaced by bitumenised plastic material.
3. Chain link fence to be replaced by Close boarded fence.
4. CCTV camera to be re-sited to point at the carpark and consideration given to a live system that records to a hard drive

After discussion, it was agreed that the first recommendation was not practical, the second had been adopted already, the third would be dealt with in conjunction with the works to be carried out by SCC and the repositioning of the CCTV camera would be dealt at the same time as the PIR lights.
(h) Tatsfield School: Greg Watkins indicated that Louise Bainbridge had been appointed as Deputy Headteacher.

10. Parish Council Property

1	(a) Surgery & Parish Room:

(1) Broadband Connection: in the absence of Giles Hawkes, the Clerk reported that the transfer from BT to TalkTalk was now complete. The computer and other equipment, as previously noted, had been ordered and delivery would be in the next two weeks after which it would be set up.
(2) Lead Flashing: in the absence of Giles Hawkes, the Clerk reported that a quotation was being obtained.

1	(3) Salting of Carpark: In the absence of Giles Hawkes, there was no report

11. Parish Owned Land
(a) Westmore Green

1	(1) Playground: Jon Allbutt indicated that he was in touch with the interested parties and he was encouraging them to submit a response to the review of playgrounds being carried out by Tandridge DC. He suggested that as many people as possible should respond.

(2) Westmore Green Notice Board: There was no report in the absence of Giles Hawkes.

1	(c) Parish Land:

1	(1) Shaw Road Triangle: As indicated, it was hoped that this fencing would be erected in the next month.

(2) Kemsley Wood: It was agreed that a letter should be sent to adjoining owners to indicating that the Parish Council had arranged to renew the boundary fence.
(3) Tatsfield Green: The Clerk indicated that he had written to the Bridleways Association who had replied indicating that all their members had been reminded at a meeting the previous week that horse riding on the Greens was not permitted.

(d) Ricketts Hill Road: The Clerk reported that this grant of a right of access had been completed.
(e) Pond: Jon Allbutt reported that the Surrey Downloads Project would be carrying out a survey later in the month. This would recommend the treatment that was necessary to deal with noxious weeds that had invaded the Pond. It was likely that the necessary work would have to be carried out in late summer.
(f) Handyman: The Clerk was requested to write to Mike Lambert making clear that that he was not an employee of the Parish Council and that the Parish Council was entering into a contract for his services as an independent contractor.

12. Meetings to Attend/Correspondence-

(a) Code of Conduct: The Clerk drew the attention of members to the need to submit details of any changes in the details that they had previously disclosed under the Code.
(b) Chalkpit Lane Quarry: Jon Allbutt indicated that he had attended the recent Tandridge Local Committee meeting when this matter had been discussed. The outcome of the meeting, as far he could understand, was that the meeting did not accept the Officer’s report (that the one-way proposal for Chalkpit Lane was not acceptable) and approved an amendment that provided for a one-way proposal for Chalkpit Lane. However it seemed that both the report and the amended proposal would go forward to the June meeting of the Committee. It was agreed that a letter should be sent to the Committee indicating that the Parish Council was strongly against the proposal to make Chalkpit lane one way.
(c) Woldingham PC APM: Jon Allbutt reported that he had attended this meeting and it seemed that, apart from one member, all were newly elected. There had not been any discussion about Oxted Quarry but there had been discussion about Biggin Hill Airport and the safety concerns arising from the recent crash.
(d) Chelsham & Farleigh PC APM: Ian Mitchell said that he had attended this meeting but there was nothing of significance to report.

13. Any Other Business -

(a) Tatsfield School: It was agreed that the Clerk should request either the original or photostat copies of the contract documents recently signed in this matter. The Clerk was also asked to clarify certain matters concerning the ability of the Parish Council to enforce the matters contained in those documents.

The Meeting closed at 10.27 p.m.

Subjects raised in Public Adjournments

1. Hedge overgrowing road verge adjacent to Beaconshaw, Approach Road

MINUTES of a Meeting of Tatsfield Parish Council held on the 9 June 2008 in the Parish Room, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present: Mr Ian Mitchell (in the chair)

Mr Giles Hawkes Mrs Carol Jordan Mrs Eileen Pearce Mrs Sandy Philibert mr Greg Watkins
In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

And 3 parishioners.

Before the formal start of the meeting, the Chairman paid tribute to the late Mrs Aileen McHugo, who had died three weeks previously. She had been a Parish Councillor from 1976 until 1991 and had continued to serve as Chairman of the Village Hall Management Committee until 1999. He pointed out that it was her initiative in the early 1980s that had led to the acquisition of the land and the building on it of the Surgery and Parish Room. This was just one of her lasting legacies to the local community.

1. (a) Apologies Mr Jon Allbutt and Mr David Hodge (Surrey CC Councillor)

(b) Declarations of Interest: None

(c) Fire Hydrants The Chairman drew attention to the fact that, during routine inspections of fire hydrants in the parish, Surrey Fire & Rescue had discovered that at least one hydrant in an unmade road had become buried apparently as a result of remedial work to the road. This meant that in an emergency there would be delays finding alternative sources of mains water. He urged everyone living on an unmade road – for their own safety - to note the location of the nearest hydrant and to check from time to time that it had not been interfered with.

2. Minutes

The minutes of the meeting held on the 12 May 2008 were approved and signed as a correct record.

3. Matters Arising:
(a) Tatsfield School: The Chairman reported that the first Site Progress Meeting had been held on Tuesday 3 May. At this meeting the Project Manager had indicated that building would start on 14 July. Work on the car park was unlikely to start before February 2010. It was agreed that the Clerk should write to the doctors and to the Hall Committee informing them of the position. He also reported that there had been an informal meeting with the Chair of the School Governors with the object of ensuring that the School and the Governors were kept informed of developments as building progressed.
(b) Affordable Housing Project: It was agreed that the draft report prepared by Mona Johannson was approved subject to some small amendments to wording. Carol Jordan agreed to notify Mona Johannson accordingly. The report would then be published with copies being sent to the Parish Council, the District Council and other interested parties. She indicated that the next step was for the Parish Council to draw up a list of possible sites and she urged members to give this matter some thought and put forward possible sites so that these could be considered in greater detail before they were put forward to the District for comment.
(c) Handyman: The Clerk reported that he had exchanged letters with Michael Lambert indicating that he was not an employee of the Parish Council, but contracted his services to the Council on an occasional basis.
(d) Broadband: The Chairman indicated that he had received a further unsatisfactory reply from BT and had therefore written again.
(e) Highway Signs: Greg Watkins said he had not yet been able to speak to the resident who had offered help with the production of signs.

4. Planning Matters
(a) Current Applications: Eileen Pearce reported on the current applications and the action agreed was as listed in Appendix A.
(b) Tandridge Core Strategy: The Chairman reported that he had circulated to members a copy of his letter to the Inspector indicating that the Parish Council supported Tandridge DC’s planning policies as expressed in the Core Strategy.
(c) Old Ship Recycling Point: Cllr Bob David reported that he had made enquiries and it appeared that the sign did not require planning permission.
(d) Planning Responses: The Chairman reported that Felbridge Parish Council had noticed that, in some applications where highway issues arose, the response by Surrey Highways was made either before or at the same time as the response by the Parish Council. This meant that Surrey Highways were not aware of any concerns expressed by the Parish Council. Felbridge had drawn the matter to the attention of Tandridge DC. It was agreed to await the terms of the response from Tandridge DC before taking any action.
(e) Surrey Hills Board: The Chairman indicated the Board was seeking support for the future review of the AONB boundary to cover the possibility of extension into AGLV land. After discussion, it was agreed that this should be supported and the Clerk was instructed to write accordingly.
(f) Next month’s planning Councillor: Greg Watkins.

1	5. Finance

(a) Audit: The Clerk reported that the Internal Audit would take place on 13th June. Draft accounts had been given to all members to consider prior to the approval of the accounts at the next meeting and it was agreed that the Finance Committee would meet on Monday 30 June to consider the draft accounts and make a recommendation to the next Parish Council meeting.
(b) Telephone: The Clerk reported that the TalkTalk telephone account (through Carphone Warehouse) was paid by direct debit. The first direct debit had been made on 7 May and details were shown in Appendix B.
(c) Payments: The payments listed in Appendix B were approved.
(d) Computer: It was noted that the computer and screen were now in operation. The Chairman indicated that Microsoft Office software was required and it was agreed that a sum up to £250 should be spent on its purchase.

1	6. Highways & Rights of Way

(a) General Highway Matters: Sandy Philibert had circulated a detailed report to all members that covered
the following matters:

(1) Village Centre Road Scheme: The need for the Scheme to be put before the Local Transportation Committee was being questioned.
(2) Potholes: These were being chased up
(3) Ricketts Hill Road: Whilst some work had been carried out, the state of the carriageway was still the cause of great concern.
(4) Miscellaneous: She reported that order for work to drains in Approach Road had been given and some work to clear weeds on pathways between the village centre and the School had been carried out.
(5) Approach Road: It was noted that the frontager had agreed to have the boundary hedge cut back so that it did not overgrow the verge.

(b) Permissive extension of FP23 – Church Hill: Bob David reported that he heard nothing from the landowner. He had the matter under review and would chase the matter when appropriate.
(c) Ricketts Hill Road (Footpath): In the absence of Jon Allbutt, there was no report.
(d) LORD (Lorries off Rural Roads): Carol Jordan had circulated a report that indicated that it was important that members of the public should report incidents involving HGVs.

7. Notified Matters

Speedwatch: The Chairman indicated that he had been given to understand that the reason for lack of progress in this matter was because Surrey Police said that they were awaiting a response from the Parish Council whereas he believed that the previous Parish Council had endorsed the scheme and were waiting for the Police to arrange training for the volunteers. A wide-ranging discussion ensued from which it appeared that members held widely divergent views. It was therefore agreed that contact should be made with Woldingham PC who were already operating the scheme to ascertain their views with particular reference to the scheme’s effectiveness and its effect on relationships between the volunteers operating the scheme and local drivers who were reported for speeding.

8. Reports from Members and Outside Organisations

(a) County Councillor: In the absence of David Hodge, there was no report.

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

(1) Core Strategy Review: He reported that Tandridge had received a large number of letters, the majority of which supported the Core Strategy as prepared by Tandridge.
(2) Post Office: He repeated his previous plea to residents to use the local post office at every possible opportunity because he was sure that there would be a further reduction of post offices in the not so distant future.

(c) Biggin Hill Airport: The Chairman reported that the preliminary report into the recent crash at Biggin Hill had now been published. This indicated that no cause had as yet been found.
(d) Police: The Chairman reported that the acting Chief Constable had taken the national lead in advocating “common sense policing” – officers using their discretion in dealing with incidents rather than ‘ticking boxes’ - and he was sure that this was welcome news to many people. It remained to be seen whether this resulted in a more visible police presence in Tatsfield.

(e) Transport Matters: Greg Watkins indicated that he would be attending a public meeting in the Parish Room being held on 16 June to discuss a possible scheme involving a rota of local residents collecting young people from Oxted after normal public transport had finished operating. He had certain reservations but intended attending the meeting and would report back. It was agreed that no charge would be made for the use of the Parish Room for this meeting.

1	(f) Tatsfield Youth Project: In the absence of Jon Allbutt, there was no report.

1	(g) Tatsfield Community Responders: In the absence of Jon Allbutt, Philip Clark reported that everything was going reasonably well although difficulties were still being experienced with the new communications system.

(h) Parish Emergency Plan: In the absence of Jon Allbutt, there was no report.
(i) Risk Assessment: Nothing to report.

(j) Village Hall Sandy Philibert had circulated a report dealing with the following matters: -

(1) The Risk Assessment was nearly complete.

(2) The acoustic improvements were likely to be carried out in the summer holidays.

(3) Certain building repairs had been noted and details passed to the Parish Council.

(4) Forthcoming events included a Quiz Night, a Male Voice Choir Concert, Barn Dance and Children’s Xmas Party.

(5) Despite a report at the previous Parish Council meeting that the stolen lead had been replaced, she indicated that this was not the case. Giles Hawkes indicated that he had arranged for this to be done.

1	9. Parish Council Property

1	(a) Surgery & Parish Room:

(1) IT installation: As previously noted, the laptop computer and screen were now fully installed and the new software would be installed as possible.

1	(2) Salting of Carpark: It was agreed that, until the school works had been completed, the purchase of a shed to store equipment and salt would be left in abeyance but a small supply of salt and a spreader would be purchased. Carol Jordan agreed to see if this could be stored in the Hall.

1	(3) General Repairs: Giles Hawkes reported that he had obtained an estimate for the investigation and repair of leaks to the roof and of the outside light and adjustment of the CCTV camera in the sum of £400 + VAT. It was agreed that this work should proceed.

10. Parish Owned Land

1	(a) Westmore Green

1	(1) Playground: In the absence of Jon Allbutt, there was no report.

(2) Westmore Green Notice Board: This remained outstanding and Giles Hawkes agreed to chase the matter up.

1	(b) Shaw Triangle and Kemsley Wood: In the absence of Jon Allbutt, there was no report. The Clerk indicated that he needed more information before being able to write to adjoining occupiers

(1) Ditch: In the absence of Jon Allbutt, there was no report.

(2) BT Pipe: It was understood that a meeting with the Contractor and BT had been arranged for 20 June.

(d) Land corner of ShipHill/Maesmaur Road: It was agreed that an attempt should be made to obtain a possessory title for this land. It was also agreed that certain building materials appear to have been dumped on this land and it was agreed that notice should be given to the adjoining owner that it would be removed.
(e) Pond: In the absence of Jon Allbutt, there was no report.
(f) Millennium Wood: In the absence of Jon Allbutt, there was no report.
(g) Tatsfield Green: A request had been received from a resident of Ricketts Hill Road who accesses her home across Tatsfield Green to be allowed to resurface the access. This was agreed. The resident also had concerns about the state of a tree on Tatsfield Green outside her house. Jon Allbutt would be asked to investigate and report to the next meeting.

11. Meetings to Attend/Correspondence-

(a) Surrey Voluntary & Community Conference: 20 June 2008 at Holloway College.

12. Any Other Business - None

The Meeting closed at 9.38 p.m.

Subjects raised in Public Adjournments

1. Ricketts Hill Notice Board – removal of vegetation

2. Vern Sign and salt bin at the junction of Ricketts Hill Road and Lusted Hall Lane vandalised.

APPENDIX A PLANNING

RESULTS:-

Approved
08/372 The Haven, Kemsley Road

Refused/Withdrawn
08/430 Toronto House, Paynesfield Road
08/0461 Hillview House, Manor Road
AppealsPending
07/1077 Bassetts, Westmore Green
07/1195 6 Parkside Cottages, Rag Hill Road
08/0068 Woodside, Parkwood Road

CURRENT APPLICATIONS:-

08/0668 Grenville, Old Lane
Demolition of rear projection; erection of single storey extension

Recommendation: No objection

08/633 Furze Corner, Approach Road
Erection of Tree House

Recommendation: No objection

08/0672 2 Flowerdale, Manor Road
Erection of 2-storey side extension with integral garage/store
Recommendation: No objection unless the percentage increase is greater than would normally be approved

08/0629 Dell Cottage, Goatsfield Road
Extension to roof with two new front and rear dormers.
Recommendation: No objection

08/0831 11 Shipfield Close
Crown reduce 1 Oak Tree by 33%

Recommendation: No objection