MINUTES of a Meeting of Tatsfield Parish Council held on the 13th July 2009 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Jon Allbutt (Chairman) (in the chair) Mrs Carol Jordan Mrs Eileen Pearce 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: Mr Ian Mitchell and Mr Giles Hawkes

(b) Declarations of Interest:
(1) Sandy Philibert declared a personal prejudicial interest in relation to a planning application relating to Hawthorn Cottage, Paynesfield Road numbered 09/0603 by reason of the proximity of her own property in which she lived to Hawthorn Cottage.
(2) Carol Jordan declared a personal prejudicial interest in the matter of an application for a grant towards the expenses of a film to be shown dealing with climate change by reason of the fact that she was the organiser. She left the room during the discussion of this matter.

2. Minutes
The minutes of the meeting held on the 8h June 2009 were approved and signed as a correct record subject to the amendment of Paragraph 4 to read “It was noted that Greg Watkins had not been assigned any specific duties ……….”

3. Action Points - None

4. Tatsfield School

(a) The School:
The Chairman reported that it was important that the lighting in the footpath and carpark areas could be on whenever required by the users of the Hall, Parish and/or Surgery as well as the School. Alternative switching arrangements had been included in the specification for the School and the Hall but not for the Parish Room and/or Surgery. The additional cost of including the Parish Room and/or Surgery amounted to Ł1,955 + VAT and he proposed that the Parish Council should meet this cost. He indicated that the Parish Council had always anticipated that it would be involved in expenditure of this nature and funds were therefore available. After discussion, it was agreed that Surrey CC should be requested to install the additional switching for the external lights at a cost of Ł1,955 + VAT.
The Chairman also indicated that the contractors required instructions as to the retention or otherwise of the gates on either side of the Village Hall. After discussion, it was unanimously agreed that the gates on the eastern side of the Hall should be retained but that the gates and gateposts on the western side should be removed completely.
(b) MUGA: The Chairman reported that he was having a meeting on the 16th July with the Contractors, Mansells, and Steve Hyder (Tandridge DC) to discuss matters generally. The BIG Lottery had indicated that no further extension of time would be allowed for completion of the project and Mansells had indicated that the present deadline would be met.

5. Planning
(a) Current Applications: Eileen Pearce reported on the applications listed in Appendix A and the action agreed was as listed in Appendix A.
(b) Next Month’s Planning Councillor: Sandy Philibert

2	7. Finance

(a) Grants: The Clerk indicated that he had received a request from the Village Hall Management Committee for financial assistance towards the cost of installing new panic bars. Under the lease, this is a matter for the Committee and the Committee had acknowledged this. The total cost amounted to Ł589.09 (inclusive of VAT). The Chairman indicated that the bars were needed in order to comply with Health, Safety and Fire regulations and he considered that, as the Landlord, the Parish Council should ensure that these regulations were met. The Management Committee was not in a financial position to meet this cost and he proposed that the Parish Council should meet the cost in full. This was agreed unanimously.
(b) The Age of Stupid: The Chairman reminded members that it had been agreed that it was not possible to make a grant in this case. It had however been agreed that the question as to whether the event could be funded/sponsored entirely by the Parish Council had been deferred for consideration at this meeting. Carol Jordan had arranged the event and the event had already been advertised without any reference to the Parish Council. The Clerk expressed strong reservations as to whether the Parish Council could retrospectively adopt an event in this way. Considerable discussion took place during which Sandy Philibert expressed her objections and indicated she would vote against any proposition to finance the event. It was suggested that the matter should be put to the Monitoring Officer for an opinion. The Chairman then proposed that, subject to a satisfactory opinion from the Monitoring Officer, the Parish Council should sponsor the event and meets the expenses involved. This was carried by 2 votes to 1.
(c) Appointment of New Clerk: Greg Watkins reported that he had received comments from members and would be finalising matters shortly.
(d) Payments to be authorised: in accordance with Appendix B

8. Highways & Rights of Way
(a) Highways: Sandy Philibert had circulated a detailed written report covering routine matters dealt with by her since the last meeting.
(b) Village Centre: Sandy Philibert reported that a start date was awaited. James Young of Surrey Highways had been in contact with SCC legal team regarding the issue of working on common land and the associated formalities and these matters would be dealt with as soon as possible.

9. Notified Matters
(a) Emergency Equipment: Jon Allbutt reported that the purchase of equipment was in hand.
(b) Sustainable Communities Act: Carol Jordan reported that one third of the local authorities in the country had now adopted the Act but to date this did not apply to Surrey CC or Tandridge DC.
(c) Affordable Housing: Carol Jordan reported that discussions were continuing with Tandridge DC.
(d) Village Hall Centenary Celebration: The Chairman reported that the joint Management/Parish Council committee had met and it was proposed that the centenary would be celebrated on a weekend in October 2009. Details of the proposed programme had been circulated to all members. After discussion, it was agreed unanimously that the Parish Council would sponsor the weekend and be responsible for the expenses involved offset by any income received from events forming part of the Centenary Weekend celebrations.

10. Reports from Members and Outside Organisations

(a) County Councillor: David Hodge reported on the following matters:-

(1) County Council Policy: He indicated that a new policy was about to be announced involving a new vision for the administration of the County Council. This would involve a more direct approach involving more participation by District and Parish Councils.
(2) Tatsfield School: He suggested that the Parish Council should discuss with the School the arrangements for the formal opening. These could then be presented to the County for approval.
(3) Speed Limits: The new administration had earmarked Ł1m for a campaign to reduce speeding on local roads. This campaign was in collaboration with the Police and would have an educational basis.

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

(1) The Copse: He indicated that ERHA had held a meeting with residents on 30 June to discuss the formation of a residents association. This had been well received and it seemed that it would proceed.

(2) Planning; He had been advised that enforcement action was being considered in respects of certain matters at The Paddocks, Lusted Hall Lane.
(3) Local Transport: He drew attention to the new 595 bus service from Chalkpit Wood to Tatsfield and Westerham. He also indicated that whilst the Buses-4-U service on Mondays and Thursday was still well used, the Saturday service was. This was despite considerable publicity.

(c) Public Transport Provision: Greg Watkins indicated that, while welcoming the recent changes to local services, he felt that consideration needed to be given to the number of buses parked at any one time in the village centre as a result of these recent changes. Careful timetabling was required to ensure that congestion was avoided. He also considered that it would only right and proper to suggest to Surrey CC that the Saturday Buses-4-U service should be discontinued in, say, September unless there was a noticeable increase in its use.

1	(d) Tatsfield Community Responders: Jon Allbutt reported that recruitment of new volunteers was still the priority for the Responders.

(e) Village Hall: Sandy Philibert had circulated a report dealing with the routine matters discussed at the latest meeting of the Hall Committee but drew attention in particular to the need to put in place a better procedure for dealing with small external repairs. She therefore proposed that (A) the Hall Committee should be authorised to carry out small items of external maintenance to a maximum individual cost of Ł100 with a maximum expenditure of Ł600 in any financial year. and (B) that the Hall Committee provides the Parish Council with estimates for any work that exceeds the limit of Ł100 and such work is only ordered once approval obtained.
(f) Tatsfield Youth Project: Jon Allbutt reported that the Project had recently organised a very successful golf project for members at Park Wood GC.
(g) Tatsfield in Bloom: It was agreed that the Chairman would arrange a suitable date for the unveiling of the new TATOL sign.

2	11. Parish Council Property and Land

(a) Parish Room/Surgery: The Clerk reported that Tony Dawkins of Peter Dickin & Co would be willing to carry out a survey and prepare a maintenance programme for the next five years at a cost of Ł1000 + VAT. This was agreed and the Clerk was requested to ask for the report to include an outline of the possible DDA requirements.
(b) Village Hall: The Clerk reported that Tony Dawkins of Peter Dickin & Co would be willing to carry out a survey and prepare a maintenance programme for the next five years at a cost of Ł1000 + VAT. This was agreed. Sandy Philibert proposed that that the Parish Council makes a planning application to Tandridge District Council for change of use of the Parish Rooms to "Mixed Use B1 or D1". This was agreed
(c) Pond: Jon Allbutt reported that he had agree that work on the Pond by the Downlands Project would start on 21 September and that work would last approximately 3 weeks. The Clerk was asked to confirm this and advise the other firms who had quoted that they had not been successful.
(d) Millennium Wood: Jon Allbutt reported that Tandridge DC now accepted that, in addition to their responsibilities for the maintenance of both Greens, it was also responsible for the maintenance of the trees. Tandridge was therefore commissioning a survey of all the trees on both Greens, the surveys to include the trees in the Millennium Wood. Sandy Philibert drew attention to a tree on Westmore Green that she believed to be in a dangerous condition. Bob David agreed to notify Tandridge DC.
(e) Maesmaur Road/ Ship Hill Corner: A quotation from Lloyd Gulley for Ł120 to trim the hedges and strim the undergrowth was approved.
(f) Westmore & Tatsfield Greens: The Clerk reported that the grant of a right of access had been completed, as had the registration of the title to both Greens.
(g) Risk Assessments: The Chairman reported on progress made

12. Meetings to Attend/Correspondence-

(a) Meetings:
(1) SCAPTC AGM: Tuesday 6th October 2009 – details to be circulated when known.
(b) Correspondence:

(1) Ordnance Survey: Ian Mitchell drew attention to the fact that NALC was in discussion with Ordnance Survey with a view to extending its BOLD (Benefits Of Licensed Data) campaign to Parish Councils at a cost of approx. Ł55 p.a. He felt that the Council should endorse this approach and this was agreed.
(2) Use of Westmore Green: The Clerk reported that this Group wished to have a stall for the morning of Saturday 19 September. This was agreed subject to the normal conditions.

13. Any Other Business - None

The Meeting closed at 10.07 p.m.

Subjects raised in Public Adjournments

1. None

APPENDIX A PLANNING

CURRENT APPLICATIONS:-

09/0575 The Manor House, Ricketts Hill Road
Installation of two sash windows to NE facing flank elevation

Recommendation: No comment or objection

09/0603 Hawthorne Cottage, Paynesfield Road
Retention of single storey extension
Recommendation: No comment or objection

09/0203 April Cottage, 1 Grove Road
Demolition of conservatory and single storey extension; erection of single storey rear extension, two storey side extension and two first floor dormer windows in the south facing roof slope
Recommendation: No Comment

09/0623
Odeni, Hillside Road
Erection of rear extension

Recommendation: No comment or objection

09/0624 The Haven, Kemsley Road
Erection of single storey side extension

Recommendation: No objection

09/0677 The Chalet, Ninehams Road
Erection of single storey side extension

Recommendation: No objection

09/0200 Grey Gables, Ricketts Hill Road
Erection of single storey rear extension

Recommendation: No objection

09/0713 Brindle Wood, Rag Hill Road
Erection of conservatory (CLPD)
Recommendation: No objection

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th September 2009 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Jon Allbutt (Chairman) (in the chair), Mrs Carol Jordan, Mr Giles Hawkes, Mr Ian Mitchel, Mrs Eileen Pearce, Mrs Sandy Philibert

In Attendance: Mr John Sandiford (Clerk), Mr Bob David (Tandridge DC Councillor),

And 5 parishioners.

1. (a) Apologies: None

(b) Declarations of Interest: Sandy Philibert declared a prejudicial interest in the planning application relating to 39a Paynesfield Road by virtue of the proximity of her residence and in respect of the planning application relating to Church Farm Barns, Gwenedd Close by virtue of acting as consultant to the developers.

2. Minutes
The minutes of the meeting held on the 13h July 2009 were approved and signed as a correct record

3. Action Points

(a) Public Bridleway 570, 614 and 647: The Chairman indicated that, in the light of a proposed scheme by residents of Kemsley Road to improve the road surface, he would ask Sandy Philibert to outline her dealings with Surrey Highways over the cleansing and/or repair of the soakaway that affected this and other roads and Kemsley Woods owned by the Parish Council.
Sandy Philibert indicated that there was no point in doing any work to improve the surface of Kemsley Road until the soakaway intended to take away surface water was either cleaned or repaired. To improve the road surface at present would be a waste of money because the surface would be washed away by the surface water. She outlined her efforts to get Surrey CC to clean out or repair the soakaway. These efforts had to date been unsuccessful. There was very little prospect of anything being done because there was no provision in the present budget for the cleaning of soakaways. The Chairman emphasised that efforts to get Surrey CC to carry out appropriate maintenance would continue and he suggested that the Parish Council and the residents of Kemsley Road should continue to exchange information. He also indicated that, although the Parish Council did give grants for the improvement of local private roads, the amount of such a grant was likely to be very small in comparison to the cost involved.

4. Tatsfield School

(a) The School: The Chairman indicated that, consequent upon the recent inspection and report by Tony Dawkins on the Village Hall and arising from the re-paving of the entrance drive as part of the School work, certain work was required. This involved raising two air bricks clear of ground level for which a quotation of Ł250 + VAT had been obtained and the installation of a vertical damp course on the west side of the Hall for which a quotation of Ł850 + VAT had been obtained. Both quotations had been obtained from Denis H Reeves & Co. and in view of the urgency for the work to be completed prior to the work to the carpark being completed, he had authorised the work to proceed. This action was approved unanimously. It was agreed that these were acceptable.
He also reported that, soon after the completion of the works in the retained area, there was a collision between a vehicle and one of the lighted bollards. Details of the person have been passed to the Clerk who would inform the driver that that the Parish Council would be making a claim for the repair of the bollard. A meeting has been arranged with SCC Project Manager and Architect for Tuesday 15 Sept at 14.00 to discuss problems with the design of the car parking area.
(b) MUGA: The Chairman reported that a meeting with TDC and the School has been arranged for 23 Sept in the Parish Room to discuss the next stafe of the project. The Chairman and Vice Chairman would attend.

5. Planning
(a) Current Applications: Sandy Philibert and Jon Allbutt reported on the applications listed in Appendix A and the action agreed was as listed in Appendix A.
(b) Kent CC Minerals & Waste Development Framework: The Clerk reported that a Scoping Report was being prepared and interested parties were invited to inspect the documents at http://consult.kent.gov.uk/portal/ between the 2nd Sept and 14th October
(b) Tandridge DC Appraisal of Settlements: Ian Mitchell drew attention to the Settlement Audit Questionnaire in relation to this matter that he had circulated to members. This contained draft responses and he asked that members should consider these draft responses and let him have comments so that he could prepare a final response for approval at the next meeting.
(c) Next Month’s Planning Councillor: Jon Allbutt.

1	6. Finance

(a) The Age of Stupid: The Clerk reported that the showing of this film had been successful. The costs amounted to Ł119.58 and were included in Appendix B
(b) Christmas Carol Concert: The Clerk reported that a request had been received for a grant of Ł250. A copy of the letter of application giving details had been circulated.
(c) Appointment of New Clerk: This matter was in hand and it was hoped to advertise shortly.

(d) Annual Audit: The Clerk indicated that he had just received notification that the Auditor required some further information before concluding the audit. He proposed to discuss with the Finance Committee and then the Annual Report would have to be re-approved at the next meeting.

(e) Payments to be authorised: in accordance with Appendix B

7. Highways & Rights of Way
(a) Highways: Sandy Philibert had circulated a detailed report that covered routine matters dealt with by her since the last meeting.
(b) White Lane: The Clerk reported that Tandridge DC had authorised a closure of White Lane on 11th October for a cycling time trial between 10.00 and 1800 hrs.
(c) Village Centre: Sandy Philibert reported that she was disappointed that the final scheme had not been produced. Apparently this was due to illness and it was now promised for the October meeting.
(d) Ship Hill Boundary Hedge: \the owner of the land on the corner of Ship Hill and Church Lane had drawn to the Parish Council’s attention the difficulty that was being caused by the growth of the hedge between the footpath and Ship Hill as this is likely to prevent her contractor from cutting her hedge because of the height and width of the second hedge. This hedge was the responsibility of Surrey Highways. After discussion, it was agreed that Sandy Philibert would discuss the matter with Surrey Highways and report back.

8. Notified Matters
(a) Resignation of Greg Watkins: The Clerk reported the resignation of Greg Watkins as a councillor with effect from 17th August. He had immediately notified the Returning Officer of Tandridge and been requested to exhibit to statutory Notice of Vacancy. This Notice had been exhibited on 19th August and gave electors an opportunity to request an election on or before 10 September. Tandridge DC had notified him that no such request had been received and it was therefore open to the Parish Council to nominate someone to fill the vacancy, After discussion, it was agreed that the matter should be publicised in the Parish Magazine in order that likely candidates could be identified with a view to a nomination being made at the November meeting.
(b) Emergency Equipment: Jon Allbutt reported that the equipment was to be ordered this month in readiness for the winter months. Following the difficulties obtaining salt last year it is proposed that we order six bags now to be put in the new shed when it is erected. Giles Hawkes reported that the delivery of the shed would be in the next two weeks. Ian Mitchell indicated that he had now purchased two way radios and was updating the Emergency Plan.
(c) Affordable Housing: Carol Jordan indicated that she had nothing to report and the Chairman asked her to chase the matter as he was concerned at the lack of progress.

(d) Village Hall Centenary Celebration: The Chairman reported that there would a meeting of the Organising Group shortly. However, all plans were well in hand and ticket sales were very good.

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) Planning: He drew attention to the fact that the final decision with regard to Green Belt settlements would not be taken until June 2013 and that the response made by the Parish Council could influence whether or not the District Council decided whether Tatsfield was a sustainable community.
(2) Design Statements: Tandridge DC had agreed to refer Harestone Valley and Woldingham to consultants for the preparation of draft design statements.
(3) Garden Waste Collections: Parts of Tatsfield were now included in this service.
(4) Local Transport: Publicity was being given to the new 595 bus service.

(c) Tatsfield Community Responders: Jon Allbutt reported that the Tatsfield Responder Group had attended a training day at Guildford on Sunday 13 September including the re-qualification assessments. All the Tatsfield Responders had passed. Numbers are still low (currently four as another member had now resigned) and recruitment was ongoing. Phil Clark (Co-ordinator) was in discussions with SEACAMB regarding new equipment including new phone/radios. He would be providing details and it was likely that request for a grant from the Parish Council would be forthcoming at the October meeting. It was noted that Responders paid their own travelling expenses to attend such training days and it was generally agreed that consideration should be given to re-imbursement being made by the Parish Council.

(d) Village Hall: Sandy Philibert had circulated a report dealing with the routine matters discussed at the latest meeting of the Hall Committee but drew attention in particular to the fact that the Schedule of Work drawn by the Surveyor indicated that the Hall floor required attention. She felt that this was something that was beyond the financial resources of the Management Committee.
(e) Tatsfield Youth Project: Jon Allbutt reported that the first course of golf lesions at Park Wood Golf Club was very successful and a second group is being formed.
(f) Tatsfield in Bloom: The Chairman was pleased to announce that Tatsfield had once again won their category and had also been given awards for Community Involvement and Sustainability. The Tatsfield organising Committee was to be congratulated on a fine achievement. A meeting of all volunteers would take place on 18 September to celebrate the win. The next project being considered was the display to celebrate the opening of the new school. The Chairman reported that he and Bob David had arranged for him to unveil the refurbished Tatol Sign on 26 Sept. It was agreed that the Clerk should write to Brenda Allen thanking her for the excellent work.

1	10. Parish Council Property and Land

(a) Parish Room/Surgery: The Clerk reported that Tony Dawkins of Peter Dickin & Co had now completed his inspection and report, the costs of which were listed in Appendix B. The Chairman stated that he proposed that Giles Hawkes should obtain quotations for the Priority 1 work outlined in the report so that these matters could be dealt with in the current financial year. This was agreed.
(b) Village Hall: The Clerk reported that Tony Dawkins of Peter Dickin & Co had now completed his inspection and report the costs of which were listed in Appendix B. The Chairman stated that he proposed that Giles Hawkes should obtain quotations for the Priority 1 work outlined in the report so that these matters could be dealt with in the current financial year. This was agreed.
(c) Pond: Jon Allbutt reported that the pond had been pumped out on Saturday 5th September by the SEIB Volunteers, sufficiently to reveal the weeds; and allow the contractor Brian Thomas to spray them with glyphosate on Friday 11th Sept. He indicated that the Downlands Project were due to commence work on the 22nd September and it was expected that the work would take approximately three weeks.
(d) Millennium Wood - Jon Allbutt reported that Tandridge DC had instructed their consultants Marshall Thompson to carry out a survey of the trees. The report was expected shortly.
(e) Maesmaur Road/ Ship Hill Corner: The Clerk reported that the Parish Council had now been granted a registered possessory over this land.
(f) Westmore Green: Surrey CC had raised the kerb at the entrance to the track into Pond Cottages and the Council’s contractor had completed the work behind it. The Chairman indicated that he would like the Parish Council to develop policy for the maintenance for the tracks across Westmore Green and consider whether (a) the Parish Council should surface these tracks using road planings or other aggregate at the Council’s cost or whether the Council should look to the residents to form a group and apply to the Parish Council for a grant.
(g) Tatsfield Green: The Chairman reported that Tandridge DC would be cutting the long grass shortly in line with the Council’s request for ‘conservation cuts’ in early spring and late summer to encourage wild flora. He proposed that residents in Ricketts Hill Road should be invited to a meeting to discuss the next phase for extending the path across the Green. Prior to the meeting the Parish Council would set out the options and seek comments.
(h) Risk Assessments: The Chairman reported on progress made and indicated that, following the completion of the works on our retained land and the erection of the new shed, the risk assessments for this area would be revised.

(i) Kemsley Wood: The Chairman reported that, following the fencing work around Toronto House, there was a need to progress the plans for giving greater access to this area.
(j) Land Adjacent to the new School: The Chairman reported that the Parish Council was in discussion with SCC with a view to leasing the land adjacent to the school. Following a great deal of interest in having allotments in the village, a joint survey (with the Horticultural Society) had been launched in the September Parish Magazine. The survey will be completed by the end of September and it was hoped that the results would be presented at the October Parish Council meeting.

11. Meetings to Attend/Correspondence-

(a) Meetings:
(1) SCAPTC AGM & SCA AGM: Tuesday 6th October (10.00 – 4.00)– East Horsley Village Hall
(2) TDC World’s Biggest Coffee Morning: Friday 25 September 10 –12 noon. Details circulated.
(b) Correspondence: None

12. Any Other Business - None

The Meeting closed at 10.27 p.m.

Subjects raised in Public Adjournments

1.Johns Road Bridle Way

2. Condition of Paynesfield Road

APPENDIX A PLANNING

RESULTS:-

Approved
09/0301 St Mary’s Church Graveyard extension

09/0552 Rosebank, Hillside Road

09/0603 Hawthorne Cottage, 47 Paynesfield Road

CURRENT APPLICATIONS:-

09/0665 The Grasshopper Inn, Westerham Road, Moorhouse
Use of part of the carpark for Farmers’ Market

Recommendation: No objection or representation to be made.

09/0631 39A Paynesfield Road
Erection of dwelling to south west flank of 39A

Recommendation: No objection or representation made

09/0844 Kingsdown, Ricketts Hill Road
Demolition of garage and part of side extension; Erection of single storey side extensions and pitched roof to existing flat roof to side and rear; formation of new vehicular access.

Recommendation: Concern to be expressed at proximity with Cudham Road

09/0880 Dell Cottage, Goatsfield Road
Erection of a dormer window to front and rear roof slopes.

Recommendation: Considered a n improvement

09/0881 73 Paynesfield Road
Erection of extension to front and rear roof slopes and dormer windows to side roof slopes.

Recommendation: Objection based on the loss of a small dwelling

09/0756
Monsal, Old Lane
Erection of single storey rear extension

Recommendation: No objection.

09/0327 Church Farm Barns, Gwynedd Close, Church Hill
Variation of Condition 3 to planning permission TA/2005/1891 comprising retention of 1.8m high close boarded fence.
Recommendation: Objection based on inappropriateness of fencing.

09/1081 Thriftwood Lodge, Broomlands Lane, Moorhouse
Formation of concrete slab and erection of timber garage

Recommendation: To be dealt with by next Planning Councillor