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8 Village Hall
a Building Committee: lan Mitchell reported that, as was already well known to members, that the Lottery Grant application for £1 25,000 had been successful. The Building Committee had circulated to all members a summary of the documents which would have to be completed by the Parish Council and the Village Hall Management Committee. He also reported that DOE sanction to borrow up to £70,000 had been obtained and this meant that the Parish Council could cover all its commitments whilst the project was in progress. The extent of the final borrowing would be discussed by the Building and Finance Committees and a recommendation made to the Parish Council in due course.
The Clerk then outlined the situation and indicated that all documents had to be returned to ACRE by 16 June which meant that there was very little time in which to prepare everything. Certain matters needed approval from the Village Hall Management Committee and a special meeting had been arranged for the following evening. Certain matters required approval by the Parish Council and it was duly resolved as follows.-
(1) that the Agreement with Southern Builders Croydon in the form before the meeting be entered into;
(2) that the Deed of Dedication and Deeds of Indemnity before the meeting be entered into;
(3) that Ian Mitchell and Robert David be authorised to execute the Agreement, the Deed of
Dedication and the Deeds of Indemnity on behalf of the Parish Council;
(4) that a letter of intent be sent to Southern Builders Croydon in the form before the meeting,
(5) that Brian Drury of Brian Drury Associates of Sandhurst House, 49-55 Brighton Road, South Croydon CR2 6ED be appointed as Planning Supervisor to the project;
(6)(a) that Midland Bank plc be requested to open a current and a deposit account to in the name of the Parish Council designated "Tatsfield Village Hall' and the Bank is authorised
(1) pay all cheques and other instructions for signed on behalf of the Council by any two authorised signatories whether any account of the Council is in debit or credit,
(2) deliver any item held on behalf of the Council by the Bank in safe custody against the written receipt or instructions of the Clerk or any of the signatories and
(3) accept the Clerk John Sandiford as fully empowered to act on behalf of the Council in any other transaction with the Bank;
(6)(b) that the Council agrees that any debt incurred to the Bank under this authority shall in the absence of written agreement with the Bank to the contrary be re[payable on demand;
(6)(c) that the Clerk be authorised to supply the Bank as and when necessary with lists of persons authorised to sign, give receipts and act on behalf of the Council, and that the Bank may rely on such lists,
(6)(d) that these resolutions be communicated to the Bank and remain in force until changed by a resolution of the Council and a copy, certified by the Chairman and the Clerk, is received by the Bank,
(7) that Andrew Ellis, Solicitor, of 72 High Street, Caterham, be appointed to act on behalf of the Parish Council.
It was also agreed that if the Building Committee and the Architect were able to negotiate with the
Contractor a revision of the standard building contract terms so that payments to the Contractor were payable within 28 days instead of 14 days, a payment of £12,500 could be made to the Contractor on
the signing of the agreement.
The Chairman also drew the attention of the meeting to the terms of the public notice which would be displayed giving details of temporary parking arrangements. It was felt that it might be necessary to provide a temporary vehicular access of some sort for use by the doctors and their staff over the L-shaped Field in order to obtain access to the Surgery and it was agreed that this was a matter to be left to the discretion of the Building Committee. Bob David indicated that a temporary storage container was being provided for use by the Management Committee and some of the Hall hirers. This was likely to cost £25 per week and Hall hirers would be charged according to the space used amounts ranging £1-3 per week and it was agreed that the exact level of hire charge should be settled by Messrs
David and Erbes.
b Management Committee, There was nothing to report which had not already been mentioned.
9 Property & Land Maintenance
a Property: Bob David reported that the notice board at School cross-roads had been vandalised. Instructions had been for its repair.
b Land: Bob David reported that the damage to Westmore green caused by the Circus had not been dealt with satisfactorily by the Contractor employed by the Circus. The damage had now been repaired by local volunteers to whom grateful thanks were due. The Circus had been informed but had not had time to respond. It was agreed that the Circus should be informed that any future booking would have to be reviewed carefully but that, in any event, it would have to be at a later date in the calendar when it the ground conditions were likely to be better. Bob David agreed to write accordingly. It was agreed that Nick Dance should be asked to cut grass and generally tidy areas of Parish land as he did in the previous year. Tony Erbes would see to this in the absence of Eileen Pearce.
c Tatsfleld in Bloom: Bob David reported that a lot work had been done preparing the Village for the judging which would take place on 16 July at 3.00 pm. The prizes for the Tatsfield in Bloom competition would be presented by Jill Browning, Vice-Chairman of Tandridge DC.
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