JULY TO SEPTEMBER 2002

MINUTES of a Meeting of Tatsfield Parish Council held on the 8th July 2002 in the Parish Room, Westmore Green, Tatsfield at 8 p.m.
Present: Mr. David Wood (in the Chair).
Mrs. M Boadella Mr. Bob David
Mr. Tony Erbes Mrs. W Maddison
Mr. Ian Mitchell Mrs. D Reeve

In attendance: Mr. John Sandiford (Clerk), Mrs. Tina Fry (TD Councillor), and 6 parishioners.

Apologies: Mr Harry Pettifor (SC Councillor) and Philip Clark (Parish Constable)

1. Minutes
The minutes of the meeting held on the 10th June 2002 were approved and signed by the Chairman as a correct record subject to the following amendments:
(a) Paragraph 5(e): the deletion of “on” in the second line;
(b) Paragraph 6(a)(3): insert in the fourth line “part of after ‘accepted” and substitute” “concerned” for “as proposed by it” in the last line;
(c) Paragraph 13(d):insert in the third line “had been received” after “approach”.

2. Matters Arising:
(a) Queen’s Golden Jubilee Celebrations: The Clerk confirmed that a letter of thanks had been received from the Lewisham Concert Band indicating how much they had enjoyed playing.

3. Planning Matters
(a) Planning Matters: Bob David reported on the applications received.
(b) Sundry Planning Matters:
(1) Orange Base Station at Park Farm: Ian Mitchell indicated that the application was not proceeding due to the fact that the site owner had withdrawn.
(2) Horse Pasture Management Project: The Clerk circulated copies of a letter from the Project Officer indicating concerns over the spread of horse pastures in Surrey. It was agreed that the letter needed proper consideration to see whether any response was called for.
(3) TDC Consultation on Draft Supplementary Planning Guidance: lan Mitchell indicated that the Parish Council was about to be consulted on this matter. The consultation was in respect of Extensions to Dwellings in the Green Belt and Conversion of Buildings in the Green Belt where Tandridge was proposing that the policy on these matters should be tightened. It was agreed that when the documents were received, Councillors Mitchell, Maddison, Reeve, David and Wood would meet to consider whether a response was required.
(c) Planning Councillor: Wendy Maddison (August) and Ian Mitchell (September).

4. Finance
(a) Grants:
(1) Westmore Green Play Area: The Clerk indicated that he had had no further communication from Mrs Chapman as yet. He had also not had any reply from Tandridge DC about the matter of consent for the extension. It was agreed that the Clerk should write again.
(2) Old Lane Improvement Fund: The Clerk reported he had still not received any acknowledgement. This had been chased up.
(3) Winged Fellowship Trust: It was agreed not to make any donation.
(4) WRVS: The Clerk indicated that he had received a request from WRVS for financial support. It was unanimously agreed to make a grant of Ł100.
(5) St Mary’s Church: The Clerk drew attention to the application for a donation and indicated that Ł120 had been approved in the Budget . This was agreed.
(6) Oxted CAB: The Clerk also drew attention to the application for a donation and indicated that Ł150 had been approved in the Budget. This was agreed.
(7) Tatsfield Vern Association: The Clerk also drew attention to the application for a donation and indicated that Ł250 had been approved in the Budget. This was agreed.
(b) Insurance: The Clerk indicated that Cornhill had indicated that the tree inspection could be delayed until August/September. Bob David indicated that he had arranged for an inspection to take place on 16 July to assess the cost involved.
(c) Audit: The Clerk had circulated an amended copy of the accounts for the year ending 31 March 2002 as approved by District Audit. He had also circulated a note explaining the changes made. It was agreed that these accounts be approved
(d) Audit Procedures for 2001/2: The Clerk had also circulated a note concerning the appointment of an internal auditor. It was clear that this matter was causing considerable concern with a lot of Parish Councils and that the Finance Committee should meet to consider how best to deal with the matter.

5. Highways & Rights of Way
(a) Sundry Highway Matters:
(1) Old Lane: There was nothing to report.
(2) Scout Hut Lay-by: There had been no further developments but it was agreed that the Clerk should write to Derek Gibbons to explain why the matter was not making progress.
(3) Clarks Lane: Bob David reported that he had requested Tandridge to provide signs.
(4) Public Utility Works: The Clerk drew attention to a letter written by Tandridge DC to organisations carrying out road works pointing out that action would be taken if all rubbish and spoil is not removed after road works are completed.
(5) Unauthorised Travellers Encampments: lan Mitchell indicated that increased powers were to be made available to local authorities to move travellers on but only if proper sites were provided.
(b) Rights of Way:
(1) Old Lane Tatsfield Green: The Clerk indicated that he had heard from Mrs Hayes asking if a “No Horse Riding” sign that had recently been erected in Old Lane, had been authorised by the Parish Council. The Clerk was requested to write indicating that the sign had not been authorised or erected by the Parish Council. It was also agreed that the sign would be removed.
(2) Rights of Way over Greens: lan Mitchell drew attention to the fact that the new regulations had now been brought into force.

Reports
County Councillor: In the absence of Harry Pettifor, there was no report.
District Councillor: Tina Fry indicated that she had nothing to report. In answer to questions, she indicated that the District Council was desperately short of funds and this situation was unlikely to improve. It was a question of prioritising all expenditure and support for local organisations was low on the list of priorities.
Police Matters: lan Mitchell indicated that there had been two recent incidents involving a break-in and vandalism at Beaver Water World and theft of milk churns from the Village Hall. It was hoped that arrests would be made of those responsible.
Biggin Hill Airport: lan Mitchell said he had nothing to report as there had been no meeting.
Tatsfield Vern Association: There would be a meeting on 24 July.
Transport matters: There was nothing to report.
SCAPTC AGM & General Meeting: Margaret Boadella reported that she had attended this meeting and it was clear that there many councils concerned about the new regime for audit and it had been suggested that councils should protest to the Deputy Prime Minister. An appeal had also been made for all councils to comment on the Regionalisation proposals and send copies to SCAPTC. She also drew attention to the fact that the new provisions involving declarations of interest had been requested by NALC.

7. Council Aims & Objectives
(a) Parish Appraisal: It was noted that the grant application had been successful and a grant would be made of Ł4,513 or 53% of the total cost.
(b) L-shaped Field Committee: Bob David indicated that he hoped that the work of clearing all rubble and other rubbish would be completed this week. This would enable the grass to be cut and then rolled.

8. Notified Items
(a) Safe Routes to School: Bob David indicated that he had nothing to report. In answer to a question, he indicated that Surrey Highways had taken responsibility for cutting the hedge on Ship Hill adjoining the footpath and, as it was very overgrown, he would request that it be cut.
(b) Advertising on Greens: Ian Mitchell drew attention to number of signs/posters that were appearing on the Greens without any permission being sought from the Council as the owner of the Greens. Until recently these had been by local voluntary organisations and these would doubtless meet with the Council’s approval. Recently, commercial signs had appeared and he was concerned that if some action was not taken to control this, the number of signs or posters would proliferate. It was agreed that the Clerk should write to Streets Nursery requesting the immediate removal of the trade sign erected on Tatsfield Green and, in addition, write to the Parish Magazine asking local organisations to obtain the Council’s consent before erecting signs.
(c) Surrey Parishes LG: The Chairman was dealing with The arrangements in conjunction with the Clerk.
(d) Shared Youth Worker: The Clerk reported that he indicated to Whyteleafe Parish Council that the Parish Council was interested and would like to attend any meeting to discuss the matter.

9. Village Hall
(a) Building Project Committee: Ian Mitchell reported that some additional damp-proofing had been carried out in the Green Room and the position would be monitored carefully until the remaining work was carried out during the Summer Holiday period.
(b) Management Committee: Bob David reported that the Committee had decided to proceed with the installation of a new sound system. He agreed to ensure that full details of the installation were made known to the Building Project Committee to ensure that the matter was dealt with in accordance with the Architect’s wishes. A major fund-raising function would be held on 26 October, details of which were still to be finalised. The Open Computer course would take place on 4-6 September.
(c) Lease: Some queries on the Lease and Constitution had just been received from the Charity Commission. There had not been time to consider these as yet but they would be considered as soon as possible.
(d) Car Park CCTV: The Chairman reported that he had contacted two companies that had promised to inspect the area and advise. They had however not done so as yet and he would chase them up.

10 Property & Land Maintenance
a) Property:
(1) Doctors Surgery: Tony Erbes reported that he had given instructions for the surgery windows damaged by vandalism to be replaced.
(2) Tatsfield Cottage, Ricketts Hill Road: It was noted that the fence had been re-erected in the agreed position but the post holes had not been filled in. The Clerk was asked to write thanking Mr Westney for his co-operation in this matter and asking if the holes could be filled in.
(3) Barnfield/Maesmaur Road Dumping: It was believed that Mr J Haynes had not so far removed the vehicle abandoned by him on this land. Bob David agreed to check the position and, if the car had not been removed, the Clerk was instructed to write and demand its removal within 28 days.
(b) Land:
(1) Tatsfield in Bloom: Bob David reported that judging would take place the following day. He paid tribute to the band of volunteers that had spent a considerable amount of time generally tidying the village. A unanimous vote of thanks was passed to Bob David and everyone concerned for all the time and hard work involved in the run-up to the judging.
(2) Pond: Wendy Maddison indicated that the contractor had paid a further visit to the Pond but she was still dissatisfied with the work and intended seeking another contractor. She had not terminated the present arrangement in the light of the imminent judging of Tatsfield in Bloom.

11. Meetings to attend:
(a) TDC Annual Civic Service: St Mary’s Church Church Lane Oxted at 10.00 a.m. on 14 July —Chairman unable to attend and Vice-Chairman might deputise.
(b) SVSC Open Forum & AGM: Tuesday 16 July at 10.00 a.m. at Charterhouse School, Godalming - Denis Hayes to attend

12. Correspondence - None

13 Any Other Business
(a) St Mary’s Church Installation of New Vicar: The Chairman drew attention to the installation of the Reverend Catherine Wood as the new priest on 19 July at 7.30 p.m.
(b) Little Acorns Play Group: Bob David indicated that the Group wished to hold a Toddle around the Pond on 19 July and had asked permission to use the Green for this purpose and to cordon off the Pond. This was agreed.
(c) Westmore Green Play Area: Bob David also indicated that the organisers wished to hold a Teddy Bears Picnic on Westmore Green on 9 August. This was agreed. The event was being sponsored by Safeways who had asked that an advertisement be placed on the Green during the event. After discussion, permission for this was refused.
(d) Crossways Court: Bob David drew attention to the fact that the new warden who would take up her position on 29 July would not be resident in Tatsfield and would only be visiting 3 times per week in addition to being available by telephone. He felt this was a down-grading of the warden service and it was agreed that the Clerk would write Tandridge DC to protest.

The meeting closed at 9.32 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 9th September 2002 in the Parish Room, Westmore Green, Tatsfield at 8 p.m.
Present: Mr David Wood (in the Chair).
Mrs M Boadella Mr Bob David
Mrs W Maddison
Mr Ian Mitchell Mrs D Reeve
In attendance: Mr John Sandiford (Clerk), Mr Harry Pettifor (SC Councillor and 2 parishioners)

Apologies: Mr Tony Erbes and Mrs Tina Fry (TD Councillor)

1. Minutes
The minutes of the meeting held on the 8th July 2002 were approved and signed by the Chairman as a correct record subject to the following amendments:
(a) Paragraph 6(c): the amendment of the second line to read ‘the theft of a milk churn” and the addition of ‘for the former” at the end of the third line.

2. Matters Arising:
(a) Surrey Horse Pasture Management Project: The Clerk agreed to forward a copy of letter to Tatsfield Bridleways Association for its information.
(b) SCAPTC: The Clerk indicated that he had not received any minutes of the last meeting.

3. Planning Matters
(a) Planning Matters: Wendy Maddison and lan Mitchell reported on the applications received.
Sundry planning matters:
(1) Consultation on Draft Supplementary Guidance: Ian Mitchell confirmed that he had, as instructed, submitted comments and a copy had been placed in circulation.
(2) DEFRA Announcement: The Clerk drew attention to the letter from DEFRA confirming that the planning role of parish councils would not be affected by any forthcoming changes.
(3) Car Dumping: Ian Mitchell drew attention to the fact that Bromley LB was taking strong action in this regard.
(c) Planning Councillor: Dorothy Reeve

4. Finance
(a) Grants:
(1) Westmore Green Play Area: The Clerk indicated that he had had no further communication from Mrs Chapman but he had had a reply from Tandridge DC about the matter of consent for the extension and a copy of this had been circulated. The Chairman indicated that he had replied personally but there had been no response to this.
(2) Old Lane Improvement Fund: The Clerk had circulated a copy of a letter received from the Fund Secretary requesting a meeting with Parish Council representatives. This was discussed and it was agreed that, before such a meeting took place, efforts should made to establish what action Surrey Highways would be taking following the report into the drainage problem. It was also agreed that Bob David should attend the forthcoming meeting of the Tandridge Local Committee to support Councillor Harry Pettifor in efforts to provide funding for this matter.
(b) Insurance: The Clerk indicated that he had circulated copies of a further letter from Mr Munday and of a quotation of Ł960 from Down To Earth Tree Management for the survey required by Cornhill. It was agreed that the quotation should be accepted and Down to Earth be requested to carry out the survey in October/November after the leaf fall. It was also agreed that the Clerk should acknowledge the letter and indicate that a copy was being passed to Cornhill for its attention. The Clerk also indicated that he would at the same time be supplying other information requested by Cornhill.
Audit: The Clerk reported that the audit for the year ending 31 March 2002 would take place on or after 31 October. He indicated that the draft Annual Account had been circulated to all members of the Finance Committee. It was agreed that the Account be approved. Discussion then took place with regard to the appointment of an internal auditor as required by the new regulations. Arrangements had been made for request to be published in the Parish Magazine asking for a volunteer. However, two possible volunteers had already come forward and it was agreed that that the Chairman and Ian Mitchell, in company with the Clerk, would arrange an early meeting to acquaint these volunteers with the requirements of the Regulations. It was agreed that, in view of the urgency of the matter, the Chairman and Ian Mitchell should have discretion to appoint an internal auditor if they considered it appropriate to do so.
Travelling expenses: The Clerk reported that the motor mileage rates for members and those representing the Parish Council at official meetings was 35.8 p per mile for the first 10 miles and 10.1p per mile thereafter.

Highways & Rights of Way
Sundry Highway Matters:
(1) Old Lane: Bob David declared an interest in this matter as the owner of a property in
Ninehams Road that would benefit from any improvement in the drainage in Old Lane.
As had been agreed earlier, it was agreed to continue to press Surrey Highways to
implement as many of the report recommendations as possible and to support
Councillor Harry Pettifor’s efforts to secure financial funding for some of the work.
(2) Scout Hut Lay-by: Nothing to report
(3) Clarks Lane: Bob David had nothing to report but would be chasing the matter up. Rights of Way:
(1) Bridleways Association: The Clerk reported that he had been served with a formal notice by the Tatsfield Bridleways Association that it had made formal application to Surrey CC to modify the Definitive Map by upgrading Ninehams Road, Edgar Road and Borough Road to footpath and bridleway status.
(2) Countryside & Rights of Way Act 2000:The Clerk drew attention to extract from the provisional map (amended following public consultation) that had been placed in circulation.
(3) SCC Rights of Way Progress Report: The Clerk had placed the copy of the report in circulation and it was noted.
(4) Miscellaneous: It was noted that a hedge in Approach Road required cutting back and that BT had left tree branches in the Millennium Wood.

6 Reports
County Councillor: Harry Pettifor reported as follows:
(1) The work in relation to Safe Routes to School was progressing.
(2) The new Titsey roundabout was complete. The fence which was the subject of some complaint, had been erected to protect a hedge that had been planted and the fence would be removed when the hedge had matured sufficiently.
(3) Surrey had basically indicated its opposition to airfield developments of any great size!
(4) He was pessimistic about the implementation of the recommendations in the report on the drainage problems at Old Lane. He hoped to be able to persuade the Tandridge Joint Committee to vote some funds for the project.
(5) It looked possible that Surrey would provide additional classrooms at Tatsfield School.
(6) He drew attention to the forthcoming meeting about the Caterham By-pass and briefly outlined the possible solutions to improve road safety.
District Councillor: There was no report in the absence of Tina Fry.
Police Matters: Ian Mitchell indicated that there had been a spate of theft of horses and tack in the area. He had nothing else to report.
Biggin Hill Airport: Ian Mitchell drew attention to a brochure produced by Biggin Hill Airport which gave details of the Airport’s proposed development.
Transport matters: A report by Denis Hayes had been circulated and was noted.
SVSC AGM: A report by Denis Hayes had been circulated and was noted.

7. Council Aims & Objectives
(a) Parish Appraisal: It was noted that the application for a grant of Ł4,500 from the Countryside Agency had been successful. All involved were very enthusiastic and good progress was being made. It was hoped that the questionnaire would be finalised in the coming week and that it would be printed and ready for distribution by the end of October. Thereafter, the replies would be analysed and the report prepared for publication in early Spring 2003. It was agreed that the Parish Room would be made available, free of charge, for this purpose. Thanks were expressed to those involved.
(b) L-shaped Field Committee: Bob David reported that the field had at long last been cut and flailed. It was hoped that it would be rolled in the coming week.

8. Notified Items
(a) Safe Routes to School: Bob David had circulated a report to all members and this was noted.
(b) Advertising on Greens: It was noted that the commercial sign on Tatsfield Green had been removed without the need for any letter from the Clerk and it was agreed that no further action was required unless and until a further sign appeared. The Clerk had written to the Parish Magazine on the general matter of advertising and this had been published.
(c) Tatsfleld/Vern d’Anjou Association: The Chairman had received a letter from the Association criticising the Parish Council’s lack of action over a possible name change for Approach Road. He had replied to this and copies were passed round. The Chairman’s action was agreed.
The Chairman indicated that there were no difficulties in the way of the proposed presentation of an oak tree to Vern d’Anjou. The tree would come from the Millennium Wood and there would be a brass plaque suitably engraved. It was agreed that a sum of up to Ł200 be allowed to cover travel and subsistence for the Chairman and Tony Erbes to travel to Vern d’Anjou for the official presentation and planting of the tree in the grounds of an Old People’s Home.
(d) Shared Youth Worker: There is nothing to report.
(e) Christmas Decorations: The Clerk confirmed that he had written to Seeboard requesting connection of the lights to the main supply. It was agreed that a sum of up to Ł50 be allowed towards the cost of a Christmas Tree for the village.
(f) Tandridge Parish Transport Grant: The Clerk had circulated a copy of the Letter from SVSC about the possibility of making a joint bid for a Parish Transport Grant. It was agreed that the Clerk should indicate that the Parish was interested in joining in the application for a Joint Travel Grant.
(g) Crime & Disorder Act 1998: The Clerk drew attention to the fact that under section 17 Crime & Disorder Act 1998 the parish council had a duty to consider the impact of its actions on crime and disorder in its local area. Margaret Boadella volunteered to be a member of the Police Liaison Committee and would attend the next meeting on 30 October.
(h) Crossways Court: The clerk had circulated a copy of the response from Tandridge DC regarding the warden cover. It was agreed to monitor the situation and then take the matter later if considered appropriate. The Clerk was asked to write accordingly.
(I) Surrey Parishes LG: It was agreed that the meeting on 23 October 2002 in the Village Hall would commence at 8.00 p.m. with coffee and biscuits being served from 7.30 p.m. Dorothy Reeve agreed to be responsible for the organisation of the refreshments. It was agreed to ask all parish councils to put forward subjects for discussion and it was suggested that these might include Crime & Disorder Act, Shared Youth Worker, Audit regulations and Policing.

9. Village Hall
(a) Building Project Committee: Ian Mitchell indicated the work in the Green Room was progressing but could not be completed until the drying out was complete. Certain extra ventilation had been agreed and a heater installed to improve the situation. He was disposed to allow plenty of time for the Room to dry out and to leave re-decoration for as long as possible. Everything else would be completed so that the room could be used. The Millennium Commission had carried out its routine inspection and would like to see everything completed by the end of the year, if at all possible.
Management Committee: Bob David reported that the public telephone had been removed but it was still possible for emergency calls to be made. The new stage lighting system had been partly installed and the installation would be complete shortly. The open Computing Course had been very successful and thanks were due to Carol Jordan for her work in organising this. He was sorry to report that Denis Hayes had resigned as treasurer with effect from 31 March 2003. . -
(c) Lease: The Management Committee had reported that the Charity Commission had rejected the proposed lease and It was agreed that the matter should be referred back to SCAPTC Solicitor Roger Taylor for advice.
(d) Car Park CCTV: The Chairman indicated that he had obtained two quotations of Ł2,000 and Ł5,500. Considerable discussion took place as a result of which there was unanimous agreement that the likely benefit to be derived from installing such a system did not justify the cost of installation, coupled with the maintenance and running costs. It was agreed therefore that no further action would be taken.

10. Property & Land Maintenance
(a) Property:
(1) Barnfield/Maesmaur Road Dumping: It was noted that Mr J Haynes had not removed
the vehicle abandoned by him and Mr Viera continued to store materials on this land. It was agreed that the Clerk should write to Mr Haynes insisting that the vehicle was removed immediately and that Mr Viera should be notified that if the materials were not removed forthwith, the Parish Council would be at liberty to remove them and place them on his land. This letter would be personally delivered to Mr Viera’s address, as there were doubts whether Mr Viera was in residence,
(2) Miscellaneous: Arrangements had been made to cut the hedge adjoining the Village Hall and that bounding the Surgery but this would be chased up as the matter was becoming urgent. The hole in the entrance drive would also be dealt with.
(b)Land:
(1) Tatsfield in Bloom: The result of the judging would be announced the following day.
(2) Claimed Land: The Clerk apologised for not having made a sample application to test whether a possessory title could be obtained. He agreed to deal with the matter.
(C) Pond: Wendy Maddison indicated that she was not satisfied with the service being given by Waterside Aquatics and she had therefore obtained a quotation from Aquajoy of 31 Lower Morden Lane, Morden. This firm were specialists in the maintenance of ponds. She had obtained a quotation of Ł350 + VAT per visit and she was satisfied that much better value would be obtained. She had been informed that after each visit a report would be submitted detailing the work carried out and with recommendations as to future treatment and maintenance. After discussion, it was agreed that Wendy Maddison would advise Waterside Aquatics that their services were no longer required. It was further agreed that Aquajoy would be employed to carry out maintenance to the Pond and the Clerk was asked to write accordingly.

11. Meetings to attend:
(a) Surrey Countryside & Heritage Talks: The Clerk drew attention to these talks taking place on various dates in October & November.
(b) Worlds Biggest Coffee Morning: organised by TDC Chairman on Friday 27 September 9.30-11.30
(c) SNAP Anti-Drugs Initiative: organised by Surrey Police and Tandridge DC on 17
September at 9.00 a.m.’

12. Correspondence
(a) NHS Scrutiny in Surrey: The Clerk drew attention to this initial consultation, responses to which were required by 7 October.
(b) Rural Services Standard 2002: The Clerk drew attention to the letter from DEFRA about this Government publication.
(c) Tandridge Community Strategy: The Clerk drew attention to a letter from the Chairman of Godstone PC asking for information concerning issues identified by the Survey.
(d) NALC Development Strategy: The Clerk drew attention to SCAPTC response in this matter, a copy of which had been circulated to all members.
(e) Shaping Surrey’s Future our Strategy: The clerk likewise drew attention to the SCAPTC
response on this matter, copies of which had also been circulated.
(f) Orbit — Transport Solutions around London: Ditto
(g) Your Region, Your Choice: Ditto.
(h) Local Government Act 2000: The Clerk drew attention to the SCAPTC response submitted
in response to the DETR Consultation on Standards Committees.
(I) Surrey Wildlife Trust Community Participation Review: Ditto
(j) SCC Tandridge Joint Committee: 17 September at 2,30 p.m. at Council Offices, Oxted - Bob David to attend.

13. Any Other Business
a) Code of Conduct: In answer to a question from Margaret Boadella, the Clerk indicated that he had not had any requests to view the Register of Interests.
b) Register of Electors: Ian Mitchell drew attention to the fact that copies of this Register supplied to members were for use in relation to their Parish Council activities and for no other purpose.
c) Surrey Ambulance Community Responders Scheme: Bob David reported that all the various concerns of volunteers had been dealt with satisfactorily by Surrey Ambulance.
The meeting closed at 11.22 p.m.

INDEX OF MINUTES