JANUARY TO MARCH 2003

MINUTES of a Meeting of Tatsfield Parish Council held on the 13th January 2003 in the Parish Room, Westmore Green, Tatsfield at 8 p.m.

Present: Mr David Wood (in the Chair).
Mr Bob David
Mrs W Maddison Mr Tony Erbes
Mr Ian Mitchell Mrs D Reeve

In attendance: Mr John Sandiford (Clerk), Mrs Tina Fry (TD Councillor), Philip Clarke (Parish Constable) and 8 parishioners

Apologies: Mrs M Boadella and Mr Harry Pettifor (SC Councillor).

1. Minutes
The minutes of the meeting held on the 9th December 2002 were approved and signed by the Chairman as a correct record subject to the following amendments:
(a) the amendment of “1005” to read “100%” in the thirteenth line of Paragraph 10(b).

2. Matters Arising:
(a) Winter Emergency List: Wendy Madison confirmed that the List had been distributed to members.
(b) Insurance: The Clerk indicated that the tree survey had indicated that there was no evidence to support this claim. Details had been passed to the Council’s Insurers.
(c) Precept: The Clerk confirmed that the formal request for the precept of Ł18,500, as agreed at the last meeting, had been lodged with Tandridge DC.
(d) Scout Hut Lay-by: The Clerk confirmed that he written to Derek Gibbons indicating that the Parish Council would not be pursuing the matter.
(e) Christmas Lights: The Chairman reported that the lights and the tree had been removed and the bills for hire appeared in Appendix B.
(f) Surrey Policing Plan: Members had completed their responses and returned them direct.

3. Planning Matters
(a) Planning Matters: David Wood reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.
(b) Sundry Planning Matters:
(1) Review of Planning Enforcement: Ian Mitchell reported that he and Bob David had attended the TDC Chairman’s Seminar being held on 19 December and that a copy of the Response by Tandridge DC to the Consultation had been placed in circulation. He summarised the various matters and indicated that he did not consider that there was any need for the Parish Council to submit its own individual response as Tandridge had submitted a response, a copy of which had been placed in circulation.
(2) SCC Structure Plan: The Clerk drew attention to consultation by Surrey CC in respect of the Surrey Structure Plan Deposit Draft December 2002 in respect of which responses were required by 21 February 2003. Summary leaflets had been distributed to all members. He also drew attention to a meeting being held by SCAPTC to discuss the response to be submitted by SCAPTC. This meeting would be held at The White Hart Barn, Godstone on Tuesday 4th February at 7.30 p.m and Ian Mitchell and Wendy Maddison indicated their intention to attend.
(3) Land south of Tatsfield Lane, Westerham: Ian Mitchell drew attention to an application to Bromley LB for the erection of stables and other buildings. It was agreed to lodge an objection on the grounds that the access was inadequate.
(c) Planning Councillor: Bob David

4. Finance
(a) Grants:
(1) Westmore Green Play Area: The Clerk indicated that he was still awaiting details of how payment was to be made.
(b) Payments: as at Appendix B were approved.

5. Highways & Rights of Way
(a) Highway Matters:
(1) Old Lane: Bob David declared an interest in this matter as the owner of a property in Ninehams Road that might benefit from any improvement in the drainage in Old Lane. He indicated that legal clearance for the grant was still awaited from Surrey CC Legal Department.
(b) Rights of Way:
(1) Tatsfield Bridleways Association: The Clerk reported that Surrey CC had declined to hold a public meeting in the village but it had written a further detailed letter to all frontagers on the roads affected explaining the procedure and the rights of residents to object. After further discussion, it was agreed that public concern was such that a public meeting should be held and that approaches should be made to Harry Pettifor to persuade Surrey CC to be present. It was also agreed that representatives from Tatsfield Bridleways and from CPRE would be invited, along with NALC/SCAPTC and other organisation that might be able to give advice to those affected by the applications. It was hoped that the meeting could be held before the end of February.
(2) Public Footpath CP136 and CP139: The Clerk drew attention to a letter from Surrey CC concerning applications made by the Parish Council some years for the establishment of public footpaths. It seemed that these applications had never been formally determined but it was possible that the establishment of Public Bridleways might make it possible to resolve them. The County Council wished to know whether the Parish Council wished to continue with the applications for footpaths. After discussion, it was agreed that the Clerk should inform Surrey CC that the Parish Council did not wish to proceed with the applications until the applications referred to in the preceding paragraph had been resolved.
(3) Public Footpath 279 and 284: The Clerk indicated a letter had been received from a Tatsfield resident enclosing copies of correspondence with LB Bromley concerning these footpaths. The complaint in respect of FP279 related to obstructions to access and that relating to FP284 related to its closure. In respect of both matters the help of the Parish Council was enlisted. It was agreed that the matter would be looked into.
(4) Beech Avenue BW614: The Clerk confirmed that he had drawn this matter to the attention of Surrey CC Rights of Way and it had indicated that the only signs supplied by the County Council were small signs stating “Public Bridleway – No Motor Vehicles”. As there was a possibility that there were persons having private vehicular access rights, the County Council indicated that would be no objection to the Parish Council erecting signs indicating “No unauthorised vehicles” or similar. After discussion, it was agreed that the matter should be deferred to see whether the situation warranted any further action.

6. Reports
(a) County Councillor: In the absence of Harry Pettifor, there was no report.
(b) District Councillor: Tina Fry reported as follows:
(1) Westmore Green Play Area: She was still unable to indicate how payment should be made.
(2) White Lane: There was concern at the increased traffic in Pilgrims Way in the event of a one-way scheme being implemented. She asked that this factor be taken into consideration in any discussion on this matter.
(3) Microcell Mast Planning Application: This was yet to come before Tandridge for a decision.
(4) Bridleways: She considered that a public meeting would be very useful and might change the mind of the Bridleways Association.
(5) L-shaped Field: a breach: She was pleased to see that the Field had been levelled.
(6) Planning Enforcement: The imposition of a Ł10,00 fine and costs for a breach of an enforcement notice was welcomed.
(c) Police Matters: Philip Clarke reported that crime levels remained low despite a certain amount of anti-social behaviour in the village. There was improved liaison with Surrey Police and this had resulted in 4 recent arrests for drug offences. He stressed that the Police were very dependant upon the co-operation of the public and it was extremely difficult and frustrating when the public withdrew statements that had been given earlier. Investigations into fly-tipping looked as though they would result in charges being brought in the very near future.
(d) Biggin Hill Airport: Ian Mitchell indicated that he had nothing to report. The next meeting of the Joint Consultative Committee would be on 23 January.
(e) Transport matters: The report from Denis Hayes of the East Surrey Transport Committee held on 7 January was noted.
(f) Parish Appraisal: The Chairman of the Appraisal Committee, Gerald South, reported that 480 households had responded to the Survey. This was extremely good and slightly higher than the response to the previous appraisal. All the information was now being marshalled into shape and there would be an exhibition in the Village Hall on18 January displaying the information so far available. The Committee wanted to have the Report published by mid-April so that it was available to the new Council. It was hoped therefore that the draft report would be completed by mid-February so that it could be submitted to the Parish Council for approval at its March meeting. The Committee also suggested that the Parish Council should consider holding an Information Evening for local people interested in becoming parish councillors. The suggested date for such a meeting was 12 March. The view was expressed that such persons could evidence their interest by attending Council meetings and familiarising themselves with the procedure of and business conducted at such meetings.
(g) Affordable Village Housing Seminar: Bob David reported that he attended this seminar on 9 January organised by the Rural Housing Trust. It had been very informative and he had circulated a report to all members. Funds were available from Central Government sources for such schemes. The Trust was very anxious to promote a scheme in the Tandridge district and he had ascertained that the speaker at the seminar, Andrew Smith, would be willing to meet the Parish Council to discuss the matter. After discussion, it was agreed that he should be invited to attend a meeting of councillors on 27 January or 5 February. Bob David agreed to make arrangements accordingly and notify members as soon as possible of the exact arrangements.
(h) Information Day for Clerks: The Clerk had circulated a report of the matters discussed at this seminar and suggested that councillors should consider its contents carefully before discussing its implications at the next meeting. It was agreed to have this discussion on the same evening as the meeting to be arranged in the previous paragraph.

7. Notified Items
(a) L-shaped Field: The Chairman indicated that arrangements for rolling the Field were in hand but it would not be possible to do this until the weather improved. The Clerk reminded councillors that the question of public liability insurance would have to be considered and the standard of the final surface of the field was very important.
(b) Safe Routes to School: Bob David reported that as the Pre-School was no longer operating in the Scout Headquarters in Approach Road, that part of the scheme from the village centre to the Scout Headquarters would not be implemented. The scheme in all other respects was proceeding. He stressed that he made it clear to Surrey Highways that any restrictions on parking in the village centre would be strongly opposed.
(c) Parish Transport Grant: The Clerk dreMarshall Surfacing Contracts in the total sum of Ł595 + VAT be accepted for various items of work to the ramps and manhole.
(4) Claimed Land: The Clerk indicated that he had made some progress in finalising the test application to HM Land Registry.
(b) Tree Survey: The Clerk drew attention to the survey carried out by Down to Earth Tree Management. The Clerk had circulated a note to all members detailing the work that needed to be carried out in the short, medium and long term. He had indicated in his note to members that he would send a copy of the report to Cornhill unless members objected. Having heard nothing, he indicated that a copy of the report and his summary had been sent to Cornhill on 2 January. A reply had been received indicating that Cornhill requested that the urgent items should be carried “as soon as possible”. The Clerk also reported that he had requested and had just received a quotation from Down to Earth for this urgent work and this totalled Ł3,450 + VAT. At the Chairman’s request, he had contacted Connick Tree Care of New Pond Farm, Woodhatch Road, Reigate with a view to obtaining an additional quotation. This firm was an approved contractor of the Arboricultural Association. It was willing to quote and it could inspect on Thursday following the meeting. It would also be able to carry out the work quickly.
After discussion, it was agreed that (a) the Clerk should write to Tandridge DC drawing to its attention the work required to trees on Westmore and Tatsfield Greens with a view to that part of the work being carried out by Tandridge under its maintenance arrangement, and (b) quotations be obtained from Connick Tree Care and from Chris Lehan for all the urgent work (including the Greens).
(c) Land:
(1) Tatsfield in Bloom: Bob David reported that the last meeting of the Organising Committee took take place on 5 December. Efforts were currently being to ensure that grants and sponsorship were forthcoming for the year ahead.
(d) Pond: Wendy Maddison asked if any payment had been made to Waterside Aquatics since 1 April. The Clerk agreed to check the position. She indicated that she was arranging maintenance visits with Aquajoy and it was agreed to suggest they should be arranged for April, June and September/October.

10. Meetings to attend:
(a) SCC Tandridge Local Committee: 22 January 2003 at 10.00 a.m. at Warlingham Methodist Church Hall, Limpsfield Road, Warlingham – Bob David to attend.
(b) Tandridge Crime Prevention Panel: 6th February 2003 at Caterham Police Station at 7.30 p.m.- Margaret Boadella to attend.
(c) SCAPTC General Meeting: Saturday 22 February 2003 at 2.30 p.m. at venue to be notified.
(d) Surrey Rail Forum: 8 April 2003 at 10.30 a.m. at Ashcombe Suite County Hall, Kingston-upon-Thames – Denis Hayes to attend.
(e) Standard Board of England Roadshow: 22 January 2003 between 5.30 –8.45 p.m. at The Small Hall, Kensington Town Hall, Hornton Street, London W.8 – bookings required by 14 January.
(f) TDC Seminar for Parish Councillors on Conservation Areas & Listed Buildings: at a date to be arranged between 17 March – 11 April. Evening meeting with 2/3/ councillors invited.
(g) PCPG Meeting: 16 January.

11. Correspondence
(a) Westmore Green Play Area: The Clerk indicated that he had received notification from RoSPA regarding a safety inspection of the playground and its equipment. Such a report would form part of the Council’s risk assessment but as Tandridge DC managed the area and had always previously carried out a safety inspection, he had written requesting confirmation that an inspection would be carried out and asking for a copy of the report.
(b) Parish Room: The Clerk indicated that he had made a booking for 21 February.

12. Any Other Business
(a) Alan Fry OBE: The Chairman expressed congratulations to Alan Fry for his recent honour and this was endorsed unanimously by all present. The Chairman indicated that he would write accordingly.
(b) SERPA: Bob David indicated that this Association was able to provide as to how to incorporate the views of children and young persons in Parish Plans and he would be making contact.
(c) SVSC: Ian Mitchell drew attention to the fact that a scheme existed for providing Internet computers to Community groups.
(d) Tandridge DC Community Strategy: Ian Mitchell indicated that he personally had been invited to comment on this Strategy and he wondered whether the Parish Council had also been asked to comment. As no such communication had been received, Bob David agreed to contact Tandridge DC about the matter.

The meeting closed at 11.12 p.m.

RESULTS: -
Approved
02/1439 4/5 Grove Road
02/1480 Mayfield, Ricketts Hill Road (infill extension)

Appeals
01/108 The Limes, Maesmaur Road (exchange of written statements)
01/501 Blencathra, 47 Paynesfield Road (exchange of written statements)
01/2727 Great South Street Farm, Tatsfield Lane, Westerham (LBB)
02/470 Kemscott Farm, Lusted Hall Lane (new access road)
01/419 8a & 8b Westmore Road (exchange of written statements + site visit)
01/1245 Bransgore, Ship Hill

CURRENT APPLICATIONS: -
02/1825 Land adjoining School Crossroads, Ship Hill - Erection of 8m High Lamp-post style Telecommunications Mast with 2 antennae and associated equipment cabinet (Notification by Telecommunication Code System Operator – Orange)Recommendation: A detailed response had been made submitted setting out the various concerns.
02/1833 Land adjoining Bransgore, Ship Hill - Erection of 8m High Lamp-post style Telecommunications Mast with 2 antennae and associated equipment cabinet (Notification by Telecommunication Code System Operator – Orange) Recommendation: A response had been submitted in similar terms to the previous application but it was noted that the application had been withdrawn although it was likely to be re-submitted in respect of a different site on the opposite side of the road.
02/1854 Woody End, Johns Road - Demolition of existing conservatory; erection of replacement side conservatory and single storey rear extension. Recommendation: No objection.
93/789 Land adj Greenway Cottage, Greenway Demolition of existing building and erection of chalet bungalow with integral double garage – RENEWAL OF EXISTING APPROVAL. Recommendation: No objection. During the discussion of this item, Ian Mitchell declared a prejudicial interest as the applicant and left the room.
02/1632 Mayfield, Ricketts Hill Road Retention of stable block, rest room & riding arena and continued use as livery yard and riding school. Recommendation: Regret to be expressed at the retrospective nature of application and objection to be lodged based on development in MGB outside the village centre.
02/1912 56 Crossways Demolition of part of existing garage and erection of single storey rear extension Recommendation: No objection.
02/1924 Deepdene, Ricketts Hill Road Demolition of existing dwelling and erection of two storey dwellinghouse. Recommendation: Objection - loss of a small dwelling - bungalow preferred.
02/1951 Blencathra, 67 Paynesfield Road Erection of detached garage with access on to Kemsley Road Recommendation: Objection to be lodged based on grounds cited by Inspector when refusing appeal on previous application for double garage.
02/1952 Blencathra, 67 Paynesfield Road Erection of pitched roof over existing flat roof and dormer window in front and rear elevations of existing pitched roof and provision of balcony to rear, all in connection with loft conversion. Recommendation: To be dealt with by next Planning Councillor.

MINUTES of a Meeting of Tatsfield Parish Council held on the 10th February 2003 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 Ian Mitchell Mrs D Reeve

In attendance: Mr John Sandiford (Clerk), and 10 parishioners

Apologies: Mrs W Maddison, Mr Tony Erbes, Mr Harry Pettifor (SC Councillor) and Mrs Tina

Fry (TD Councillor).

Minutes

The minutes of the meeting held on the 13th January 2003 were approved and signed by the Chairman as a correct record subject to the following amendments:

In Paragraph 6(b)(5) the deletion of “a breach”;

In Paragraph 9(b) the insertion of “out” after “carried” in the seventh line;

In Appendix A to the entry relating to Deepdene of the recommendation “Objection based on loss of small dwelling and request for single storey dwellinghouse only”.

Matters Arising:

Alan Fry: The Chairman confirmed that he had written to congratulate Alan Fry on his award of OBE and he had received a letter of thanks in return.

3. Planning Matters

Planning Matters: Bob David reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.

Sundry Planning Matters:

SCC Structure Plan: Ian Mitchell reported that he had not been able to attend the meeting held by SCAPTC to discuss the response to be submitted by SCAPTC to the consultation on the Structure Plan. He had however drafted responses based on the responses to the initial draft and these had been placed in circulation. It was agreed that these responses should be submitted without further amendment..

Tandridge Supplementary Planning Guidance: The Clerk drew attention to the new Planning Guidance approved by Tandridge DC in relation to the extension and conversion of buildings in the Green Belt.

Tandridge Draft Criteria for Identifying Buildings of Character: The Clerk also drew attention to these criteria, copies of which had been circulated to all members. It was suggested that in due course consideration should be given to the criteria to see whether there were any buildings that came within them

DEFRA Review of Agri-Environmental Schemes: The Clerk indicated that this Review had been circulated through SCAPTC. Ian Mitchell indicated that he had looked through the document and did not consider that there was any useful comment that could be made. It was agreed therefore not to make any response.

Surrey Structure Plan Consultation: Responses to this consultation were required by 22 April and a full copy of the draft Plan had been placed in circulation. It was agreed that members should pass their comments to Ian Mitchell who would collate them.

Tandridge Planning: Ian Mitchell drew attention to the fact that Tandridge had been rated very good on its performance in dealing with planning applications and as a consequence would receive extra funding.

4. Finance

Grants:

Westmore Green Play Area: The Clerk indicated that he was still awaiting details of how payment was to be made.

HSBC Bank: The Clerk had circulated details of a new account being introduced that he considered would benefit the Parish Council. The new account would receive a higher rate of interest on deposits. It was agreed that the present Business Account be closed at the end of the financial year and the funds transferred to the new Money Manager Account to be opened in the name of the Parish Council. The signatories for the new account would be all members of the Parish Council with power for the Clerk, as at present, to make inter-account transfers between the Current Account and the new Money Manager Account.

SCAPTC: The Clerk reported that, subject to approval at its next meeting, the SCAPTC subscription for 2003/4 would be Ł487.17 + VAT as compared with Ł477.00 this year.

5. Highways & Rights of Way

(a) Highway Matters:

Old Lane: Bob David declared an interest in this matter as the owner of a property in Ninehams Road that might benefit from any improvement in the drainage in Old Lane. He indicated that Surrey CC had now confirmed that it had power to make the grant and consequently the work had been ordered. He drew attention to the role in the matter played by SC Councillor Harry Pettifor and a vote of thanks was passed for his efforts to make sure the grant was made.

(b) Rights of Way:

Tatsfield Bridleways Association: The Clerk reported that he had circulated members with full details of the arrangements for the public meeting to be held on 12 February in the WI Hall. These were noted and agreed. Speakers would include two representatives from Surrey CC, the Honorary Solicitor of SCAPTC Roger Taylor and Ann Hayes representing Tatsfield Bridleways. He had contacted Tim Harrold, the Surrey Chairman CPRE who had sent a written opinion from the CPRE Solicitor. After discussion, it was agreed that Ann Hayes, representing Tatsfield Bridleways, should be invited to speak first so that she could explain the circumstances surrounding the making of the application.

Public Footpath CP136 and CP139: The Clerk confirmed that he had advised Surrey CC that the Council did not wish to proceed with these applications for the present.

Public Footpath 279 and 284: The Chairman indicated that he had inspected these footpaths and he agreed that it would improve pedestrian access if some or all of the stiles were removed from PF279 and the Clerk had written accordingly to London Borough of Bromley. A reply had been received indicating that it was intended to replace the stiles with wooden posts and it was hoped that this work would be carried out in 2003. As the other complaint related to a path that was not registered, the correspondence had been passed to the Parish Magazine to see if information could be obtained whereby an application could be made to have the path registered.

Beech Avenue BW614: Following the last meeting when a decision to leave the question of whether signs should be erected had been adjourned for the time being. The matter was again discussed and it was decidd, by a majority, that no further action should be taken.

6. Reports

County Councillor: In the absence of Harry Pettifor, there was no report.

District Councillor: In the absence of Tina Fry, there was no report.

Police Matters: Ian Mitchell indicated that he had nothing to report as the last PCPG meeting had been cancelled.

Biggin Hill Airport: Ian Mitchell reported that air traffic had reduced dramatically over the last quarter to approximately 80,000 movements per annum, equivalent to a 30% reduction. He also indicated that some 200 jobs were about to be lost because of the reduction in Formula I activity. The relationship between the Airport Operators and the LB Bromley continued to be somewhat difficult. The implementation of an old planning consent for a 50 bed hotel was now being debated. LB Bromley had previously refused a hangar development by Jet Aviation and this decision had been confirmed on appeal but the Secretary of State had now overruled the Inspector’s decision and it seemed the development would proceed.

Transport matters: Nothing to report.

Parish Appraisal: Gerald South reported that some 70 residents had attended the display in the Village Hall on 18 January. The Steering Committee would be holding a meeting 12 March for those interested in becoming parish councillors and it was hoped that as many of the current parish councillors as possible would attend. The text of the final report was almost complete and it was hoped that copies would be distributed to Parish Councillors in sufficient time for them to approve the report for publication at the beginning of April. It was also possible that it would then be possible for it to be discussed at the Annual Parish Meeting.

Affordable Village Housing: Following the meeting with Andrew Smith held on 5 February, it was agreed (a) that the Parish Council wished to initiate the procedure for the establishment of an affordable housing scheme and (b) that the necessary public survey, to establish that there was the necessary need for such a scheme, should be undertaken as soon after the Annual Parish Meeting as possible. The Clerk was asked to write to confirm this.

Information Day for Clerks: It was agreed that, following the recent informal meeting, the following matters should be implemented:

Freedom of Information Act 2000

That details of the Council’s Publication Scheme be published on the website and in the Parish Magazine;

The charge for copies shall be 50 per A4 sheet

Race Relations Act 2000

That the Council’s policy be considered in all matters;

That the last Census published showed that of a total of 1816 persons in the Census only 8 were of ethnic origin;

That a copy of the latest Census return be obtained as soon as available.

Insurance

Individual items of cover of insurance cover to be reviewed annually before renewal takes place.

A risk assessment be carried out of all Council’s functions and areas of responsibility

Individual councillors to accept responsibility for checking designated areas of responsibility on a regular basis and for a report to be submitted to and recorded at council meetings;

All electrical appliances be subjected to a safety test on an annual basis

Finance

Planning Councillor to be responsible for checking all cheques against accounts/invoices prior to authorisation of payments at Council meetings;

Consideration to be given to the appointment of a councillor to be responsible for periodic checks of bank statements and reconciliations;

Review to be carried out as to necessity for more detailed financial regulations.

7. Notified Items

L-shaped Field: The Chairman reported that an estimate of Ł850 had been received from Chris Lehan for leveling the field and re-sowing with grass seed. The work could not be carried out until the weather improved. After discussion, it was agreed that (a) the estimate should be accepted without the necessity for obtaining competitive quotations due to the great difficulty in finding contractors willing to undertake the work. The Chairman undertook to indicate to Chris Lehan that, in carrying out the present work, he should bear in mind that there was a possibility that the Parish Council might decide in the future to install a level hard surface area.

Safe Routes to School: Bob David reported that Phase I of the work was due to start on 17 February and was scheduled to be completed in 8 weeks.

Parish Transport Grant: The Clerk confirmed that he had written indicating that the Parish Council wished to be part of the bid and would be willing to fund the application to the extent of Ł333 over the two years of the Scheme.

Annual Parish Meeting: The Chairman indicated that it had been decided to bring the date forward by a week to Wednesday 9 April. The reason for this was that it would then be possible to have Andrew Smith of the Rural Housing Trust to speak. Members had now had an opportunity to meet and hear from Andrew Smith at the private meeting held on 5 February. These arrangements were agreed and the Clerk was asked to draft the report to be submitted to the Meeting along with a suggested programme.

Tandridge Community Strategy 2003-2006: Bob David reported that he had circulated all members with a copy of the consultation questionnaire so that they could, if they wished, respond individually.

Gatwick Airport Community Trust: The Clerk drew attention to a letter from the Trust inviting applications for grants. The closing date for the current round of applications was 21 March 2003. Bob David indicated that he had contacted the Trust to see if Tatsfield came within the qualifying area as Tatsfield was on the extreme edge. He had now been informed that, as it was not wholly within the qualifying area, it was not eligible.

8. Village Hall

Building Project Committee: It was agreed that, as the work of this Committee appeared to be complete, it should be disbanded subject to the Clerk being satisfied that there was no outstanding business to be completed.

Management Committee: The Clerk reported that the Committee had obtained a quotation from Brilliance Lighting for the reinstallation of the stage lighting following the recent work to the Green Room. This was for a sum not exceeding Ł500. The Parish Council had previously agreed to contribute up to that figure. Brilliance Lighting expected the work to cost in the region of Ł300. They were not prepared to give a more exact quotation because of complications arising from the need not to breach the damp proofing. The Clerk was authorised to write instructing Brilliance Lighting to proceed.

Bob David reported that Ł178 had been received from the Oxted Christmas Draw. The date for the Variety Theatre had been changed to 11 May. Final touches were being put to the application for a supplementary grant from the Millennium Commission.

Lease: The Clerk reported that the Charity Commission had conceded that it was wrong to a certain degree but was still not conceding that the Lease could proceed. Mr. Taylor was continuing the argument and was optimistic that he would persuade the Commission to remove its objections.

9. Property & Land Maintenance

Property:

Barnfield/Maesmaur Road Dumping: Bob David indicated that the building materials had not been moved and there was evidence of increased activity. In addition, adjoining residents were parking cars on the area. Discussion took place during which the Chairman indicated that he was still making enquiries as the cost involved in employing a lorry with a mechanical hoist to put the materials back on Mr Viera’s land. It was agreed that quotations should be obtained for the installation of posts on the boundary spaced at intervals to prevent vehicles going on to the land.

Parish Room: The Clerk confirmed that the order for work had been placed.

Tree Survey: The Clerk indicated that further quotations had now been received from Connick Tree Care and Chris Lehan and that he had submitted details of the tree work on the Greens to Tandridge DC. He understood that an estimate was awaited and that when this was to hand, the work would be authorised. It was agreed to take no action in respect of the three estimates obtained other than to acknowledge them and indicate that they were receiving attention.

Maesmaur Road: The Clerk drew attention to a letter from a resident indicating the intention to remove a branch from a tree overhanging their property. The tree was growing on land claimed by the Parish Council. The cost involved was approximately Ł150 and the resident was asking whether the Parish Council was prepared to consider meeting this expense. It was agreed that the tree should be inspected to see whether it presented any danger either at present or after the branch had been removed.

Insurance Claim: The Clerk reported that he had obtained, at the request of Cornhill Insurance, an estimate for felling this tree and grubbing out the roots. This had been forwarded to Cornhill along with comments on the report made by the Cornhill representative following her inspection of the tree site.

Westmore Green Play Area: The Clerk indicated that he had received a copy of the report by Tandridge DC and this indicated that there were a number of matters requiring attention. He had obtained confirmation that the necessary work was in hand.

Tatsfield in Bloom: Bob David indicated that volunteers had tidied the village of rubbish. He had circulated members with a report indicating that new trophies were superceding the trophies awarded to the village in last year’s competition. The trophies had been offered to the village at a cost of Ł80. It was agreed that they would be purchased for the sum of Ł80.The Clerk also drew attention to the fact that the Calor Surrey Village of the Year Competition was being discontinued due to lack of support and lack of funds.

Pond: The Clerk indicated that he had checked the records and was able to confirm that the account for Ł411.25 submitted by Waterside Aquatics had not been paid. He had therefore included this in Appendix B.

10. Meetings to attend:

SCAPTC General Meeting: Saturday 22 February 2003 at 2.30 p.m. at Lancaster Hall, Send.

Surrey Rail Forum: 8 April 2003 at 10.30 a.m. at Ashcombe Suite County Hall, Kingston-upon-Thames – Denis Hayes to attend.

TDC Seminar for Parish Councillors on Conservation Areas & Listed Buildings: Thursday 3 April at 7.15 – 7.30 p.m. – Ian Mitchell to attend.

Tandridge VSC Network Meeting: 11 February at Oxted URC, Bluehouse Lane, Oxted – details circulated.

SCAPTC Seminar for New Councillors: 6 June 2003 at 7.30 – Cost Ł20 per person.

SCAPTC AGM & GM: Saturday 12 July 2003 at 2.30 p.m. at East Horsley Village Hall

11. Correspondence

Westmore Green: The Clerk had received a request from the Tatsfield Horticultural Society for permission to use the Green for the Annual Plant Sale on Saturday 10 May. This was agreed.

The Old Ship: The Clerk reported that he had received formal notification of the transfer of the Licence to Michael Alvin Essenhigh and Wendy Thomas.

12. Any Other Business

Summer Concert: The Chairman indicated that Tony Erbes had asked him to suggest that another concert by the Lewisham Concert Band should be arranged as the Jubilee Concert by the Band had been so successful. There was general approval for this suggestion and it was agreed that the matter would be investigated further.

The meeting closed at 10.24 p.m.

PLANNING APPENDIX

RESULTS:-

Approved

02/1553 Porzincula, Parkwood Road

02/1480 Mayfield, Ricketts Hill Road

02/1611 Grasshopper Inn, Westerham Road, Moorhouse

Appeals

01/108 The Limes, Maesmaur Road (exchange of written statements)

01/501 Blencathra, 47 Paynesfield Road (exchange of written statements)

01/2727 Great South Street Farm, Tatsfield Lane, Westerham (LBB)

02/470 Kemscott Farm, Lusted Hall Lane (new access road)

01/4198a & 8b Westmore Road (exchange of written statements + site visit)

01/1245 Bransgore, Ship Hill

CURRENT APPLICATIONS:-

02/1952 Blencathra, 67 Paynesfield Road

Erection of pitched roof over existing flat roof and dormer window in front and rear elevations of existing pitched roof and provision of balcony to rear, all in connection with loft conversion.

Recommendation: Objection to be lodged based on unneighbourly development by reason of bulk & height.

03/034 84 Paynesfield Road

Extension to existing dormer and gable end to south east elevation.

Recommendation: No objection

03/43 Westwood Water Treatment Works, Clackets Lane, Westerham

Erection of extension to existing buildings to house treatment equipment, installation of new water tank with grassed banking over and two external tanks

To be considered by next Planning Councillor

03/92 Land at Ship Hill (opposite Ninehams Road)

Erection of 8m high telegraph pole design Telecommunication Mast with associated cabinet (Notification by Orange)

To be considered by next Planning Councillor

03/145 Clacket Lane MSA, Clacket Lane, Westerham

Erection of single storey side extension to provide cold store.

Recommendation: Subject to detailed consideration of application, objection to be lodged based on (a) visual intrusion and (b) failure to demonstrate need.

02/1632 Mayfield, Ricketts Road

Retention of stable block etc – submission of additional information.

Recommendation: Additional information did not alter the basis of objection previously agreed.

MINUTES of a Meeting of Tatsfield Parish Council held on the 10th March 2003 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), Mrs Tina Fry (TD Councillor) and 1 parishioner.

Apologies: Mr Tony Erbes and Mr Denis Hayes

1 Minutes
The minutes of the meeting held on the 10th February 2003 were approved and signed by the Chairman as a correct record subject to the following amendments:
The correction of the heading of paragraph 3(b)(5) to read “Surrey Countryside – The Future Consultation”.
The correction of the spelling of “decided” in the third line of Paragraph 5(b)(4)
The correction of Paragraph 6(h)(1)(b) to read “5p per copy”

2 Matters Arising:
Publication Scheme: Bob David indicated that it had not been possible to publish details in the March edition of the Parish Magazine but he hoped to do so in April.
Summer Concert: It was agreed to deal with this under Any Other Business

3. Planning Matters
Planning Matters: Margaret Boadella reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.
Sundry Planning Matters:
Proposed Orange Microcell: The Clerk indicated that he had been notified that Orange intended lodging a planning application in March for a mast to be sited on the southern side of Ship Hill (adjacent to the notice board) at the School Crossroads. It was agreed that this was something to be dealt as and when the application was lodged.
Waylands, Approach Road: Ian Mitchell reported that Tandridge Planning Department had confirmed that the present building operations did not require planning consent.
(c) Planning Councillor: Wendy Maddison

4. Finance
Grants:
Westmore Green Play Area: The Clerk indicated that payment had still not been made.
East Surrey Dial-a-Ride: The Clerk drew attention to an appeal from Dial-a-Ride for financial assistance. He indicated that a copy of a financial forecast had been provided and this showed that the service was being provided at the expense of reserves. On this basis the service would not be able to continue unless increased funding was obtained. At present, 5 residents of Crossways used the Dial-a-Ride service weekly and two other elderly Tatsfield residents also used it. It was agreed that a grant of Ł250 should be made in the next financial year.
Audit: The Clerk reported the successful conclusion of the audit for the year ending 31 March 2002. The only comment made by the auditor was that the Parish Council should undertake a risk assessment. He had therefore drafted this and it would be discussed later in the agenda.
Parish Room: The Clerk reported that the Non-Domestic Rate for 2003-4 would amount to Ł510.60, as compared to Ł502.55 for the current year.
Payments: as at Appendix B were approved. Margaret Boadella confirmed that, prior to the meeting, she had checked that an appropriate invoice and/or documentary evidence supported all payments listed.

5. Highways & Rights of Way
(a) Highway Matters:
Old Lane: Bob David declared an interest in this matter as the owner of a property in Ninehams Road that might benefit from any improvement in the drainage in Old Lane. He reported that the work of installing a new drainage channel at the top of Old Lane had started.
SCC Safe Routes to School: Bob David reported that work had not started as Surrey Highways had run out of money in the current financial year. The project would therefore have to be reconsidered in the financial year commencing 1 April and there was no absolute guarantee that the project would retain its priority. It was agreed that he would write to Surrey Highways with the object of ensuring that the project did proceed at an early date.
Crossways: Ian Mitchell reported that he had been informed that Surrey CC had written to all residents on the matter of encroachment on to the roadway.
(b) Rights of Way:
Tatsfield Bridleways Association: The Clerk had circulated members with a memorandum concerning the question as to whether a second public meeting should be held. He also reported that Surrey County Council had informed him that, to date, it had received a total of 29 objections to the two applications. In the case of Ninehams, Maesmaur, Borough and Edgar Roads, only 4 objections had been received as against 7 indicating no objection and 2 comments out of 62 households consulted. In the case of Crossways, Goatsfield, Greenway, Kemsley and Paynesfield Roads, there were 25 objections, 8 no objection and 1 comment out of 127 households consulted. Considerable discussion took place as to whether or not the Parish Council should hold a second publicmeeting or whether it should endeavour to act as an intermediary between the Bridleways Association and the residents. Before any decision was reached, it was agreed that the Clerk should contact Tatsfield Bridleways to ascertain what decision had been reached as to the applications anbd what discussions had taken place, if any, with the residents.

6 Reports
a County Councillor: Harry Pettifor reported as follows:
Clacket Lane Sandpit: The operator was about to lodge a revised reinstatementh programme. It was understood that this would involve composting and he was concerned about noise, unsightliness and smell. He was endeavouring to ensure that the matter was dealt with through the pklanning oprocess and would oppose any extension of the time allowed for reinstatement.
2 Safe Routes to School: He regretted that the commencement of work had been delayed but was sure that the project would continue in the new financial year. He agreed to press for this.
Tatsfield School: He was pleased to confirm that there was an Improvement Scheme for Ł0.75m that would proceed in the coming year. He was asking that alternative schemes should be put to the School and its preferences considered.
Bridleways: He wished to be kept informed of any developments.
Planning: He believed that retrospective applications were illegal.
District Councillor: Tina Fry reported as follows:
Council Tax: She was unhappy about the rise in Council Tax for the coming year but indicated that it was a straight choice between cutting services or raising the Council Tax. She was pleased that the decision had been made not to reduce services.
Deepdene, Ricketts Hill Road: She was very concerned at the situation brought about by the fact that the property was unoccupied. There had been problems of vandalism, noise and drugs because the deserted property had become a meeting place for local young people. There had been a recent fire and she had endeavoured to bring pressure on the owner to have the property securely boarded up but he refused to do anything. She would continue to try and seek a solution to the problem.
Old Surrey & Burstow Hunt: The Hunt had recently unintentionally ridden through the village and had caused a nuisance for which an apology had been made.
Tandridge Planning: She was very pleased that the Planning Department had been awarded the grant as a a results of its recent performance. She pointed out that the grant could only be used for specific purposes and it was likely that it would be used to improve the reception area and IT facilities.
Safe Routes to School: She was worried that the project would lose its priority and felt that pressure must be kept up to ensure that the project did proceed.
Caterham By-pass A22: Despite recent road safety improvements, accidents were still occurring and the situation was under review.
Tatsfield School: She considered that it would be some time before the improvement scheme could proceed, largely because of the planning procedures involved.
Bridleways: She felt that the Parish Council needed to consider what role it was playing with regard to the present applications.
Planning: She believed that it was perfectly in order for retrospective applications to be made.
Police Matters: Ian Mitchell reported that he had been unable to attend the last PCPG meeting. He understood, however, that the latest crime figures showed a marked increase. Bob David indicated that he was querying the figures because there had been, according to the latest figures, a very large increase for which there was no apparent explanation. He also indicated consideration was being given to the installation of Speed Warning signs and to the use of peripatetic laser speed detection guns.
Biggin Hill Airport: Ian Mitchell reported that Bromley LB were appealing against the decision by the Secretary of State to allow development at the Airport.
Transport matters: The Clerk reported that Denis Hayes had indicated that the driver of the 464 bus had been injured in a recent accident. Ian Mitchell indicated that he understood that he had suffered a broken leg. It was agreed that Bob David would arrange to send a card on behalf of the Parish wishing him a speedy recovery. It was also noted that a bus window had been shattered by an air gun pellet whilst travelling down Ricketts Hill Road.
SCAPTC General Meeting: Margaret Boadella reported that she had attended the recent meeting. Everyone present considered that more time was needed to discuss the draft Surrey Development Plan and the majority view was that the Regional Government was not wanted. Discussion also took place concerning encroachment on common land and on the need to encourage people to stand in the forthcoming elections.
Tandridge VSC Network Meeting: No one able to attend.

7. Notified Items

L-shaped Field: Nothing to report
Annual Parish Meeting: The Clerk reported that invitations had been sent to all locl organisations and to specially invited guests. These included the Chairman of Tandridge Council, David Weightman, who had declined the invitation but had asked Tina Fry, as Vice Chairman, to represent the Council. Other arrangements were discussed and it was agreed that wine and nibbles would be served and that Margaret Parsons would be asked to serve. The Clerk had also circulated the draft report by the Chairman to be presented to the Annual Parish Meeting. This was agreed with certain small amendments and additions.
Parish Plan Report: The report prepared by the Parish Plan Committee had been circulated to members prior to the meeting. Considerable discussion took place during which Gerald South, the Chairman of the Steering Committee, explained that the Parish Council was being asked to authorise the publication of the report, not to approve the report itself. It was agreed by 5 votes in favour with one objection that the Parish Council would authorise publication on the understanding that it was made clear at the commencement of the report that the report was the work of the Committee and not the Parish Council.
Risk Assessment: The Clerk had drafted a Risk Assessment for approval by members and it had been circulated prior to the meeting. It was agreed that, subject to the inclusion of a section covering “Land Claimed by the Parish Council” and certain other minor amendments and corrections, the Risk Assessment was approved. The Clerk was asked to make the necessary amendments and then provide members with the final copy.

8. Village Hall
Building Project Committee: The Clerk reported that he had received the first annual report of the Liquidator of Southern Builders (Croydon) Ltd. This revealed that the Liquidator was still in the process of winding up the Company and it seemed clear that he would be unable to meet all claims in full and had made contact with all clients where money was due and this did not include the Parish Council.
Management Committee: Bob David reported that the reinstatement of the stage lighting was still to be completed and this would be chased up. At the recent meeting, Denis Hayes had officially retired as Treasurer. Roger Sawyers would take over as Treasurer as from the next meeting. The application for an additional grant to the Millennium Commission had been lodged.

Lease: The Clerk reported that discussions with the Charity Commission were still continuing.

9. Property & Land Maintenance
Property:
Barnfield/Maesmaur Road Dumping: It was reported that Mr Viera had now removed all his materials. There were still cars parked on the land but these could well be abandoned. The Chairnman indicated that he had asked Chris Lehan to give a quotation for installing wooden posts at suitable intervals to prevent vehicles entering the land. This amounted to Ł225 + VAT. It was agreed to accept this quotation without seeking an alternative quote. It would then be necessary to write to adjoining owners about the parked vehicles and attach notices to the vehicles indicating that they would be fenced in if they were not removed by a certain date.
Possessory Land: The Clerk reported that the application for registration had been lodged.
Newlyns, Ricketts Hill Road: The Clerk indicated that Cornhill Insurance had written to Mr Munday repudiating liability on the grounds that the tree “belongs” to Tandridge DC because it had been responsible for its maintenance. Mr Munday had now indicated that he was not prepared to pursue the matter of the damage to his drive any further and was suggesting that his front boundary was adjusted in the same way that the adjoining property Tatsfield Cotttage had recently been adjusted. This would make the tree his property without any doubt and he could then do as he wished with the tree. After discussion, it was agreed that a new front boundary line should be agreed with Mr Munday.
Parish Room: Bob David reported that the toilet was leaking and in need of attention. It was agreed that Ron Miriam be instructed to deal with the matter.
Tree Survey: The Clerk indicated that Tandridge DC had instructed a contractor to carry out the necessary work to both Tatsfield and Westmore Greens. This left outstanding the tree works to Kemsley Woods and Ashen Shaw.and he passed round a summary of the three quotations received. It was agreed that the quotation of Chris Lehan in the sum of Ł225 + VAT should be accepted.
Maesmaur Road: The Chairman indicated that Chris Lehan had inspected this tree and had sent a report that indicated that the large lower limb of the tree did overhang the adjoining property, Pine Lodge, but it was in a healthy condition and was unlikely to cause any structural damage. After discussion, it was agreed that the Parish Council had no objection to the removal of the branch back to the boundary line but it was not prepared to make any contribution to the cost. The Clerk was asked to inform Mr & Mrs Jackson accordingly.
(c) Land:
Tatsfield in Bloom: Bob David indicated that trophies were in the custody of the Parish Council and a decision had to be reached in due course as to how and where they were to be displayed.
Road Signs: Bob David indicated that he would be supplying Tandridge DC with details of locations for new signs and for dog bins. Wendy Maddison indicated that a sign in Clarks Lane needed attention.
Pond: Nothing to report.

10. Meetings to attend:
SCAPTC Draft Rural Strategy for Surrey Meeting: 11th March 2003 at Council Offices, Oxted at 7.30 p.m.
Limpsfield Parish Council APM: 19 March 2003 at St Peters Church Hall, High Street, Limpsfield at 7.45 for 8.15 p.m. – Chairman & Clerk
Tandridge Community Safety Partnership Open Day for Junior Citizens: Lingfield Racecourse at 10.30 a.m. for tour followed by light lunch.
Surrey Rail Forum: 8 April 2003 at 10.30 a.m. at Ashcombe Suite, County Hall, Kingston-upon-Thames – Denis Hayes to attend.
TDC Seminar for Parish Councillors on Conservation Areas & Listed Buildings: Thursday 3 April at 7.15 – 7.30 p.m. – 2 councillors invited.
East Surrey Parishes LG: 16 April 2003 at Warlingham Village Hall, Limpsfield Rd Warlingham at 7.30 p.m.
SCAPTC Seminar for New Councillors: 6 June 2003 at 7.30 – Cost Ł20 per person.
SCAPTC AGM & GM: Saturday 12 July 2003 at 2.30 p.m. at East Horsley Village Hall

11. Correspondence
Surrey Clubs for Young People: The Clerk reported that the Parish Council was being asked to complete a survey of youth facilities in rural villages. Margaret Boadella undertook to arrange for its completion.
Licensing Bill: The Clerk drew attention to the letter from DEFRA on the provisions of the Licensing Bill before Parliament and the comments as to how this Bill would affect village life.
Positive Steps Children’s Day Nursery: The Clerk indicated that he has received an enquiry from this Company about the use of accommodation for a nursery. As the Council did not have any accommodation that could be used for this purpose and as there was already a nursery functioning in the Village Hall, it was agreed not to pursue the matter.

12 Any Other Business
Crossways Court: Bob David indicated as six months had passed, he intended making enquiries to see how the revised warden arrangements were working.
Children in Need Appeal: The Chairman indicated that he had been approached by Louise McRandle who wished to organise a Fun Day on Westmore Green to raise funds for this charity. It was agreed that in principle there was no objection but a formal application would have to be made and it would then possible to give consent and indicate the conditions that would have to be fulfilled.

The meeting closed at 11.27 p.m.

INDEX OF MEETINGS