OCTOBER TO DECEMBER 2003

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th October 2003 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr David Wood (in the chair) Mr Jon Allbutt M rs Margaret Boadella Mr Tony Erbes Mr Ian Mitchell

In Attendance: Mr John Sandiford (Clerk),

Mr Andrew Smith (Rural Housing Trust)

Mr Bob David (Tandridge DC Councillor)

And 1 parishioner.

Apologies: Mr Alan Fry, Mrs Wendy Maddison and Mr Harry Pettifor (Surrey CC Councillor).

Minutes

The Minutes of the meeting held on the 28th September 2003 were approved and signed as a correct record.

Matters Arising:

Regional Minerals Strategy Consultation: The Clerk drew attention to the fact that responses were required by 3 November. It was agreed that no response would be made.

Conservation Areas & Listed Buildings: Ian Mitchell indicated he had no further responses from members. Tony Erbes agreed to liaise with Ian Mitchell to produce a shortlist of properties that might be considered for submission to Tandridge DC.

Tatsfield Local Directory: Ian Mitchell distributed a final version of the directory and indicated that he had not received any further information from members despite some obvious errors. The Chairman thanked Ian Mitchell for all his work and agreed to arrange for the printing of 800 copies.

Planning Matters

Current Applications: Tony Erbes reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.

Sundry Planning Matters:

Telecommunications Masts Appeals: The concern locally about these matters was noted and, whilst, the unanimous view was that the Parish Council opposed the appeals, it was agreed that there were no further matters that could be placed before the Inspector in addition to the objections already lodged.

Finance

Accounts for the year ending 31st March 2003: The Clerk reported that HLB-AV Audit had completed the Audit on the 29th September 2003 and he had circulated a copy of the Annual Return (as amended at the meeting on the 8th September). This included a copy of the External Auditor’s Certificate and unqualified Opinion. It was unanimously agreed that the Annual Return should be approved and accepted.

Grants:

Tatsfield in Bloom: The Clerk reported that the Organising Committee was seeking a grant of Ł750 for the next financial year and details had been circulated to all members showing the figures for the current year. Since this statement had been distributed, it had come to light that the item of Ł1,767.15 spent on Summer Bedding & Containers included a sum of Ł350 that was in respect of plants supplied to the Horticultural Society. This had the effect of reducing the total expenditure from Ł3004.87 to Ł2,654.87 and consequently receipts exceeded expenditure by Ł296.43. The Committee therefore wished to withdraw its previous application for an additional grant of Ł300 for winter planting. It was agreed that the Finance Committee should consider the request for a grant for the next financial year when considering the Budget.

Budget: It was agreed that the Finance Committee would meet to discuss the draft Budget for 2004/05 on Monday 27 October at 8.00 p.m.

Payments : The payments listed in Appendix B were approved

Highways & Rights of Way

Tatsfield Safe Routes to School Project: The Clerk reported that Stage 1 of this project had virtually been completed and Stage 2 had commenced. This involved alterations to the road layout outside The Ship and on Ship Hill. There had been a number of concerns expressed but these had been dealt with. The Chairman indicated that Surrey Highways had offered to plant a hedge along the Ship Hill boundary of the land on the corner of Maesmaur Road that was claimed by the Parish Council. After discussion, it was agreed that this offer should be accepted provided that the hedge was a “country” hedge matching that on the opposite side of Ship Hill. Surrey Highways had also offered to remove a tree growing at the commencement of the public footpath should the Parish Council wish it to do so. It was agreed that the tree should not be cut down.

Highway Matters:

Obstruction of Sightlines: The Clerk drew attention to a letter from SCC Highway Steward requesting that the Tatsfield sign adjacent to Eagles Drive in Ricketts Hill Road should be raised to a minimum 1.8m above the ground and moved to the other side of Eagles Drive.The Clerk pointed out that this sign had been installed by Surrey Highways in accordance with its requirements at that time. It was agreed that the Clerk should write and point this out and suggest that if the sign did require to be moved it should be the responsibility of Surrey Highways.

Footpaths CP 136 and CP139: The Clerk indicated that he had confirmed to Surrey CC that the Parish Council did not wish to proceed with the applications for registration of footpaths CP136 (Greenway to Goatsfield Road) and CP139 (Maesmaur Road to Ninehams Road) until the Bridleway claims CP481 and CP482 had been determined.

Bridleway Claims CP481 and CP482: The Clerk indicated that this matter would now de discussed by the Surrey CC Local Joint Committee on 21 November. Jon Allbutt indicated that there had been a meeting with the Bridleways Association but this had not produced any change in the situation. The Bridleways Association had decided that it would not withdraw its application, even if it were able to do so.

Reports

County Councillor:

In the absence of Harry Pettifor, the Clerk indicated that:

White Lane: The meeting of the Tandridge Local Committee had been postponed until 22 October. Margaret Boadella indicated that she hoped to attend.

Bridleways: As previously noted, the matter would be discussed at the Tandridge Local Committee meeting on 21 November.

District Councillor:

Bob David reported on the following matters:

Clacket Lane MSA: He had received several complaints that members of the public were being allowed access to the MSA in contravention of the planning requirements and he had taken the matter up with Tandridge DC. It was noted that access occurred not only when the barriers were left up but also when there was no proper check on the identity of persons trying to obtain access.

Tandridge District Housing Capacity Study: He emphasised that recent correspondence from Tandridge DC that mentioned The Ship did not make clear that it related to a site behind The Ship and not The Ship itself.

Police: He had met the new Police Inspector Schurr and discussed matters of local concern. It had been made clear that Neighbourhood Watch was a matter for local individuals and was there fore up to the village to ensure that the local committees were up and running.

Safe Routes To School: He had managed to persuade Surrey Highways to clear the footpaths and cut the hedges bacl along Ship Hill and he was hopeful that this would be taken on as a regular commitment.

Recycling: He drew attention to the start of the extended Recycling Collection. He had not yet received any comments as to the effectiveness of the system.

Village Hall: He wished to make clear that the Village Hall was not in the red, as had been previously reported to the Parish Council.

Police Matters: There had been a number of petty thefts recently and he was surprised at how easy these crimes were made by the carelessness of people with their property. He was pleased to report that PC Smith now had the use of a Land Rover and was therefore able to respond to local incidents. A meeting with Philip Clarke would take place in the Parish Room on 19 October at 10.00 a.m. and the next PCPG meeting would be on 23 October at Farleigh.

Biggin Hill Airport: Ian Mitchell indicated that the next meeting of the Consultative Committee was on 23 October. There had recently been a number of reported flights over the village and he had asked for clarification of the regulations applying both to aircraft flying in and out of Biggin Hill and to aircraft passing Biggin Hill on route elsewhere.

Transport Matters: In the absence of Alan Fry, the Clerk drew attention to a letter from Surrey County Council indicating that, despite the representations made, the Council was implementing the reduction of evening and Sunday bus services with effect from January 2004.

Children in Need Fun Day: The Clerk indicated that Louise McRandall had hoped to submit a full report for the Meeting but he had not received any such report.

Notified Items:

Affordable Housing for Tatsfield: The Chairman introduced Andrew Smith, the Regional Programme Manager of the Rural Housing Trust, who addressed members on the report by the Trust, copies of which had been circulated to all members by the Clerk. This report resulted from the housing needs survey carried out in Tatsfield in July and August 2003. Mr Smith indicated that the response to the survey had been somewhat disappointing but he felt sure that the response would increase after an Information Day was held. He indicated that the main problem that he had encountered was the response of Tandridge DC Housing to his approaches following the survey. He emphasised that he had established a very friendly relationship with Tandridge Housing but it had been made very clear to him that any affordable housing scheme using the Lusted Hall Lane site could not be “ring fenced” in whole or in part for Tatsfield people. It had further been suggested that “ring fencing” would not be permitted if an “exception site” were found elsewhere in Tatsfield. He had gained the impression that the response by Tandridge Housing to such a scheme would be the same wherever the scheme originated. He emphasised that the view taken by Tandridge was that it was not against affordable housing but was against ring fencing. He considered that this was contrary to National Planning policy and he had certainly not met this response in the other Surrey districts of Mole Valley, Guildford and Waverley, all of which were completely supportive of affordable housing schemes that, by their very nature, were ring fenced.

He suggested that the way forward was to hold a public meeting to acquaint local people with the result of the survey and raise the profile of the project. Undoubtedly, the more persons who showed interest in the project, the more pressure could be exerted on Tandridge Housing and, possibly, bring about a change of policy. He also suggested that Tandridge Housing should be asked to set out its policy in relation to subsidised housing. Once this had been done, it would be possible to review the position and take steps accordingly.

It was unanimously agreed that (1) Andrew Smith should be authorised to write to Tandridge Housing, on behalf of the Parish Council, and ask for a clear statement of the policy of Tandridge Housing in respect of affordable housing schemes (2) that a public meeting would be held at a date to be arranged, and (3) that Andrew Smith should report back to the Parish Council once a clear statement had been obtained and once his other enquiries were complete.

Risk Assessment: The Clerk indicated that he had not finalised the Risk Assessment as a final decision had yet to be made concerning the various parcels of claimed land. In that connection, the Finance Committee had requested an estimate of the amount of fencing required and the cost involved. The Chairman indicated that he and Jon Allbutt had intended to measure up the amount of fencing that would be required but, due to circumstances, this had not been possible. He hoped to do this shortly. Jon Allbutt circulated two alternative forms of report for use by councillors. There was unanimous agreement that one form should be adopted and Jon Allbutt agreed to liaise with the Clerk in the production of copies.

Westerham Practice Surgery: The Clerk indicated that he had received payment of the rent from the Westerham Practice for the period up to 30 September 2003. There was no other development.

Traffic Census: Tony Erbes indicated that, in addition to councillors, three people had volunteered to assist in the traffic census on 5 and 6 November.

Village Hall

Management Committee Report: Margaret Boadella reported that the recent Barn Dance had raised over Ł300 for the Hall funds.

Hall Lease: The Clerk reported that, following the meeting held on the 28th September, he had written to the Village Hall Committee indicating that the Parish Council wished to accept the invitation to discuss the way ahead and he had also written to Mr Taylor asking for his advice on the present situation. No reply had yet been received to either letter.

Property & Land Maintenance

Claimed Land: See earlier under Risk Assessment.

Tree Survey & Maintenance: Jon Allbutt indicated that he had produced a form of invitation to quote for the work required. This was agreed and he undertook to produce a list of four or more contractors that could be asked to tender.

Tatsfield in Bloom: Jon Allbutt indicated that all preparations were in hand for next year and the winter tidy-up was nearly complete.

Pond: Jon Allbutt indicated that he had spoken to the contractor when the recent maintenance was being carried out. He was satisfied that the contractor was competent and had done a good job but he was concerned about the Pond’s future. He suggested that a tender procedure should be adopted similar to that for the tree work.

Newlyn, Ricketts Hill: The Clerk confirmed that he had written to Mr Munday and he hoped to receive a signed acknowledgment shortly. This would conclude the matter.

L-shaped Field: Nothing to report.

Westmore Green:

Accident: The Clerk confirmed that details of the accident had been notified to the Insurance Company. He had been asked to investigate the ownership of the manhole in question and it appeared that it was a foul sewer belonging to Tandridge DC.

Playground: Jon Allbutt indicated that he had not been able to discuss matters with Tandridge.

Meetings to Attend

East Surrey Parishes Liaison Group: 15 October 2003 at 7.30 p.m. in the Jubilee Hall, Whyteleafe School, Whyteleafe Hill, Whyteleafe – Ian Mitchell may attend.

(b) Rural Housing Trust Open House: 21 October 2003 at Oak Close, Ewhurst from 10 a.m. to 4.00 p.m.

East Surrey Dial-a-Ride AGM: 22 October 2003 at 4.30 p.m. at the Douglas Brunton Centre, Caterham

Surrey CC Countryside Conference: 16 October from 9.15 to 4.15 at Denby’s Wine Estate, Dorking - Ł28 per head including lunch.

SCAPTC General Meeting: 8 November 2003 at 2.30 p.m. ia the Soper Hall Hall, Harestone Valley Road, Caterham – Margaret Boadella to attend.

Correspondence

Audit Commission Audit on Tandridge DC: The Clerk drew attention to this matter and it was agreed that the members would indicate their replies on the forms distributed by the Clerk. The Clerk would collate the replies and, in consultation with the Chairman, would complete and return the original questionnaire.

East Surrey NHS: The Clerk drew attention to the letter giving details of the Patient Advice and Liaison Service (PALS) and it was agreed that he should write and draw attention to the possible closure of the Westerham Surgery.

Any Other Business

Future Aims & Objectives: Jon Allbutt requested that this should appear as a regular item on the agenda.

Christmas Tree: It was agreed that the Parish Council would provide a Christmas Tree and that, if a suitable tree was not donated, a tree could be purchased for a sum not exceeding Ł50.

Tatsfield Village Club (formerly Working Men’s Club): The Club had raised the problem of disposal of recyclable glasses and had asked Tandridge DC for a suitable container to be located at the Club premises as there was difficulty in taking them to the Recycling Centre a The Ship. It was felt that this was a problem that the Club must solve itself.

The Meeting closed at 10.28 p.m.

APPENDIX A

PLANNING

RESULTS:-

Approved

03/898 Colegates, Edgar Road

03/995 Hardcourt, Ricketts Hill Road

03/1153 63 Paynesfield Road

03/1014 The Paddocks, Lusted Hall Lane

Appeals

03/730 Treeview, Ninehams Road (written statements + site visit)

03/483 Land adj Ship Hill (Orange PCS Ltd)

03/92 Land at Ship Hill (opp. Ninehams Road)

CURRENT APPLICATIONS:-

01/703 Trading Hut, Borough Road

Removal of Condition 1 on Permission No.2001/703 dated 24/7/01 to allow continued use of site for garden waste recycling.

Recommendation: No objection

03/1260 Holt Cottage, Kemsley Road

Retention of 3 velux windows to rear and 1 velux window to side in existing roof slopes in connection with roof conversion.

Recommendation: No objection

03/1336 Land SW of Downalong, Kemsley Road

Erection of detached 2 storey dwelling and double garage (outline application).

Recommendation: Objection based on fact that site is in MGB and is outside the village settlement and possibility of a protected wildlife habitat.

03/1429 Parkwood Cottage, Parkwood Road

Erection of rear conservatory.

Recommendation: No objection

MINUTES of a Meeting of Tatsfield Parish Council held on the 10th November 2003 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m

Present: Mr David Wood (in the chair) Mr Jon Allbutt Mrs Margaret Boadella Mr Tony Erbes Mr Alan Fry Mrs Wendy Maddison

In Attendance: Mr John Sandiford (Clerk),

Mr Harry Pettifor (Surrey CC Councillor),

Mr Bob David (Tandridge DC Councillor),

And 6 parishioners.

Apologies: Mr Ian Mitchell

Minutes

The Minutes of the meeting held on the 12th October 2003 were approved and signed as a correct record.

Matters Arising:

Conservation Areas & Listed Buildings: In the absence of Ian Mitchell, there was no information available.

Tatsfield Local Directory: The Chairman reported that this had now been published thanks to the help of John Bach who had merely charged sufficient to cover cost. A vote of thanks was passed to him.

Planning Matters

Current Applications: Wendy Maddison reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.

Sundry Planning Matters: None.

Finance

Grants:

Tatsfield in Bloom: The Clerk reported that the Finance Committee had considered the request for a grant of Ł750 for the next financial year and the Committee wished to recommend that the grant should be approved. The recommendation was agreed and the grant would be included in the budget proposals.

Budget: The Clerk reported that the Finance Committee had met to discuss the draft Budget for 2004/05 on 27 October and copies of the Minutes had been circulated to all members. The Committee intended to meet again on Monday 16 November to finalise the budget proposals but had felt that it would be helpful to all members if the they could see the result of the Committee’s deliberations to date. It was agreed that members had any comments on the proposals, they would make these known to the Chairman so that the Committee could consider the comments in preparing the final budget for approval. This would then be circulated so that there would be an opportunity for members to consider it before the December meeting at which the budget had to be approved.

Payments: The payments listed in Appendix B were approved.

Highways & Rights of Way

Tatsfield Safe Routes to School Project: It was noted that members of the public had expressed concerns about safety following the alterations that had been made. These concerns involved (a) the difficulty caused by buses standing at the bus stop opposite The Ship, and (b) the overgrowing hedges obstructing sightlines on Approach Road. The Chairman agreed that he would take these matters up with Surrey Highways. The Clerk was asked to request a copy of the Risk Assessment that had been drawn up in relation to the works being carried out.

Highway Matters:

Obstruction of Sightlines: The Clerk indicated that the SCC Highway Steward now accepted that Surrey would be responsible for moving the twinning sign. The Clerk had supplied a plan showing the area suggested by the Parish Council at the junction between Lusted Hall Lane and Ricketts Hill Road and he circulated a photograph on which the Highway Steward had indicated the exact location. This was agreed.

Paynesfield Road: The Clerk confirmed that he had written to Surrey Highways about the cultivation of the verge by one resident. The Highway Steward of Surrey Highways had spoken to him on the telephone and indicated that he had no real objection to what had been done as it did not interfere with anything. The Highway Steward had spoken to the owner and pointed out that what he had done was strictly illegal. After discussing the matter at some length with the Highway Steward, the Steward had indicated that he would draft a licence permitting the cultivation but making it clear that the verge was in the ownership of the Highway Authority and, if it was not maintained properly, that it would have to be restored to grass verge. After discussion, it was considered that the position was confused and that the position needed clarification. The Clerk was asked to write to ask for a definitive view of the general situation in such cases.

General Signage: It was noted that there were a number of direction signs that required attention and the Chairman undertook to deal with this.

Bridleway Claims CP481 and CP482: Jon Allbutt indicated that the matter would be decided at the meeting of the SCC Tandridge Local Committee to be held on 21 November.

Reports

County Councillor:

Harry Pettifor reported on the following matters:

Clacket Lane Sandpit: The Operator had appealed against the latest refusal by Surrey of an application to vary the conditions for reinstatement and this was unlikely to be heard before May 2004.

White Lane: The matter would be decided at the SCC Joint Local Committee on 21 November. He felt that the construction of the new Titsey Hill roundabout might have improved matters and that consequently a final decision might be delayed.

Safe Routes to School: He had been informed that it was not possible to give a completion date until an up-to-date cost assessment had been completed.

Safe Cycling Training for Youth: He was a keen supporter of this Scheme and was pleased to report that it was to be expanded.

Local Transport: He drew attention to the fact that local bus funding had been increased over the last three years but highlighted the fact that a number of local bus companies had ceased trading for various reasons.

Tatsfield School: The question of the best way in which to develop the School was still under discussion.

Cycle Way: He hoped that this Path along Limpsfield Road would be completed in the coming year. He took note of complaints about the bad maintenance of the Path that meant that cyclists preferred to use the road. He also appreciated that the signing needed to be completed.

Mains Electricity Supply: He undertook to make enquiries regarding the time taken to restore main supplies in the event of a breakdown.

District Councillor:

Bob David reported on the following matters:

District Budget: Tandridge was going through the usual budget consideration routine with each Committee drawing up its budget for the coming year. He regretted that the picture was pretty black.

Recycling Scheme: He would welcome any comments from Parish Councillors as to how the new arrangements were working.

Barnfield Road: He noted that there appeared to be 6 cars permanently parked on this piece of land, two of which seemed to have been abandoned.

Councillors Surgery: He indicated that as was the normal practice, he held a Surgery on the last Saturday morning in every month but he had not to date been joined by a Parish Councillor. He accepted that a Parish Councillor had attended on one occasion without his knowledge. The Chairman appealed to councillors to ensure that they attended this surgery when they were the Planning Councillor for the month.

Public Meetings: A Public meeting to meet the constituency MP was being held on Friday 14 November and similar meeting to meet the local Police would be held in February 2004.

Police Matters: In the absence of Ian Mitchell there was no report.

Biggin Hill Airport: In the absence of Ian Mitchell there was no report but it was noted that he had been passing on complaints.

Transport Matters: Alan Fry noted that local bus weekend services were being reduced but these did not affect the village.

Children in Need Fun Day: The Clerk indicated that, due to a very difficult pregnancy, Louise McRandall had not yet completed her report but it would almost certainly be available for the next meeting.

SCAPTC General Meeting: Margaret Boadella reported that she had attended and the main subject under discussion was quality parish councils. It seemed that all parish councils were being pressurised to obtain “quality” status. One essential element of this was that the Clerk obtained an AQA Certificate in Local Administration. The subscription for the coming year would rise by 3%. The Association was campaigning for a standard 30 m.p.h limit throughout all Surrey villages.

Notified Items:

Parish Appraisal:

Young People: Margaret Boadella reported that a meeting would be held in the coming week. As yet, she was not aware of the response from young people to the appeal made in the Parish Magazine.

L-shaped Field: There was nothing to report on this matter.

Dog Litter Bins: The Clerk confirmed that he had requested Tandridge DC to install additional bins.

Police: It was the practice of the Parish Council to hold periodical meetings with the Parish Constable and the Local Inspector to monitor local events and this practice would continue.

Accessibility of Footpaths: The Parish Council had always monitored local footpaths in an informal way and it was intended that this practice would continue.

Tatsfield Village Website: There was in existence a Parish Council website operated by Ian Mitchell and it was agreed that it was desirable for this to continue as a separate entity. There was no reason whatsoever why this could not be directly linked to a Tatsfield Community website and this aspect had still to be investigated.

Jon Allbut circulated copies of the Notes of a Meeting of the Steering Group held on 6 November. Arising from the Notes, the following points were agreed:

Gerald South was authorised to liaise with the Parish Magazine to publicise Agenda 21;

Biggin Hill Airport matters and how to lodge protests about over-flying should be publicised in the Parish Magazine, subject to agreement with Ian Mitchell.

There was no objection to discussions continuing with the Biggin Hill practice.

There was no objection to informal enquiries being made about the possibility of a permissive footpath between the School and the Church.

Affordable Housing for Tatsfield:

The Clerk had received a copy of the letter written by Andrew Smith to Tandridge DC Housing Department and he understood that a reply had just been received, This set out the Council’s view very clearly, namely that the Lusted Hall Lane site could only be used for all-Tandridge residents. If an exception site could be found in Tatsfield, this could be ring-fenced for Tatsfield people. Andrew Smith would be writing with full details and the Clerk promised to circulate copies.

Risk Assessment:

The Clerk indicated that an estimate of the amount of fencing required and the cost involved was still required before any decision could be made about the areas of claimed land. The Clerk emphasised that it was still possible to carry out inspections as previously agreed but he had not yet received any details from members.

Westerham Practice Surgery:

There was no further development.

(e) Traffic Census:

Tony Erbesindicated that he had been forced to cancel the census due to lack of manpower. He intended to make fresh arrangements to hold a census in the New Year.

Village Hall

Management Committee Report:

Margaret Boadella reported that there had been some vandalism that occurred after a booking. It appeared that the proper procedure had not been followed when the booking was accepted and steps had been taken to ensure there was no re-occurrence. The new cooling system had now been fitted.

Hall Lease:

The Clerk reported that he had spoken to Mr Taylor on the telephone and he had indicated that he considered that the Council was proceeding along the right lines. He would however be writing within the next 7 days with specific advice.

Property & Land Maintenance

Claimed Land:

Nothing to report.

Tree Survey & Maintenance:

Jon Allbutt indicated that he had completed his survey and had just passed the necessary information to the Clerk so that a letter could be written to Tandridge dealing with the trees on the Greens and tenders could be obtained for the remaining work.

Tatsfield in Bloom

Jon Allbutt submitted a written report to members outlining the Organising Committee’s plans for the coming year. In particular, he drew attention to the plans to develop the Bakery Lawn and he asked if the Parish Council was prepared to endorse the project in principle. As detailed plans were not available, it was agreed that the matter would have to be dealt with at the next meeting.

Pond:

It was agreed that Wendy Maddison and Jon Allbutt would discuss the contract arrangements for the coming year and would report back at the next meeting. It was appreciated that the amount of funds available was an important factor in determining what work could be afforded.

(e) L-shaped Field

Nothing to report.

Westmore Green:

Accident: The Clerk reported that he had written to Tandridge and, as a result, the area around the manhole had been filled in.

Playground: Jon Allbutt had still to take up with Tandridge the questions of the maintenance of the surface so as to comply with the relevant standards.

Meetings to Attend

(a) SCAPTC Risk Assessment Briefing Session: Wednesday 26th November 2003 at 7.00 p.m. at a cost of Ł23.50 (incl VAT) – Wendy Maddison to attend.

Correspondence

Audit Commission Audit on Tandridge DC: The Clerk indicated that he had only received one reply. Wendy Maddison handed her response in and the Chairman urged the remaining councillors to deal with their response immediately.

Surrey Police Authority Consultation: The Clerk circulated copies of the questionaire and it was agreed that members should complete their personal responses and return to the Clerk for onward transmission. Responses were required by 21 November

Tandridge Local Agenda 21: The Clerk drew attention to appeal from Tandridge LA21, “arising from the successes in Tatsfield and Limpsfield”, to all areas to extend community involvement by organising “clean up days”. It intended to hold a meeting with PC Chairmen representatives from Churches Together and LA21 to take the matter forward. Representatives from Tatsfield & Limpsfield would be present.

Countryside Agency Local Heritage Initiative: The Clerk drew attention to the details in circulation relating to grants available to groups.

Any Other Business

Remembrance Day Services: In response to a question from Margaret Boadella, the Clerk confirmed that he had not received any formal invitations for the Chairman to attend any such services.

Allan Bell: It was unanimously agreed that a letter of condolence should be sent to Mrs Bell following the recent death of her husband who had been so supportive of the Village and its affairs.

The Meeting closed at 10.24 p.m.

APPENDIX A PLANNING

RESULTS:-

Approved

03/1014 The Paddocks, Lusted Hall Lane

03/594 2 Ebor Cottages, Paynesfield Road

Refused31 Paynesfield Road

Appeals

03/730 Treeview, Ninehams Road (written statements + site visit)

03/483 Land adj Ship Hill (Orange PCS Ltd)

03/92 Land at Ship Hill (opp. Ninehams Road)

03/LBB1128946 Land at Great South Street Farm

CURRENT APPLICATIONS:-

03/1260 Holt Cottage, Kemsley Road

Retention of 3 velux windows to rear and 1 velux window to side in existing roof slopes in connection with roof

conversion (REVISED PLAN)

Recommendation: No objection.

03/1504 Ferndale, Lusted Hall Lane.

Demolition of existing carport and erection of attached garage to front and single storey rear extension.

Recommendation: No objection.

03/1446 Kylemore, 56 Paynesfield Road

Demolition of garage & erection of single storey side estension and attached open fronted garage.

Recommendation: No objection.

MINUTES of a Meeting of Tatsfield Parish Council held on the 8th December 2003 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr David Wood (in the chair)

Mr Jon Allbutt Mrs Margaret Boadella

Mr Tony Erbes Mr Alan Fry

Mrs Wendy Maddison Mr Ian Mitchell

In Attendance: Mr John Sandiford (Clerk),

Mr Harry Pettifor (Surrey CC Councillor),

Mr Bob David (Tandridge DC Councillor),

And 11 parishioners.

Apologies: None

Tatsfield School

The Chairman indicated that, with the full knowledge and approval of the members of the Parish Council, he wished to make a statement concerning the School. He indicated that he would not be accepting questions and the matter would not be discussed in public during the forthcoming meeting.

The Chairman announced that Surrey County Council had informed the Parish Council that it was considering the relocation of Tatsfield School to a site in the village centre. The Parish Council had been made aware of this possibility at an informal meeting in the preceding week. The proposed development would include housing and facilities that would be available to the community including a swimming pool and an all-weather sports surface. The Parish Council had made it clear that it wished to be kept fully informed of all developments and, as soon as sufficient information was available, it would be holding a public meeting to acquaint everyone of the facts. The County Council had undertaken to keep the Parish Council fully informed and had undertaken to attend any such meeting. The Parish Council would be pressing for information to be released at the earliest opportunity and, until that information was available, would not be making any further statement. He concluded by assuring everyone that the matter would be treated as of the utmost importance and appealed to everyone not to engage in speculation based on insufficient information.

Ian Mitchell indicated that he considered that members of the public present should be allowed to ask questions if they wished.

Minutes

The Minutes of the meeting held on the 9th November 2003 were approved and signed as a correct record.

Matters Arising:

Conservation Areas & Listed Buildings: Ian Mitchell that he had not received any comments from members and it appeared therefore that there was no wish to take the matter any further.

Planning Matters

Current Applications: Alan Fry reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.

Sundry Planning Matters: None

Finance

Budget: The Clerk reported that the Finance Committee had met to discuss the draft Budget for 2004/05 on 17 November and copies of the Minutes had been circulated to all members. As requested by the Committee, he had also circulated a copy of the final draft budget that the Committee had unanimously approved. The Committee proposed that the budget be approved and that the precept for 2004/5 be Ł22,000. This proposal was agreed unanimously.

SCAPTC: The Clerk reported that the subscription for 2004/5 would be Ł509 + VAT. He also drew attention to fact that, based on the Band D equivalent for 2003/4, Tatsfield’s precept was 37th out of 85 in the list of member parishes at Ł21.98. The highest was Albury at Ł51.07 and the lowest was Oxted at Ł3.89. In Tandridge, there were 15 member parishes, the highest being Woldingham at Ł28.08 and the lowest Oxted at Ł3.89. Tatsfield came second in the Tandridge parishes.

Parish Room: It was agreed that the free use of the Parish Room for Lifelong Learning classes should be extended to July 2004.

Payments : The payments listed in Appendix B were approved.

Highways & Rights of Way

Tatsfield Safe Routes to School Project: The Chairman indicated that he had met Surrey Highways to express concern about road safety in the village centre. He was aware there was still a lot of concern and it was agreed that the Clerk should put these concerns in writing to Surrey Highways.

Highway Matters:

Paynesfield Road: The Clerk confirmed that he had written to Surrey Highways asking for a statement of the County Council’s policy in these cases. He had not so far received any reply.

Ship Hill: It was noted that there were overhanging branches in Ship Hill that needed attention and this matter would also be included in the letter to Surrey Highways.

Rights of Way Matters:

Bridleway Claims CP481 and CP482: It was noted that the SCC Tandridge Local Committee had considered the matter and had recommended the making of an order in the matter.

Reports

County Councillor:

Harry Pettifor reported on the following matters:

Bridleways: He reported that the bridleway claims had been approved and the County Council would make orders in January. An appeal could be lodged within 42 days of the date of the orders.

Safe Routes to School: The assessment of the cost of the work to date had still not been made and consequently no decision had been made as to when the remaining work would be carried out.

District Councillor:

Bob David reported on the following matters:

Council Tax: Under the draft Government proposals, Tandridge would be Ł100,000 short on its grant as compared to the current year and this would inevitably increase Council tax.

Recycling: He appealed for comments on the new system that had recently been introduced.

Limehouse Bottom: He was pleased to report that Tandridge DC had made an Article 4 Direction in respect of the whole area of Limehouse Bottom. This meant that permission had to be obtained for any development, no matter how small.

The Paddocks, Lusted Hall Lane: He was pursuing the matter of earth movements onto this site as he was aware of the concern locally at the extent of these. The Clerk also confirmed that he had spoken to Tandridge Planning about the matter. The matter was under investigation.

Police Matters:

Ian Mitchell indicated that he had nothing to report.

Biggin Hill Airport:

Ian Mitchell indicated that he had placed the minutes of the last Joint Consultative meeting in circulation. The next meeting was in January.

Transport Matters:

Alan Fry indicated that he had received a copy of the draft terms of reference for the new Area Passenger Transport Consultative Group on which the Parish Council had been invited to comment. He undertook to deal with this. He indicated that there had been some complaints about the 464 service. He considered that Metrobus operated a very good service but there were rare failures due to various good reasons, such as illness of the driver and road traffic accidents.

Children in Need Fun Day:

The Clerk indicated that he had not received any information.

Notified Items:

Parish Appraisal:

Young People: Margaret Boadella indicated there would be a meeting of the Group in the next week.

L-shaped Field: The Chairman proposed that discussion of the future of the Field should be adjourned indefinitely. This was agreed unanimously.

Tatsfield Village Website: It was noted that the Appraisal Steering Group was taking forward the proposal to set up a Tatsfield Community website.

Affordable Housing for Tatsfield:

The Clerk reported that he had circulated a copy of a letter from Andrew Smith and a copy of the reply received from Tandridge DC Housing Department. This reply made clear that the Lusted Hall Lane site could not be ring fenced for Tatsfield residents. The reply from Tandridge DC further indicated that it would be happy for the Parish Council to have some input into the layout and design of the scheme. Andrew Smith indicated that the Rural Housing Trust, together with its partner English Rural Housing Association, would be interested in the possibility of building a scheme on that site. He pointed out that as the site was earmarked for housing in the Local Plan, development would take place eventually. If Rural Housing did decide to proceed, he indicated that the Parish Council would be consulted at all stages. Andrew Smith asked for the Parish Council’s comments. After discussion, it was agreed that the Parish Council wished to be involved with any scheme involving the development of the site and wished to support the Rural Housing Trust..

Andrew Smith also indicated that a search for a local needs Exception site would continue. Jon Allbutt expressed concern that the development of the site would involve the destruction of mature trees and disturbance to wildlife. The Clerk was asked to mention this concern when advising Andrew Smith of the Council’s support for Rural Housing.

Risk Assessment: The Clerk reported that he had issued copies of the Report Form to all members so that each member could complete and return the forms to him at the required intervals. It was agreed that Westmore Green should be inspected monthly and the L-shaped Field quarterly.

Westerham Practice Surgery:

There was no further development.

Traffic Census:

Tony Erbes indicated that he was making arrangements to hold the census in the New Year and would confirm the exact date in due course.

Village Hall

Management Committee Report:

Tony Erbes indicated that the Management had agreed that the Hall could be made available to the Parish Council in the event of an emergency. Jon Allbutt expressed concern that there was no emergency plan and suggested that a generator would be required to ensure a power supply in the event of a power failure. General discussion took place and it was agreed that enquiries should be made of Surrey CC and Tandridge DC as to what emergency planning was in place so far as the Parish was concerned.

Hall Lease:

The Clerk reported that he had circulated a letter from Mr Taylor together with copies of a further letter the Clerk had written in reply and the further response from Mr Taylor. It was agreed that the Clerk should now arrange a meeting after the Christmas holiday with the Management Committee and that, as previously agreed, Messrs. Wood, Erbes, Boadella and Fry would represent the Parish Council. It was further agreed that the Clerk should draft a statement to be published through the Parish Magazine setting out the Council position in the matter. It was also agreed that the Council representatives should meet to discuss the position prior to any meeting with the Management Committee.

Property & Land Maintenance

General: The Clerk indicated that he had instructed Chris Lehan to proceed with the felling of a dead cherry tree in Shaw Road at a cost of Ł85. He also drew attention to the fact that Mr Lehan had suggested that the height of the Police House hedge should be reduced by some 15 feet to avoid the necessity of using ladders and trestles. He was of the opinion that the cost of reducing the height would be more than saved in subsequent trimmings. After discussion, it was agreed that the height of the hedge had to be reduced not only because of the cost of cutting such a high hedge but also because of possibility of the hedge becoming a danger in bad weather conditions. The Chairman was authorised to discuss with Mr Lehan the amount by which the hedge should be reduced so that the Clerk could advise Mr Greig, the owner of the Police House, of the Council’s intention.

The Clerk confirmed that he had written to Tandridge with regard to the tree work necessary on Tatsfield Green and had sent out invitations to tender for similar work to trees on Ashen Shaw.

These had to be submitted by 2 January 2004 so that they could be considered at the meeting on 12 January with the work to be completed by 16 February.

(b) Tatsfield in Bloom

Following the last meeting, Jon Allbutt presented a pictorial representation of the proposed development to the Green outside The Bakery Restaurant. He explained that there would be an area of paving that would be used by the Restaurant in the summer months. A wide-ranging discussion took place as a result of which members indicated that they were not prepared to approve the scheme in principle. Matters of concern included (1) the fact that the ground was common land and part of Westmore Green, (2) the possibility of setting a precedent (3) the need for any licence to occupy to be in very limited terms and (4) the acceptability of such terms to the Restaurant owners bearing in mind the cost of the scheme. It was therefore suggested that the Organising Committee should give the matter further consideration.

Pond:

Wendy Maddison reported that the Pond was looking very good and that recent rain had filled it up. Discussion then took place concerning the renewal of the maintenance contract and it was agreed that advice would be sought from a body such as Surrey CC or the Wildfowl & Wetlands Trust.

Westmore Green:

Accident: The Clerk reported that he had now written to Thames Water drawing attention to the matter.

Playground: Jon Allbutt indicated that that he had not yet taken up with Tandridge the question of the maintenance of the surface so as to comply with the relevant standards.

Tatsfield Horticultural Society: It was agreed that the Society be permitted to hold its Annual Plant Sale on the Green on Saturday 15 May.

Meetings to Attend

Surrey Rail Forum: Thursday 22nd January 2004 at 10.30 a.m. at County Hall Kingston – Alan Fry to attend.

SCAPTC Finance & Accounting Seminar: 21 January 2004 at East Horsley Village Hall 10.00 a.m. to 4.00 p.m. – Fee Ł47 incl VAT

Correspondence

The Old Ship: The Clerk indicated that he had received Notice of the transfer of the Licence to Daniel James Kelly and Nadine Louise Kelly as the managers and Wendy Thomas as owner.

SCC Tandridge Local Committee: The Clerk indicated that had been informed by Godstone Parish Council that the Committee would be holding a joint meeting with the District Council and Parish Councils in March/April 2004 on a Saturday morning. If there was a specific subject that the Parish Council wished to discuss, details were to be notified to the Godstone PC Chairman by 31 December.

SCAPTC: The Clerk drew attention to the resignation of Ken Pratt as Executive Officer. In the New Year, a pilot project would be introduced using the Sussex County Association to provide a level of service that would be more than satisfactory.

Surrey CC Consultation on School Admission for September 2005: The Clerk drew attention to the consultation document concerning the future arrangements for admission to community and voluntary schools. He pointed out that the closing date for comments was 16 January 2004.

Tandridge LA21-Adopt-a-Street: The Clerk drew attention to the notes of a meeting of the Tandridge LA21 Committee held on 25 November and indicated that he had placed a copy in circulation.

Any Other Business

Tatsfield School: Margaret Boadella reported that she had attended a special Governors meeting that evening when the Governors were informed of the possible relocation of the School.

Surrey CC Risk Assessment Seminar: Wendy Maddison reported that she had attended this seminar and produced the certificate she had been awarded.

Christmas Tree: Tony Erbes asked for assistance in the erection and decoration of the Village Centre Xmas Tree on Sunday 14 December.

Tatsfield School

It was agreed that an insert setting out information concerning the proposed relocation should be distributed with the Parish Magazine. Ian Mitchell volunteered to draft this and the Chairman indicated that he would then circulate a copy to all members for comment. It was further agreed that an Initial Public Consultation meeting would be held in the Village Hall at 10.30 a.m. on either Saturday 24 January or on 17 January 2004 dependant upon the availability of the Hall.

The Meeting closed at 10.34 p.m.

INDEX OF MINUTES