Tatsfield Parish Council Minutes

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(n.b. Because of formatting difficulties, appendices are for the time being not included in current minutes. They may be obtained from the Clerk).

MINUTES of a Meeting of Tatsfield Parish Council held on the 5th April 2004 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 14 parishioners.

1 Apologies:

2 Minutes

The Minutes of the meeting held on the 8th March 2004 were approved and signed as a correct record.

3. Matters Arising: None

Tatsfield School

As the governor representative of the Parish Council, Margaret Boadella reported that a very full and detailed reply had been received from Louise Jardella setting out her responses to all the questions raised by the Parish Council. The Governors had visited Dormansland School and this had highlighted the inadequacy of the accommodation at Tatsfield School. She understood that Gordon Reeve had withdrawn his offer of land on which to build the School and the Headteacher had written to all parents advising them of his withdrawal.
Ian Mitchell expressed the view that the withdrawal had been brought by a lack of openness by the Parish Council but this view disputed by the majority of members. Discussion then took place as to the consequences of the withdrawal by Gordon Reeve and it was agreed that the Parish Council should write to Surrey CC indicating that the Parish Council was very much of the view that Tatsfield was in need of new School premises because of the inadequacy of the present School site and indicating its support for the County in bringing this about.

4 Planning Matters

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

In respect of Application No.04/0288 Ian Mitchell declared an interest as the owner of the adjoining property.
In respect of Application No.04/0287 the Chairman declared an interest as an employee of a Company supplying The Old Ship and he vacated the chair for the duration of the discussion of that matter, the chair being taken by the Vice-Chairman Margaret Boadella.

Sundry Planning Matters:

Moorhouse Sandpits: The Clerk drew attention to an invitation from Strutt & Parker the agents for The Titsey Estate for two members to attend a Briefing Meeting to gain a greater understanding of the operations of the Sandpits. Alan Fry volunteered to attend on either 23 or 30 April. Tony Erbes indicated he would try and attend.
Proposed Vodafone Base Station, Gorsey Down Farm: The Clerk drew attention to an invitation to submit comments by 14 April with regard to the proposed installation of a base station. It was agreed that the Clerk should request a copy of a plan showing the area that the station was intended to serve and details of the options that had been considered and rejected.
Tomorrow’s Tandridge: It was agreed to accept an offer from Paul Newdick, the Head of Forward Planning Tandridge DC To speak to the Parish Council on this subject. It was agreed that, if possible, this should take place on 19 April at 8.00 p.m.

(c) Planning Councillor: Tony Erbes

5 Finance

Financial Regulations & Standing Orders: The Clerk reported that he had circulated a copy of the new financial regulations to members of the Finance Committee and it was agreed that the Committee would meet to discuss these on 25 May
Tatsfield Community Responders: The Clerk confirmed that he had written to Surrey Ambulance but had not received a reply. Jon Allbutt indicated that he had been given to understand that a reply was on its way.
Insurance: The Clerk drew attention to a letter from Cornhill concerning the insurance renewal.
Parish Room: The Clerk reported that the Non-Domestic Rate payable for 2004/5 would amount to £524.40 payable by an initial payment of £56.40 and then by 9 monthly payments of £52.00. This compared with a total of £510.60 for 2003/4 – an increase of £13.80.
Payments : The payments listed in Appendix B were approved.

6 Highways & Rights of Way

Tatsfield Safe Routes to School Project: Nothing to report
Highway Matters:

Paynesfield Road: The Clerk indicated that it appeared that the original letter to Surrey Highways had gone astray. He had provided a copy but had still not received a reply. He would chase the matter again.

Local Speed Limits: Alan Fry indicated that he had still not met the representatives of Chelsham & Farleigh, Woldingham and Tatsfield to discuss this matter. He was waiting to hear with a date.

Rights of Way Matters:

Old Lane: The Clerk confirmed that he had written asking for further details of this incident.
Public Bridleways Nos 638,639 & 640 & FP18: The Clerk reported that the Inspector had modified the Order in respect of these bridleways and the footpath by including the footpath No.18 (Cudham Road - Ricketts Hill Road to junction with Avenue Road) as a Byway Open to All Traffic (BOAT). Accordingly a Notice of Proposal to Modify the Definitive Map Order had been given and the Order would not come into operation until it had been confirmed.
Alleged Public Footpath CP135 Lusted Hall Lane to Furze Corner: The Clerk drew attention to a letter from SCC Rights of Way Group suggesting that the file on this matter would be closed on 1 June 2004 unless the Parish Council indicated that it still wished to collect evidence. The file had been opened in 1965 and re-examined in 1985. After discussion, it was agreed that the matter should be mentioned in the Parish Magazine and the Chairman undertook to look up his papers.

7 Reports

County Councillor:
In view of the fact that Harry Pettifor had another meeting to attend, the Chairman allowed him to make his report at the commencement of the meeting. Harry Pettifor reported on the following matters:

Tatsfield School: He gave details of the steps he had taken to arrange a Question and Answer Session on Saturday 24 April. This would be attended by Nick Skellett, the Leader of the Council, and by Louise Jardella. He had been informed that this would delay the submission of the planning application and he had been asked to cancel the Session but he had refused. He considered that it was essential to hold the Session so that the public could be informed about what Surrey CC was trying to do. His view was that the School was in need of expansion and the public needed to be informed of the reasons. He indicated that Gordon Reeve appeared to have withdrawn his offer but he had no definite information.

When questioned on the need for expansion, he indicated that this involved expansion of the premises.

Clacket Lane Sandpit: He would be attending the Inquiry on 18 May.

District Councillor:

Bob David reported on the following matters:

Ship Hill: He confirmed that the cutting back of the hedge in front of Postacre was to be included in the Work Schedule by Surrey Highways. As nothing appeared to have done, he would look into the matter.
The Paddocks, Lusted Hall Lane: He had been keeping a constant watch on the earth moving operations and he regretted that Tandridge DC were of the view that the operations were within the terms of the planning consent and consequently no enforcement action could be taken.
2001 Census: He was pleased to report that non-confidential information relating to Tatsfield had now been released and he hoped to supply copies to the Parish Council.
Tandridge DC Assessment: This would be published on 8 April and he was pleased that it was a favourable report.

Police Matters: Ian Mitchell indicated that the next PCPG meeting would be held on 20 April. Jon Allbutt expressed concern that information about local crimes was not being disseminated to the Neighbourhood Watches. He understood that this was due to illness. He was concerned that contact telephone numbers for the Police did not have answerphone facilities as this made it difficult for members of the public to pass on information quickly.
Biggin Hill Airport: Ian Mitchell indicated that next meeting of the Joint Consultative Committee would in 2 weeks.

LA 21: Ian Mitchell drew to attention to the fact that the Committee was giving consideration to the possibility of the introduction of compulsory recycling.
Transport: Alan Fry reported that he had attended a meeting of the East Surrey Rural Transport Partnership at which the introduction of a demand responsive local bus service had been announced. This would be available from 7 a.m. – 11 p.m. and was of particular benefit to children attending Oxted School who were not eligible for assisted transport.
Limpsfield PC Annual Meeting: 26 April 2004 – The Chairman reported that he had attended this meeting.

8 Notified Items:

Parish Appraisal:

Young People: Jon Allbutt reported that a meeting had taken place at The Rectory on 22 March and another meeting was planned in the near future.
Tatsfield Village Website: The Clerk indicated that, following the request at the last meeting, he had not in fact received any request to pay any account.

Annual Parish Meeting 19 May: It was agreed that invitations would be sent to Peter Ainsworth MP, the TDC Chairman Ian Chaplin, Chief Executive Stephen Weigl and The Director of Environmental Protection Bob Evans, Harry Pettifor (SC Councillor), Bob David (TD Councillor), the Chairmen of Woldingham, Chelsham & Farleigh and Limpsfield, and the Rev Catherine Wood. Invitations would also be sent to all local organisations with a request for written reports to be submitted. It was also agreed to ask Charlie March of Surrey Highways and the new TDC Chief Executive Stephen Weigl to speak. Other subjects that it was agreed might appear on the agenda, depending on the situation at the time, were Tatsfield Weekend, The Old Ship Development, Tatsfield School, Tatsfield Appraisal and the L-shaped Field. The Chairman indicated that he had asked Margaret Parsons to organise the refreshments.

Risk Assessment: The Clerk had circulated details of matters requiring attention. It was agreed:

The Clerk should instruct Ron Miriam to repair the defective light switch in the Parish Room cupboard and also the leaking gutter.
No action should be taken to repair the Oak bench on Westmore Green
The Westmore Green bus shelter had been repaired

The repair of the notice board at School corner was in hand.

A quotation for the provision of a barrier at Hayes Pasture (to prevent horse riders using it) had been obtained by Jon Allbutt and would be considered at the next meeting.
Letters should be sent to local Stables requesting them to ask their members not to ride across Tatsfield Green.
Letters should be sent to appropriate local residents about garden refuse dumping.
No action to be taken to improve the surface of the L-shaped Field as this was not being used for recreational purposes at present.
The Clerk had already written to draw to the overhanging tree to the attention of the owner of Gorsey Down Farm

Village Hall

Management Committee Report: Tony Erbes reported that a blockage had occurred to the drains and this appeared to be due to defective repairs.

Lease: The Chairman reported that there had been a very successful meeting with representatives of the Hall Management Committee. It had been agreed that both sides wished to adopt the option whereby the freehold was purchased by the Parish Council for a nominal amount in return for a lease. The last edition of the Parish Magazine had published a letter from the Chairman of the Parish Council and the Committee outlining the proposed action and asking for comments. If no objections were forthcoming, the next step would be to write to the Charity Commission in the strongest possible terms urging it to agree the arrangements.

9 Property & Land Maintenance

General:

Police House: The Clerk confirmed that he had written to Mr Carr giving him 28 days within which to agree to pay the additional cost. This would expire on 18 April.
Top o’ the Down, Ricketts Hill Road: The Clerk drew attention to a request from Mrs A S Heathfield to be included in the enquiries being carried out concerning the front boundary of the adjoining properties. It was agreed that whilst the consideration would be given in due course but it was felt that the same facts did not apply.

Land Registration of Property: The Clerk indicated that he was dealing with this matter.
Ashen Shaw: The Clerk reported that Chris Lehan had drawn attention to the condition of an oak tree. Jon Allbutt agreed to inspect the tree and report back. He was also dealing with the third stage of work required by the Tree Survey.

Tatsfield in Bloom: Jon Allbutt reported that work was continuing in accordance with the programme and application had been made for grants in the usual way.
Pond: Jon Allbutt reported that he had met a representative of the Downlands Project who would be making recommendations about the care of the Pond. He would discuss the matter with Wendy Maddison when the report was available.
Westmore Green:

Playground: Jon Allbutt indicated that Tandridge now agreed that the surface did not comply with the relevant standards. This had been confirmed by the report given by RoSPA, a copy of which he had now obtained.
Little Acorns Pre-School: It was agreed that the Pre-school could use the Green for a sponsored toddle on 11 June.

Meetings to Attend

S Tandridge Youth Forum Presentation: 14 April 20004 at Bletchingley AE Centre, Stychens Lane, Bletchingley 7.00-9.00 p.m. The Clerk had distributed details.
Surrey Community Planning: 26 April at Bletchingley Village Hall 7.30 – 9.30
SCAPTC Training Day in Land & Legal Issues: 8 June - Cranleigh – details to follow
SCAPTC Training Day for Advanced Clerks: 21 June - East Grinstead – details to follow
SCAPTC AGM & General Meeting: 21 June at Reigate & Banstead DC

10 Correspondence

SCC Interactive Workshop on Waste: The Clerk drew attention to an offer from Surrey to run a 2 hour workshop, details of which he had circulated to members. It was agreed that members would advise the Clerk if they wished a workshop to be arranged.
Tatsfield Parish Boundary: The Clerk drew attention to a letter from Mr Brayne of Broomlands Lane, Limpsfield, complaining at the lack of benefit he received from paying the Tatsfield precept.

11 Any Other Business

(a) Electoral Register: Margaret Boadella requested a copy of the latest Register

Main Service Plans: Jon Allbutt indicated that he had obtained plans of all main services in the Village Centre and these would be placed in the archives.
Grants: An application had been received from Tatsfield Art Group for a grant and it was agreed that copies of the letter of application would be circulated and the matter considered at the next meeting.

The Meeting closed at 10.44p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 10th May 2004 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Alan Fry OBE QPM (in the chair)
Mr Jon Allbutt Mrs Margaret Boadella

Mr Tony Erbes Mrs Wendy Maddison

Mr Ian Mitchell Mr David Wood

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

And 6 parishioners.

1 Apologies:

Mr Harry Pettifor (Surrey CC Councillor)

Election of Chairman & Vice Chairman

Prior to seeking nominations for the office of Chairman, David Wood indicated that he did not wish to stand for re-election and he wished to express his thanks to members and to the Clerk for the help and support he had received.

Election of Chairman: David Wood asked for nominations and the only nomination was that of Alan Fry, proposed by Tony Erbes and seconded by Wendy Maddison. David Wood therefore declared Alan Fry duly elected as chairman. The newly elected Chairman then signed the appropriate declaration of office after which he took the chair.
Election of Vice Chairman: The Chairman then asked for nominations and the only nomination was that of David Wood proposed by Margaret Boadella and seconded by Tony Erbes. The Chairman declared David Wood duly elected as Vice-Chairman. The newly elected Vice Chairman then signed the appropriate declaration of office.

2 Minutes

The Minutes of the meeting held on the 9th April 2004 were approved and signed as a correct record.

3. Matters Arising:

None.

4 Tatsfield School

The Clerk had circulated copies of a letter written by TD Councillor Bob David to Surrey CC asking for clarification as to the County Council’s intentions now that the offer to provide a site for the School adjacent to the Parish Room had been withdrawn. He had also circulated a copy of the reply that had just been received. This reply indicated that there were several options for potential sites and there would be a meeting to appraise these options for their suitability and risk. Those involved in the meeting would be SCC experts, the Headteacher and a Tandridge DC representative. Once the appraisal was complete, the results would be published in the Parish Magazine and would form part of any subsequent planning application. After discussion, it was agreed that the Clerk should write asking that the Parish Council should be part of the consultation and also requesting details of the sites being considered. It was noted that SC Councillor Harry Pettifor had held a Public Meeting on Saturday 24 April 2004 attended by Louise Jardella of Surrey and by Nick Skellet, the leader of SCC. This had not been as well attended as the previous Public Consultation.

5 Planning Matters

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

Moorhouse Sandpits: Neither the Chairman nor Tony Erbes had been able to attend the inspection that had been arranged for 7 May and the Clerk was asked to try and arrange an alternative date. See letter
Proposed Vodafone Base Station, Gorsey Down Farm: Tony Erbes reported that he had attended a site meeting with Vodafone and, at his instigation, consideration had been given to an alternative site in Kemsley Woods. He understood that Kemsley Woods was not suitable and Vodafone would be proceeding with an application for a site adjacent to the original site. He understood that the new site would be staked so that it could be identified. After discussion, it was agreed that detailed consideration could be left until an application was lodged.

The Chairman declared an interest in the matter and took no part in the discussion.

Tomorrow’s Tandridge: It was agreed that the talk from Paul Newdick, the Head of Forward Planning Tandridge DC on this subject had been very valuable and informative and the Clerk was asked to convey the Parish Council’s thanks to Paul Newdick.

(c) Planning Councillor: Alan Fry.

6 Finance

Financial Regulations & Standing Orders: The Clerk reminded members of the Finance Committee of the meeting to be held on 25 May.
Tatsfield Community Responders: The Clerk had circulated a copy of the reply received from Surrey Ambulance and Philip Clark had circulated a further letter prior to the meeting that gave details of the current situation. It was agreed that the Finance Committee at its meeting on 25 May would consider the matter and that Philip Clark would submit further information.
Tatsfield Village Cricket Club: The Clerk indicated that he had received a request from the Club to place an order for equipment so as to escape the payment of VAT. Apparently, the suppliers of the equipment had indicated that it is common practice for this to be done. The amount involved would be a saving of approx £400. Alternatively, the Club was asking for a grant of a similar amount. The Clerk indicated that he did not consider that the Parish Council should agree to do this and this was endorsed unanimously.
Tatsfield Art Group: The Clerk drew attention to this matter and indicated that copies of the letter of application had been circulated. It was agreed that this matter should also be referred to the Finance Committe.
Tatsfield Computing Classes: The Clerk indicated that, under the auspices of the Parish Plan, Mike Clayton was hoping to run computer classes at Tatsfield using the school’s computers. The School needed to be satisfied that this use was covered for insurance and had ascertained that there would be an additional premium of approx £500 payable. Mike Clayton had therefore enquired whether the risk could be covered under the Council’s policy. The Clerk had written Cornhill with details but, as yet, had not received a reply. The Chairman indicated that he believed that another solution had now been found.

Village Hall: The Clerk drew attention to a request from the Hall Management for a contribution to cost of drain repairs occasioned by rubble left in the drains by the Council’s contractors. The total cost was £100 and it was agreed to contribute £50.

Payments: The payments listed in Appendix B were approved.

7 Highways & Rights of Way

Tatsfield Safe Routes to School Project: The Clerk indicated that SC Councillor Pettifor had indicated that no further progress could be made until funding was available.
Highway Matters:

Paynesfield Road: The Clerk indicated that it appeared that the original letter to Surrey Highways had gone astray. He had provided a copy but had still not received any reply. David Wood drew attention to the difficulties being caused by the parking of vehicles awaiting repair at Watsons Garage in Paynesfield Road. He indicated that there were often vehicles parked in Westmore Road as well. There was also diesel and petrol spillage on the road at the entrance to the garage. Ian Mitchell indicated that he would take the matter up with the proprietor when he took his car in for service but this would not be for about 14 days. In the meantime, it was agreed that the Clerk should write the proprietor and ask for action to be taken to deal with these matters. It was noted that Bob David had already raised the matter with the proprietor but this did not appear to have had any noticeable effect.
Local Speed Limits: Alan Fry indicated that a meeting had still not been arranged.

Highway Repair: Tony Erbes commented on the bad state of repair of local roads and asked for action to have repairs carried out. The Chairman pointed out that this was a matter that could be raised when Charlie Marsh of Surrey Highways attended the Parish Meeting. It was agreed that in the meantime, the Clerk should write and bring the Council’s concerns to the attention of Surrey Highways and, in particular, the condition of the roadside verge at the bottom of Ricketts Hill Road.

Rights of Way Matters:

Old Lane: The Clerk indicated he had heard nothing further and had therefore filed his papers.
Alleged Public Footpath CP135 Lusted Hall Lane to Furze Corner: It was agreed that the Clerk should advise SCC Rights of Way Group that it had no objection to the file on this matter being closed.
Beech Avenue: The Clerk indicated that the Bridleways Association had written to Surrey CC complaining about the condition of this bridleway.
PF20A Parkwood Road: The Clerk drew attention to two letters concerning this public footpath. The first letter was merely seeking information concerning the history of the footpath and its redirection. Ian Mitchell indicated that he would see what information he could produce. The second related to the continuing dispute regarding the right of certain people to use it for vehicular access. The Clerk indicated that he did not consider that the Parish Council had any power in the matter and that it was a private dispute between adjoining landowners. It was agreed that the Parish Council could not intervene and the Clerk was asked to write accordingly.

8 Reports

County Councillor: In the absence of Harry Pettifor, there was no report. Matters mentioned to the Clerk by Harry Pettifor were mentioned during the discussion of those items.
(b) District Councillor: Bob David reported on the following matters:

Grants: He would be willing to include a note in the Parish Magazine concerning the procedure being followed by the Parish Council in respect of applications for grants.
Highway Repair: This was a matter on which he was constantly chasing Surrey Highways. Emergency repairs were always dealt with quickly but he understood that it was shortage of funds that prevented more permanent maintenance being carried out.
Bridleway Claims CP481 and CP482: He understood that the objection to the making of the final orders had now been withdrawn and consequently the orders should be confirmed shortly.
Safe Route to School: The Safety Audit report had been completed but Surrey CC were not prepared to publish it. He had been given some details but he felt that full information was essential and was pressing for consultation about the proposed improvements/alterations that were to be made. It was felt that this was a matter that could be put to Charlie Marsh at the forthcoming Parish Meeting.
Clacket Lane MSA: He understood that Tandridge DC intended serving a notice to enforce the proper operation of the motorway bridge barrier.
The Paddocks, Lusted Hall Lane: He had reported to Tandridge DC that large quantities of material were still being moved on to this site and this was the cause of great concern locally.
Tatsfield School: He intended to continue to press Surrey CC (1) to publish the results of its assessment of the various sites it had considered (2) to publish its conclusions and (3) to consult with the community of Tatsfield on those conclusions. He urged the Parish Council to support him.

(c) Police Matters: Ian Mitchell had nothing to report.
Biggin Hill Airport: Ian Mitchell indicated that he would be placing the minutes of the last meeting in circulation.
Transport Matters: The Chairman indicated that he had nothing to report.

9 Notified Items:

Parish Appraisal:

Young People: Jon Allbutt reported that the numbers of young people attending meetings was steadily growing. There would be a further meeting in the near future and he undertook to advise Margaret Boadella of the exact date.

(b) Annual Parish Meeting 19 May: It was agreed that the Chairman would finalise the arrangement in conjunction with the Clerk. The main speakers would be Stephen Weigl (Chief Executive Tandridge DC) and Charlie Marsh (Local Transportation Director Surrey Highways). The principal guest would be Chairman Tandridge DC Ian Chaplin. Reports would be given by Harry Pettifor (SC Councillor), Bob David (Tandridge D Councillor), Tatsfield School and the Police. Apologies had been received from Peter Ainsworth MP. Arrangements had been made for tea, coffee etc to be available.
(c) Risk Assessment: There were no reports.
(d) Chelsham & Farleigh PC Annual Meeting: Alan Fry indicated that he had attended and it was clear that Chelsham & Farleigh PC had identical problems to Tatsfield.

10. Village Hall

Management Committee Report: Tony Erbes reported that the work both under and above the stage had been completed. The stage itself had however been damaged by the work and it would have to be renewed.
(b) Village Hall: It appeared that there had been no public comment arising from the letter published in the Parish Magazine from the Chairmen of the Parish Council and the Management Committee. It therefore appeared that the residents agreed with the views expressed. The Hall Committee would now be drafting a letter to the Charity Commission for approval by the Parish Council.

11 Property & Land Maintenance

General:

Police House: The Clerk confirmed that he had written to Mr Carr giving him 28 days within which to agree to pay the additional cost. It was agreed he should instruct Chris Lehan to proceed.

Ashen Shaw: Jon Allbutt reported that he had inspected the oak tree but it required a further detailed inspection which he would carryout as soon as possible.
Land corner of Maesmaur Road & Ship Hill: Jon Allbutt reported that the hedge fronting the road required cutting back and he offered to arrange to do this with the help of volunteers. The Chairman expressed thanks and appreciation for his offer which was gladly accepted.

(b) Tatsfield in Bloom: Jon Allbutt reported that the hanging baskets had all been prepared on the preceding Saturday and he praised the efforts of the volunteers to do this despite the atrocious weather. The front of the Village Hall would be a display of fuchsias in memory of Alan Bell. The judging would take place on 8 July and Tandridge DC had been asked to assist as usual.
(c) Pond: Wendy Maddison indicated that she was satisfied and pleased with the service given by Aquajoy and felt that this firm should be allowed to continue to look after the pond. She was not in favour of the maintenance being placed in the hands of volunteers because she felt that volunteers would not necessarily be able or willing to keep up the commitment. Jon Allbutt indicated that he had discussed the matter with the Countryside Management Project and it was willing to prepare a flora and fauna survey and prepare a management programme directed at improving the pond and its surrounds. After discussion, it was agreed that the survey and management programme would be of assistance whether or not a decision was made to continue with Aquajoy and Jon Allbut was asked to advise the Clerk of the necessary information so that the Project could be instructed to proceed accordingly. It was further agreed that the current maintenance by Aquajoy would continue until such time as the question of maintenance was discussed again.
(d) Westmore Green:

Playground: Jon Allbutt indicated that he would continue to press Tandridge DC to deal with the maintenance of the surface so as to comply with the relevant standards.

12 Meetings to Attend

TDC Key Worker Information Event: 12 May – 4.30-7.30 at Tandridge DC Offices
Oxted & District Fair Trade Action Group Meeting: Saturday 15 May at 10.30 a.m. at Oxted UR Church.
SCC Tandridge Local Committee: Friday 21 May at 10.15 a.m. at St Mary’s Church Hall, Church Lane, Oxted.
Tandridge History Centre AGN: Monday 24 May at 7 p.m. at Caterham Valley Library.
SCAPTC Training Day in Land & Legal Issues: 8 June - Cranleigh – details to follow
SCAPTC Training Day for Advanced Clerks: 21 June - East Grinstead – details to follow
SCAPTC AGM & General Meeting: 21 June at Reigate & Banstead DC

13 Correspondence

(a) Wheels 2 Work Scheme: The Clerk drew attention to this Scheme involving the loan of mopeds for up to 6 months to enable 16+ year olds to overcome transport problems as a barrier to work.

14 Any Other Business

Church Hill: Wendy Maddison drew attention to rainwater flooding on to Church Hill and flooding down towards Old Lane.

The Meeting closed at 10.18 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th June 2004 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Alan Fry OBE QPM (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 Bob David (Tandridge DC Councillor),
Mr Harry Pettifor (Surrey CC Councillor)

And 2 parishioners.

1 Apologies: Mr David Wood and Philip Clark (Parish Constable)

2. Minutes
The Minutes of the meeting held on the 10th May 2004 were approved and signed as a correct record.

3. Matters Arising: None.

4 Tatsfield School

The Clerk had circulated copies of correspondence that had passed between Surrey CC, Peter Ainsworth MP, Bob David, Harry Pettifor and the Parish Council relating to the consultation process to be adopted. This included an invitation to the Chairman to attend an Options Appraisal meeting on Tuesday 15th June at Tandridge District Council Offices and he had accepted that invitation.
The Chairman indicated that he had not been briefed prior to the meeting other than in the most general terms. He hoped that the meeting would be an objective review of the current situation but he had no knowledge of the proposed procedure thereafter. Louise Jardella had undertaken to provide a full report of the meeting and this would be published in the July edition of the Parish Magazine.
A wide ranging discussion took place during which Harry Pettifor stated that, whilst the Surrey Executive had delegated powers to its Director of Education to deal with the matter, he had been assured that there would be further consultation in the future. Ian Mitchell indicated that he was unable to understand why the County Council had not made public the sites that were being considered. The Chairman indicated that, immediately following the meeting, all this information would be in the public domain.
It was unanimously agreed that the Clerk should write Peter Ainsworth MP, Harry Pettifor and Bob David thanking them for their support of the Parish Council in its efforts to ensure that it was part of the consultation process.

5. Delegation of Responsibilities
The Clerk indicated that he had not received any representations from members regarding any change to the matters for which they were responsible and he circulated an updated list that was agreed. The Clerk reported that he had received a request from the Oxted Citizens Advice Bureau for the appointment of a representative to sit the Management Committee. It was agreed that the Chairman be appointed. The Clerk also reported that he had received a request for a nomination of a member of the Parish Council to serve on the Tatsfield/Vern d’Anjou Committee. It was agreed that Margaret Boadella should continue to be the Council’s representative.

6 Planning Matters

Current Applications: The Chairman declared an interest in Application No.04/0804 relating to Hawthorne Dene, Ricketts Hill Road and he vacated the chair whilst the discussion on that item took place, the chair being taken by Wendy Maddison. Wendy Maddison declared an interest in Application No.04/0711 relating to Fernlea, Old Lane, and she took no part in the discussion of that matter. The action as shown in Appendix A was then agreed in respect of all applications listed.
Sundry Planning Matters:

(1) Proposed Vodafone Base Station, Gorsey Down Farm: The Chairman reported that he had been given to understand that the matter was unlikely to proceed.

Tomorrow’s Tandridge: The Clerk indicated that he had just received a report on this Seminar that had been held on 28 February 2004. A copy of the report had been placed in circulation.

(c) Planning Councillor: Wendy Maddison.

7 Finance

Finance Committee: The Clerk had circulated a copy of the minutes of the meeting of the Finance Committee held on 25 May. The recommendations of the Committee were unanimously agreed as follows:

That a grant of £150 be made to the Tatsfield Art Group;
That the cost of £250 for the Lewisham Concert Band and £50 for refreshments be met by the Parish Council;
That the equipment as listed in the Committee Minutes be purchased for the Community Responders at a cost of £81.95 + VAT and a grant of £115 be made.

Oxted & District CAB: The Clerk reported that he had received the usual request for financial assistance and he had included in Appendix B a grant of £150 in accordance with the Budget provision. This was agreed.
Oxted & District Social Centre: The Clerk reported that he had received a request for financial assistance and indicated that the Council had been in the habit of making an annual grant but had not made a grant in the last financial year because no request had been received. The grant made in 2002/3 had been £55 and it was agreed that a similar grant should be made for the current year.
Payments : The payments listed in Appendix B were approved.

8 Highways & Rights of Way

(a) Tatsfield Safe Routes to School Project: See District Councillor’s report.

(b) Highway Matters:

(1) Paynesfield Road: The Clerk had circulated a copy of the reply that had been received. It was agreed that the Clerk should write suggesting that Surrey be asked to reconsider their decision not to circulate the standard letter to residents of Crossways because it was felt that this was inconsistent practice.
(2) Local Speed Limits: Alan Fry indicated that he had still heard nothing in this matter.

Approach Road Junction: It was noted that the white stop lines had now been re-painted.

(c) Rights of Way Matters:

Bridleways 641-648: The Clerk reported that the Order had now been confirmed and FP 19A. 20 and 570 had now been upgraded to bridleways.
Bridleway 614 Beech Avenue: The Clerk had circulated a copy of a letter from Tatsfield Bridleways asking if the Parish Council could repair damage to the surface of this bridleway. This damage had allegedly been caused by machinery brought down the bridleway to access the rear of 85 and 87 Paynesfield Road. An approach had been made to Surrey CC Rights of Way Group to carry out repairs but it had referred the matter to the Parish Council as the County Council stated that the Parish Council owned the land. The Clerk was requested to consider the position and, if appropriate, write the owners of the properties concerned.

9 Reports
(a) County Councillor: Harry Pettifor reported on the following matters:

Clacket Lane Sandpit: He regretted that the Operator’s appeal had been upheld but the Operator had now promised that small machinery and plant would be used, thereby reducing noise levels.

Bridleways: He confirmed that the Order had now been confirmed.

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

Clacket Lane MSA: Tandridge Planning Enforcement Officers had had a meeting with the Operators and certain assurances had been given about the future operation of the barriers. Tandridge would therefore be monitoring the position closely to ensure that the new measures were put into operation. He therefore requested prompt notification of any failures so that he could advise Tandridge.
The Paddocks, Lusted Hall Lane: Tandridge Planning Enforcement Officers had paid several visits to the site and were satisfied that there was no breaches of the planning consent conditions.
Safe Routes to School: Surrey Highways were to have talks with Metrobus and hoped to be able to put forward 2 or 3 alternative options to improve road safety. The Chairman drew attention to the fact that it was an offence to ignore the one way signs on the slip road outside The Ship.

(c) Police Matters: Ian Mitchell reported that some dumping had occurred in Chestnut Avenue. A vehicle registration number had been obtained and there was the possibility of tracing those responsible.

(d) Biggin Hill Airport: Ian Mitchell indicated that minutes of the last meeting would be placed in circulation. He drew attention to the fact that the Air Fair would be held on 18/19 September.

(e) Transport Matters: The Chairman indicated that he would be attending the SCC Annual Passenger Transport Assembly on 2 July.

(f) Tatsfield Community Responders: Jon Allbutt asked if a periodic report could be submitted by the Responders in order to keep members up to date with developments and activities. It was agreed that a written report would be very useful.

10 Notified Items:

Parish Appraisal:

Young People: Jon Allbutt reported that the next meeting would be on 15 June.

Steering Committee: The next meeting would be on 17 June.

(b) Annual Parish Meeting: The Chairman reported on the meeting and indicated that any suggestions for improvement of the format of the meeting would be welcome. The Clerk had circulated copies of the minutes of the meeting and these were approved.

(c) Risk Assessment: Tony Erbes drew attention to overhanging branches on Tatsfield Green that could be dangerous and suggested that the matter should be drawn to the attention of the owner of the land on which they stood. Jon Allbutt passed details to Margaret Boadella with regard to the surface of the play area on Westmore Green and she agreed to chase Tandridge to ensure that the surface met with current standards.

11 Village Hall

(a) Management Committee Report: Tony Erbes reported that the alterations above the stage were now complete. However the alterations below stage had been done but the workmen had created considerable dirt and dust throughout the Hall. This had cost £100 to clean up and would be claimed back from the contractor.

(b) Village Hall: He reported that he was concerned that the draft letter to the Charity Commission had still not been drawn up. He was also concerned about comments made by the Hall Treasurer concerning the loan taken out by the Parish Council to finance the Hall extension and alterations. He considered it very important that progress should be made.

12 Property & Land Maintenance

(a) General:

(1) Ashen Shaw: Jon Allbutt reported that he was arranging to meet Chris Lehan to agree the details of the reduction work to be carried out to the oak tree and he would report back. Jon Allbutt also agreed to supply the Clerk with details of the quotation for the erection of horse barriers at either end of this land.

(2) Parish Room: The glass to the front door had been vandalised and the Chairman had arranged for it to be replaced.
(b) Tatsfield in Bloom: John Allbutt reported that the judging would take place on 8 July and all last minute arrangements were in place. An Environmental grant from Tandridge had been obtained.

(c) Pond: Wendy Maddison reported that a further maintenance visit had been carried out in readiness for the Tatsfield in Bloom judging. She confirmed that the Downlands Project had been approached previously and Jon Allbutt undertook to advise the Clerk of the necessary details so that the Project could be asked to carry out a survey.

13 Meetings to Attend

SCAPTC AGM & General Meeting: 10 July at Reigate & Banstead DC
Surrey Community Action AGM: 14 July 2004 at 9.15 for 10.00 at the White Hart Barn, Godstone.
East Surrey Parishes Liaison Group: Wednesday 6 October 2004 at a venue to be notified.

14 Correspondence

SCC Mobile Library Service: The Clerk indicated that he had placed the Operations Schedule for the Mobile Library in circulation. The Mobile Library would be at The Old Ship fortnightly on Friday between 3.45 and 4.15.
DEFRA Rural Enterprise Scheme: The Clerk indicated that he had received a request from DEFRA for information on the priorities identified by the Parish Plan. He had passed a copy of this to the Steering Committee so that it could be dealt with.
East Surrey Parishes Liaison Group: The Clerk reported that he had received the minutes of the last meeting held on 31 March 2004 and also copies of correspondence written following that meeting. A copy of the minutes only had been placed in circulation but Margaret Boadella had copies of both the minutes and the correspondence.

15 Any Other Business

(a) The Ship: Wendy Maddison asked if the Clerk could write to ask the owners of the ship to have the hedge along Ship Hill trimmed back as pedestrians were having to walk in the road.
(b) Parish Room: It was agreed that a fan should be purchased for use in hot weather.



The Meeting closed at 10.38 p.m.

April to June 2004

(n.b. Because of formatting difficulties, appendices are for the time being not included in current minutes. They may be obtained from the Clerk).