MINUTES of a Meeting of Tatsfield Parish Council held on the 12th July 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 Mr Ian Mitchell Mr David Wood

In Attendance: Mr John Sandiford (Clerk),
Mr Bob David (Tandridge DC Councillor),
Mr Philip Clark (Parish Constable)
And 2 parishioners.

Before commencing the formal agenda, it was unanimously agreed that the Parish Council wished to express its sympathy to Margaret Boadella at the recent tragic death of her husband and to Tony Erbes at the loss of his brother.

1. Apologies Mrs Margaret Boadella, Mrs Wendy Maddison, Mr Tony Erbes and Mr Harry Pettifor
(Surrey CC Councillor)

2. Minutes
The Minutes of the meeting held on the 14th June 2004 were approved and signed as a correct record. Jon Allbutt indicated that he considered that some reference should have been made in Paragraph 4 of those Minutes to points that he had made. It was suggested by the Chairman that he should indicate to the Clerk what addition he wished to have made and the matter could then be considered at the next meeting.

3. Matters Arising: None.

Tatsfield School

The Chairman reported that he had attended the options appraisal meeting on Tuesday 15th June at Tandridge District Council Offices when Surrey CC had indicated that it had a total of eight sites under consideration. After discussion, five of these sites had generally been agreed as not being suitable. These sites were:
1. Furze Corner
2. Gorsey Down Farm
3. Church Hill (opposite the present School)
4. Land adjacent to the present School
5. Golf Course land adjoining the Scout Hut
The three remaining sites were
1. The site owned by Gordon Reeve adjacent to the Village Hall and Parish Room;
2. Part of the Golf Course fronting Approach Road belonging to Ray Goldsmith;
3. Land fronting Approach Road (opposite Westmore Green) belonging to Whelan Farms
It was considered that insufficient details were available with regard to the sites numbered 2 and 3 and it was decided that a further meeting would take place on 22 July when it was hoped that these details would be available and a conclusion reached as to the preferred site. In answer to questions, the Chairman indicated that he would endeavour to obtain these details in sufficient time before the meeting on 22 July so that he could advise members of these details and canvass their views. He warned, however, that he considered that this might prove impossible as he had had no prior briefing for the last meeting due to the fact that Surrey was still gathering information right up to the meeting itself.
General discussion took place during which it was agreed that it was important to ascertain exactly what procedure would be adopted once Surrey CC had reached a conclusion about a preferred site. The Chairman indicated that he believed that any public consultation would be part of the planning process and that this would occur after the planning application was lodged. Strong views were expressed that such consultation should take before such an application was lodged and that such consultation could be of assistance to Surrey in the subsequent planning application. The Chairman indicated that he was well aware of members’ views and would endeavour to obtain a clear statement of how Surrey intended to proceed.
The Chairman also indicated that Gordon Reeve had expressed a wish to have an informal private meeting with Parish Councillors to explore the various possibilities of the development of his site and to canvas the views of the Parish Council with regard to the inclusion of the L-shaped Field in the overall plan. It had made been clear to Gordon Reeve that the Parish Councillors would not be in any position to reach any binding decisions until they had been presented with definite proposals and they had had the opportunity to have a full discussion. The meeting would take place on Wednesday 14th July at 6.30 p.m. in the Parish Room. It was further agreed that Ray Goldsmith and Mrs Whelan should be offered a similar opportunity to meet informally with the Parish Council.

Planning Matters

Current Applications: The Chairman indicated that, due to the absence of Wendy Maddison abroad, he had dealt with the planning applications during the last month. The action as shown in Appendix A was then agreed.
(b) Sundry Planning Matters:

Proposed Vodafone Base Station, Gorsey Down Farm: There was nothing to report and it was agreed that the matter should taken of future agendas.
Surrey Structure Plan Deposit Draft December 2002: The Clerk reported that the Examination in Public had been held in November/December 2003 as a result of which modifications would be made to the Plan. Comments could now be made on the proposed modifications and these must be submitted by 6 August. Ian Mitchell agreed to look into the matter and take action, if required.

Finance

(a) Annual Accounts: The Clerk had circulated a copy of the Annual Account to all members. He had submitted papers to David Sinclair, the Internal Auditor, and he had just heard indirectly that everything was in order. It was agreed that final approval of the Account would be deferred until the Clerk had spoken to David Sinclair.
(b) Parish Room: The Clerk indicated that Tandridge Council was changing its banking arrangements as a consequence of which it required a fresh mandate for the payment of the Council by monthly instalments. It was agreed that two councillors should sign this.
(c) Payments : The payments listed in Appendix B were approved.

Highways & Rights of Way

Tatsfield Safe Routes to School Project: Discussions between Surrey Highways and Metrobus were continuing.
Highway Matters:

Paynesfield Road: The Clerk had circulated a copy of a letter signed by seven residents of Paynesfield Road complaining about the number of vehicles connected with Tatsfield Garage parked during daylight hours in the road. The Clerk indicated that, after consultation with the Chairman, he had written to Andy Harding, the manager of Tatsfield Garage, to draw the matter to his attention and requesting that he should endeavour to minimise the difficulties that were apparently being caused. The Clerk further reported that Mr Harding had telephoned him immediately on receipt of the letter and had indicated that he was aware of the complaint and had done and would continue to do everything he could to alleviate the problem. The Chairman then read a joint statement from Tony Watson, the owner of Tatsfield Garage and Andy Harding detailing the history of the matter and the steps that they had taken to alleviate the difficulties. The Chairman thanked them for their attendance and it was agreed that the Clerk would send the residents a copy of the statement.

(2) Local Speed Limits: The Chairman indicated that the question of local speed limits would come up for discussion at the next meeting of the Surrey CC Tandridge Local Committee on 16 July.
Rights of Way Matters: Nothing to report

Reports

County Councillor: In the absence of Harry Pettifor, the Clerk reported that Harry Pettifor would make an application for financial assistance for Tatsfield Community Responders to the SCC Tandridge Joint Committee when appropriate details were provided.

(b) District Councillor:

Bob David reported on the following matters:
(1) Tandridge DC: The first meeting of the new Council had taken place on 24 June when Councillor Peter Brown had been elected to the chair. Bob David indicated that had been re-appointed to the same jobs as he had held previously.
(2) Refuse & Recycling: This contract was out for tender with effect from 1 October. He would make enquiries to ascertain whether a Best Value review had been or was being carried out.
(3) Planning Public Meeting: This meeting on 1 July had been very successful and was attended by 50-60 people.
(4) Tatsfield School: He was very much of the opinion that there should a Public Meeting before the planning application was lodged.

(c) Police Matters: Philip Clark reported that he had been involved with the parking problem in Paynesfield Road. He indicated that the Garage had always co-operated with his requests to move vehicles and he believed that the problem had been much improved of recent weeks. There had been a spate of stolen vehicles being abandoned locally for which a small gang of youths might be responsible. Investigations were continuing. He had also been involved with the access difficulties at Parkwood Road. There had been an incident of fly tipping and this had been witnessed and was being investigated.

Ian Mitchell indicated that he would be attending the PCPG meeting to be held on 20 July.

(d) Biggin Hill Airport: Ian Mitchell reported that he would be attending the next Joint Consultative Committee meeting on 22 July.
(e) Transport Matters: Alan Fry indicated that he had been unable to attend a recent Surrey Passenger Transport Committee meeting.

Notified Items:

Parish Appraisal:

Young People: Jon Allbutt indicated that there would be a meeting of the Youth Committee shortly and the County Youth Worker would attend this.

DEFRA Rural Enterprise Scheme: Jon Allbutt enquired whether the request from DEFRA for information about the priorities identified by the Parish Plan had been dealt with. The Clerk undertook to check this.

Risk Assessment: The Clerk reported that the defective switch in the Parish Room cupboard had been repaired. It was also noted that Surrey Highways were dealing with the overhanging branches on Tatsfield Green. The Chairman reported that Tandridge DC had inspected the Westmore Green Playground and some work had been carried out but Jon Allbutt was still of the opinion that the surface was not up to standard. He agreed to chase the matter up.

Village Hall

Management Committee Report: It was noted that the last meeting of the Hall Management Committee had been postponed consequent upon the sudden death of Margaret Boadella’s husband.
(b) Village Hall: Concern was expressed at the continuing lack of progress in this matter and the Clerk was instructed to write and seek an urgent meeting between representatives of the Management Committee and the Parish Council to ascertain the reasons for the delay in writing to the Charity Commission and to discuss other aspects of the Hall management that were causing concern to the Parish Council.

Property & Land Maintenance

General:

Ashen Shaw: Jon Allbutt reported that he had not yet met Chris Lehan but would deal with the matter as soon as possible.

(2) Hayes Pasture: After discussion, it was agreed that urgent action was required and Jon Allbutt indicated that he believed that it would be possible to erect horse barriers at either end of this land for a moderate cost. It was therefore agreed that he be authorised to arrange for the work to be completed within a budget of £100. He would also obtain an estimate for the erection of posts in Barnfield Road.
(3) Police House Hedge: The Clerk reported that this work had now been carried out.

(b) Tatsfield in Bloom: Jon Allbutt reported that the judging had taken in pouring rain and the result would be announced in September. The normal work maintaining the displays would continue.
(c) Pond: There was no report in the absence of Wendy Maddison. Jon Allbutt indicated that he was concerned that weed again appeared to be a problem.

Meetings to Attend

SCAPTC AGM & General Meeting: 21 June at Reigate & Banstead DC – Due to the absence of Margaret Boadella, no report was available.
Surrey CC Tandridge Local Committee: Friday 16 July at 10.15 a.m. at Victoria Club, High Street, Lingfield
East Surrey Parishes Liaison Group: Wednesday 6 October 2004 at The Community Centre, Bletchingley at 7.30-7.45 p.m.

Correspondence

Oxted & District Social Centre: The Clerk reported that the User Committee had decided to cease its management of the Social Centre due to lack of volunteers. Tandridge DC was considering the future management and new arrangements would come into force as from 1 September.
Tandridge DC Planning Future Services: The Clerk drew to attention to request from Tandridge for views on how Tandridge DC should meet the local need for housing and Business. It was agreed that a copy of this survey would be made and circulated to members for them to append their views.

Any Other Business

(a) Edna Ward: Jon Allbutt had received a request from the executors of this lady for permission to bury her ashes under a tree either on Westmore Green or some other suitable place. There would be no plaque or other outward sign that the ashes were buried under the tree. It was agreed that the Clerk would look into the matter.
(b) Standing Orders & Financial Regulations: It was agreed that the Finance Committee would meet to discuss these at a date to be arranged

The Meeting closed at 10.06 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 13th September 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 Ian Mitchell Mr David Wood (left early)
In Attendance: Mr John Sandiford (Clerk),

Mr Harry Pettifor (Surrey CC Councillor)

Mr Bob David (Tandridge DC Councillor),
Mr Philip Clark (Village Constable)
And 11 parishioners.

1. Apologies Mrs Wendy Maddison

2. Minutes
The Minutes of the meeting held on the 12th July 2004 were approved and signed as a correct record.

3. Matters Arising: None.

Tatsfield School

The Chairman reported that an informal meeting with Gordon Reeve had taken place on 14th July at which Gordon Reeve had shown his revised plans to those present. Contact had also been made with Ray Goldsmith and with Whelan Farms but there had been insufficient time to arrange any meeting prior to the second Options Appraisal meeting held by Surrey CC on the 22nd July at Tandridge District Council Offices. At that meeting the proposals relating to the three sites had been considered and, based on the matrix laid down by Surrey CC, it had been decided that the site offered by Whelan Farms in Approach Road would be the preferred option. The Chairman had advised members of the outcome of this meeting and, at their request, the Chairman had approached Whelan Farms to see if any community facilities would be offered. Whelan Farms had indicated that, whilst this was possible, future maintenance would rest with the community. He had kept all members informed of developments since the July meeting and there was nothing further to report. As members were aware, Surrey CC was holding a public meeting in the Village Hall on 18th September to outline all three proposals and gain public feedback. Surrey CC then intended to lodge a planning application as soon as possible thereafter.
General discussion took place as to the view to be adopted by the Parish Council in relation to the preferred site. After all members had given their individual view, the Chairman indicated that there appeared to be a clear majority of members who were not in favour of the Whelan Farms site but were in favour of the site offered by Gordon Reeve. It was unanimously agreed that Louise Jardella (Surrey CC) should be informed as soon as possible of the Parish Council’s view and the factors that had led members to reach that view. It was also agreed that the presence of the Director of Children & Young People, Paul Gray (who had been delegated by the Surrey CC Executive to make the final decision) should be requested at the public meeting on the following Saturday.

Planning Matters

Current Applications: Ian Mitchell and Jon Allbutt reported on the applications that had been lodged since the last meeting and the action as shown in Appendix A was then agreed.
(b) Sundry Planning Matters: None.

6. Finance

(a) Annual Accounts: The Clerk had circulated a copy of the Annual Accounts and the Annual Return to all members. David Sinclair, the Internal Auditor, had not yet completed the Annual Return but he had indicated that he would do so in the near future. It was unanimously agreed that the Annual Accounts be approved and that the Annual Return be completed in accordance with the copy circulated to members and thereafter signed by the Chairman. Copy Annual Accounts and Annual Return attached to these Minutes.
(b) Clerk’s Salary: The Clerk indicated that NALC had recently published the National Salary Award for the two years commencing 1st April 2004 and 2005. It was agreed that the Clerk’s salary based on NALC SCP22 for 16 hours per week (inclusive of the Outer London Fringe Allowance) for the year commencing 1st April 2004 should be £8,020.22 p.a. (£668.35 p.c.m.) and for the year commencing 1st April 2005 should be £8,257.05 (£688.09 p.c.m.). It was also noted that the recommended equivalent salary for the year commencing 1st April 2006 was £708.39. The effect of the retrospective increase in salary meant that a further payment of £90.10 was due to the Clerk for the period from 1st April to 31st August 2004 and this was agreed.
(c) Finance Committee: The Clerk indicated that a meeting of the Finance Committee was required in order to commence the preparation of the 2005/6 Budget and it was agreed that the Committee would meet on 27th September 2004 at 6.30.
(c) Payments : The payments listed in Appendix B were approved.

7. Highways & Rights of Way

Tatsfield Safe Routes to School Project: See District Councillor’s Report.
Highway Matters:
(1) Lusted Hall Lane/Ricketts Hill Road: The Clerk reported that he had received a letter with regard to vandalism that was occurring at this junction. As had been noted at a previous meeting, young people were in the habit of congregating around the BT Telephone box and the box was often vandalised. A resident had contacted BT with a request to move the box and had been told that this would only be considered if a request was received from the Parish Council. The Clerk had circulated copies of the correspondence and had also contacted the Parish Constable. The Clerk had also contacted Steve Marley of SCC Highways who had agreed to arrange for the graffitti to be cleaned off the back of the sign. Philip Clark agreed that this was a trouble spot and was happy if the telephone box was removed completely, rather moving it to another location close by. It was agreed that the views of local residents should be sought and that notice of the intention to request complete removal of the telephone box should be contained in the Chairman’s monthly report published in the Parish Magazine. The matter would therefore be reconsidered once this had been done.

(c) Rights of Way Matters:
(1) Alleged Public Footpaths CP136 and 139: The Clerk indicated Surrey CC Rights of Way Group wished to know whether the Parish Council wished to proceed with these applications now that other outstanding applications had been resolved. It was agreed that the matter would be referred to David Wood for comment.
(2) BW614 (End of Paynesfield Road to junction with Ricketts Hill): Tony Erbes raised his concerns over the use of this bridleway by vehicular traffic and the detrimental effect that such use was having on its surface. It was agreed that Tony Erbes would supply the Clerk with full details of the person and/or vehicle involved so that a letter could be sent asking for the use to be discontinued.
(3) Bridleways: The Clerk indicated that he had received an up-to-date Schedule detailing all the bridleways in the Parish.

8. Reports

County Councillor:
Harry Pettifor reported on the following matters:-

(1) Tatsfield Community Responders: He was proposing to obtain financial support of £1,500 for the Responders through his allocation on the Tandridge Local Committee.
(2) School Bus Service: He was pressing for improvements to this service between Tatsfield and Oxted.
(3) Highways: Charlie had now retired and was succeeded by Simon Nielson.
(4) County Council: It was proposed that staff levels would be reduced by 10%.
(5) Tatsfield School: He understood that Gordon Reeve was having meeting with Paul Gray on the following day to discuss possible alternatives. He wished to make clear that a Committee on which the Local District Councillor Bob David and the Parish Council Chairman Alan Fry had sat, had chosen the preferred site. It was his opinion that Surrey had made every effort to consult the local community.

District Councillor:

Bob David reported on the following matters:
(1) Tatsfield School: He considered that the most important aspect of the matter was that the local community should be properly consulted.
(2) Safe Routes to School: He understood that it was still the intention of Surrey Highways to place proposals before the Parish Council for the improvement of the Village centre and he hoped that this would be done shortly.
(3) Housing: In the coming months, Tandridge DC would be carrying out a comprehensive review of its housing stock and its policy options. This would involve consultation with tenants and the public.
(4) Regional Government: He was organising a public meeting on 3rd November to acquaint local people with information concerning regional government.

Police Matters: Philip Clark reported that there had been a number of thefts from garden sheds and outbuildings and from vehicles and he emphasised the need to lock sheds and cars when unattended. He had caught some youths guilty of vandalism and intended to charge them unless the parents were prepared to take appropriate action to prevent a recurrence. These youths had established a makeshift camp in the L-shaped Field and he was anxious that this should be removed. He also needed to know the cost of removal for the purpose of the charges.
(d) Biggin Hill Airport: Ian Mitchell reported that there had been a meeting of the Consultative Committee in July at which a Working Group had been set up to consider the future membership of the Consultative Committee. He had been appointed to be a member of this Group.
(e) Transport Matters: Alan Fry reported that he had attended a meeting of the East Surrey Transport Committee but he had nothing of special interest to Tatsfield to report.

(f) Tatsfield History Project: Eileen Pearce reported that a Welsh Television company was making a television documentary about Welsh princes. One of these princes had owned land in Tatsfield and, from investigations that had been carried, it seemed that the old manor house and garden may have been located adjacent to the church. Investigations were to continue and English Heritage was being consulted and might be interested in financing a “dig”.

9. Notified Items:

(a) Parish Appraisal: Jon Allbutt reported that there would be a meeting of the Appraisal Steering Committee on 14 September and a meeting of the Youth Committee shortly. He had noted the request made by the young people for the provision of a basketball goal somewhere near the village centre and would ensure that this was on the agenda for the Youth Committee meeting.

(b) Risk Assessment:
(1) Parish Room: There had been some vandalism to signs outside the Parish Room and to the direction post in the village centre. The Chairman indicated that he had dealt with these matters.
(2) Westmore Green Playground: Jon Allbutt indicated that the playground had not been usable in the recent bad weather because of water collecting in an area under the swings. The Clerk was asked to report the matter.

10. Village Hall

Management Committee Report: Tony Erbes reported that the Hall was now looking very nice that the floor work had all been completed. Consideration was being given to the provision of curtains at the back of the stage.
(b) Legal Position: The Chairman reported that he, along with Tony Erbes and Wendy Maddison, had met members of the Management Committee on 30 July when the terms of the letter to be sent to the Charity Commission had been agreed. This letter had sent and a reply had been received indicating that the Commission would need time to consider the position.

(c) Building Contract: The Clerk reported that he had received a notification from the Liquidators of Southern Builders (Croydon) Ltd indicating that the claims received to date totalled £126,832.26. If the Parish Council wished to be included, a Proof of Debt had to be submitted on or before the 30 September. He reminded members that previously the Parish Council had decided that no claim should be made against the company for uncompleted work as the Liquidator had made no claim against the Parish Council for the unpaid balance of the contract monies.

11. Property & Land Maintenance

General:

Ashen Shaw: Jon Allbutt promised to deal with this matter.

Inclosure Act 1845 – Section 147: Exchanges of Land: The Clerk indicated that DEFRA were seeking to introduce a charge to cover the administration and valuation costs incurred by the Department in considering applications under this section. Such applications involved the “swapping” of pieces of land e.g. to move the village green from one piece of land to another to facilitate development. There were a number of proposals being put forward and the Department was seeking the Parish Council’s views.
Ship Hill/Maesmaur Road: It was noted that this piece of land had become very overgrown and required attention. Jon Allbutt agreed to deal with the matter.

(b) Tatsfield in Bloom: Jon Allbutt reported that he was pleased to report that Tatsfield had been awarded a Silver Gilt Award in the Champion of Champions section and also a Community Involvement Award. He congratulated all those involved and this was endorsed by all members.

12. Meetings to Attend

East Surrey Parishes Liaison Group: Wednesday 6 October 2004 at The Community Centre, Bletchingley at 7.30-7.45 p.m.
Handyperson Scheme Launch: Thursday 16 September at Common Room, Eastlands Close, Oxted 11.30-2.00.
Tandridge Community Safety Partnership Natural High Tour: 22 September at Oxted County School Oxted at 9.00 a.m.
Rural Housing Trust Affordable Village Housing Seminar: 16 September at Billingshurst Village Hall 10.00 -3.30.
Surrey Community Action Community Planning Workshop: 25 September at Ashcombe School Dorking 10.00 – 4.00.
Surrey CC Heritage Conference: 22 September at Royal Holloway, University of London, Egham 9.15-4.00
Tandridge DC World’s Biggest Coffee Morning: 24 September at Council Offices Oxted.

13. Correspondence

Flytipping: The Clerk indicated that Tandridge DC and Surrey Police had launched a campaign against flytipping and were asking for co-operation from all sections of the public. He had circulated a copy of the news release to all members.
Tandridge DC Planning Future Services: The Clerk indicated that he had circulated details to all members.
Affordable Housing: The Clerk drew attention to a letter from the Rural Housing Trust reporting on the present situation and indicating that a meeting scheduled for 10 August to discuss the various environmental considerations had been postponed TDC officers and had yet to be re-scheduled. The Clerk had circulated a copy of the letter to all councillors.
Tatsfield Church Fly Tipping: Jon Allbutt drew attention to the flytipping that was occurring in the Church Car Park. This was becoming impossible for the Church to deal with and the matter had been drawn to the attention of Ray Goldsmith because the land forming the carpark belonged to the Golf Course. It was agreed that the Parish Council would support any initiative that would prevent the problem recurring.

14. Any Other Business

(a) Emergency Planning: Jon Allbutt reported that he had made contact with both the County and District Emergency Planning Officers and had obtained a copy of the Tandridge Emergency Plan. These Officers had welcomed the Parish Council interest and were willing to attend a meeting with Parish Council and other community representatives to discuss the matter.
(b) Right to Roam: Margaret Boadella asked for a copy of the plan showing the areas affected.

The Meeting closed at 10.56 p.m.