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MINUTES of an Adjourned Meeting of Tatsfield Parish Council held on the 15th November 2004 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.
Present: Mr Alan Fry OBE QPM (in the chair)
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 1 parishioner.
1. Apologies Mr Jon Allbutt, Mrs Margaret Boadella and Mr Harry Pettifor (Surrey CC Councillor)
2. Minutes
The Minutes of the meeting held on the 13th October 2004 and 8th November 2004 were approved and signed as a correct record.
3. Matters Arising:
(a) Tatsfield Church Flytipping: It was noted that a temporary barrier had been erected to prevent access to the carpark.
4. Tatsfield School
The Chairman reported that the options appraisal group had a further meeting on 1 November when all three sites were reconsidered on the same matrix as previously but on this occasion all three sites were offered on the same basis that that the land being offered would be exchanged for the existing School site without any money changing hands. There was now no residential development involved in any of the sites and no guarantee was being given as to the way in which the School site could be developed. There had been a clear majority in favour of the Reeve site and this site would now be the preferred option. There would be discussions with the Headteacher and with the Parish Council about the details of the proposed school. The planning application would be dealt with by Surrey CC and Tandridge DC would be consulted. It was hoped that the new school would be built and ready to open by September 2006. It remained to be seen whether the planning application woul;d be determined by the Secretary of State.
5. Planning Matters
(a) Current Applications: Alan Fry 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: The Chairman commented that, as a result of dealing with recent planning applications, he felt that property owners making applications for planning consent should be encouraged to discuss with their neighbours their plans before submitting an application. He appreciated that applicants were not under any obligation in this respect but felt that this would make the passage of applications much smoother and would, in some cases, forestall objections. It was agreed that this was a matter that could be canvassed in the Parish Magazine.
(c) Planning Councillor: Tony Erbes.
5. Finance
(a) Budget for 2005-06 and Precept: The Clerk had circulated to all members a copy of the draft Budget approved by the Finance Committee together with a copy of the minutes of the Committee's last meeting at which it had recommended a precept of £22,000. After discussion, the Budget as recommended by the Finance Committee was agreed and the recommendation for a precept for 2005-06 of £22,000 was also agreed.
(b) Standing Orders & Financial Regulations: The Clerk had also circulated to all members a copy of the draft Standing Orders and Financial Regulations recommended by the Finance Committee. It was agreed that these should accepted.
(c) Parish Room: The Clerk reported that he had received notification of an amended rateable value of £1175 with effect from 1st April 2005. This was an increase of £25.
(d) Payments : The payments listed in Appendix B were approved.
6. Highways & Rights of Way
(a) Tatsfield Safe Routes to School Project: It was understood that Surrey Highways hoped to submit its report in December. Attention was drawn to the dangerous state of the pavements on the Route, particularly in Ship Hill, caused by fallen leaves. It was understood that Surrey Highways would be carrying out an additional clean-up next week. In the normal timetable, there would be no further clean-up until January. It was agreed that if this additional clean-up was carried out, the Clerk should write a letter of thanks to Surrey Highways and, at the same time, ask if the additional could become a regular item in the timetable.
(b) Highway Matters:
(1) Lusted Hall Lane/Ricketts Hill Road: The Clerk reported that he had advised BT that the Parish Council wished to have the telephone box removed. BT had responded by denying any responsibility and indicating that its experience was that the removal of a telephone kiosk in these circumstances would merely move the problem elsewhere. It suggested involving the police and requesting the Local Authority to consider the use of an ASBO. A copy of both the letter to and the reply from BT had been sent to the resident concerned. It was agreed that the Clerk should respond and indicate that all avenues had been explored prior to the request for removal being submitted.
(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 as no further evidence was available, the Clerk should indicate that the Parish Council did not wish to proceed.
(2) BW614 (End of Paynesfield Road to junction with Ricketts Hill): The Clerk reported that a reply had been received denying that damage had been caused and accusing the Parish Council of harassment. The Clerk read out the response he had sent on the Parish Council's behalf and it was agreed not to take any further action.
(3) Barnfield Road: David Wood reported that he had been promised that the 2 Minis apparently dumped on the verge in Barnfield Road would be removed in the next week. As a result of discussions with residents, he was sure that a solution could be found and he intended to arrange a meeting in the near future to discuss what could be done to tidy up the area and prevent further dumping.
(4) Road Closures: It was noted that BT were to carry out extensive work on telephones lines in Rag Hill Road and Tatsfield Lane. This would result in disruption on three Sundays (5, 12 and 19 December). This was being advertised in the Parish Magazine.
6. Reports
(a) County Councillor:
In the absence of Harry Pettifor, the Clerk reported on the following matters on his behalf:-
(1) Tatsfield School: He was sure that plans would progressed with urgency now that a final decision on the site had been taken.
(2) Local Youth Activities: As yet, there no plans sufficiently advanced that allowed him to progress this matter at present. He thanked the Parish Council for its support.
(3) Highway Speed Limitation: He was pleased to report that £45,000 had been allocated for speed control works in Tatsfield of which £5,000 was for the initial survey. The Chairman commented that he believed that funds would only be allocated for work once the survey had been carried out and the extent of the work required established.
(b) District Councillor:
Bob David reported on the following matters:
(1) Highway Speed Limitation: He indicated that Surrey Highways were asking for suggestions as the Tatsfield Roads to be the subject of the survey. These roads were to be chosen from the roads that were not subject to an existing 30 m.p.h. limit or less and the exact location on those roads would be selected by the Surrey Highways. It was agreed that the roads to be nominated would be Ricketts Hill Road, Approach Road, Lusted Hall Lane, Church Hill/Lane and Rag Hill.
(2) Regional Government: He considered that the recent Public Meeting had been very successful and had been attended by approximately 35 people. He commented that, although it seemed that elected regional government had been rejected in the North East, regional government would apparently still continue as a body with some directly appointed members and some local councillors appointed by Local Authorities.
(c) Police Matters: Ian Mitchell indicated that he was placing the Crime & Disorder Audit in circulation.
(d) Biggin Hill Airport: Ian Mitchell had submitted a written report, a copy of which had been sent to all members and its contents were noted. He also mentioned that the Air Fair organisers were concerned that the proposed redevelopment of the ex-Air Force quarters might mean that the Air Fair's future was in doubt due to safety concerns.
(e) Transport Matters: Alan Fry reported that he had attended the recent meeting of the East Surrey Transport Committee. He indicated that there was little discussed at the meeting that directly affected Tatsfield but he drew attention to the fact that there would be no bus service anywhere on Christmas Day and no 464 service to Tatsfield on Boxing Day.
(f) Emergency Planning: The Chairman indicated that he, in company with Jon Allbutt, had had a meeting with Jerry Marsh and Kevin Smith (Surrey CC Emergency Planning Team) and David Holmwood (Tandridge DC Emergency Planning Officer). As a result, he had been supplied with a copy of the SCC Parish Council Draft plan format and the Tandridge Emergency Plan. He felt that the approach by the Parish Council had been met with enthusiasm and some pleasant surprise. It was agreed that a Steering Committee be set up under the chairmanship of the Chairman and with a membership comprising Jon Allbutt, Wendy Maddison, Ian Mitchell, the Parish Constable and the Clerk. This Committee would initially consider what actions needed to be taken and the scope of individuals to be involved.
7. Notified Items:
(a) Parish Appraisal:
(1) Young People: There was no report in the absence of Margaret Boadella and Jon Allbutt but the Chairman indicated that he did not believe that any meetings had taken place.
(b) Risk Assessment: There were no reports.
8. Village Hall
(a) Management Committee Report: Tony Erbes reported that there had been a successful Barn Dance held that raised £300 for Hall funds.
(b) Village Hall: The Clerk reported that the Charity Commission had now made some comments on the draft lease and the Management Committee had drafted its Scheme and had submitted this to the Commission. The Committee had also drawn up some additional comments on the draft lease. A copy of the draft Scheme and the Comments on the lease had been sent to the Parish Council for comment and the Clerk indicated that he had prepared a memorandum setting out his comments that had been circulated to all members ready for discussion at the next meeting. It was agreed that both the discussion on the Lease and on the Scheme would be adjourned to that meeting when it was hoped that all members would be present and also to give members an opportunity to consider the notes..
9. Property & Land Maintenance
(a) General:
(1) Ashen Shaw: The Clerk reported that Jon Allbutt had submitted a written report indicating that he had obtained prices from Chris Lehan for various work to trees but he had not indicated what was required in this particular case. The matter would be left over to the next meeting.
(2) Hayes Pasture: Jon Allbutt had also indicated that he had obtained a quotation of "just under £200" to erect fencing designed to prevent the use of this land by horses. The Clerk indicated that he had received a letter from Ann Hayes indicating that she was saddened by the proposal to erect a barrier to prevent passage by horses. She indicated that a previous Parish Council had named it in recognition of her work in identifying it as vacant land and she and others had used it for both walking and horse riding for many years. Discussion took place and it was agreed the damage being caused to the pathway could not be allowed to continue and the erection of the barriers was the only way that this could be achieved. It was therefore agreed that the order for the work should be put in hand.
(3) Parish Room: The Clerk reported that the Finance Committee had discussed this matter again and were of the view that a professional opinion should be sought from Brian Drury as to the viability of the provision of access that would meet the requirements of the Disability Discrimination Act 1995. It was agreed that the Clerk should instruct Brian Drury to give such an opinion. Tony Erbes indicated that he had obtained one estimate from Denis H Reeves & Co for the redecoration of the exterior of the Surgery and was obtaining another estimate.
(b) Tatsfield in Bloom: In the absence of Jon Allbutt, Bob David reported that the plans for next year were being considered. The theme to be adopted would probably be the 80th anniversary of Tatsfield WI.
(c) Pond: Wendy Maddison indicated that a final visit from the Contractor would take place on 18 November.
(d) Westmore Green:
(1) Playground: The Chairman reported that he had had a meeting with Tandridge DC and it had been acknowledged that the maintenance had not been as good as it should have been, New arrangements had been put in place and it was to be hoped that the position would improve. The Work Schedule provided for two visits weekly.
(2) Use of Green: It was agreed that St Mary's Church could use Westmore Green on the afternoon of Sunday 1 May 2005 for a May Day Celebration.
10. Meetings to Attend
(a) East Surrey Parishes Liaison Group: Tuesday 30th November 2004 at Margaret Paveley Room, Centenary Hall , Wheelers Lane, Smallfield (Host Burstow PC) at 7.30 for 7.45 p.m. - Margaret Boadella to be asked to attend.
(b) TDC Standards Committee Training course: Saturday 20 November at 10.00 or Thursday 16 December at 7.30 -Details had been circulated and Alan Fry and Ian Mitchell were to attend on 20 November.
11. Correspondence
(a) Tandridge Community Safety Partnership: The clerk reported that he had received the Crime & Disorder Audit 2004 Questionnaire for completion by 26 November. It was agreed that Alan Fry would deal with this.
(b) Affordable Housing: The Clerk reported that Andrew Smith had indicated that he had had a positive meeting with Tandridge DC as a result of which he thought that a way forward had been found to build between 12-14 units after all the ecological and arboricultural constraints had been taken into account. He wished to hold an Information Day on 1 or 2 December. He also wished to brief the Parish Council and it was agreed that this would be arranged for 6.00 p.m on Monday 22 November. It was also agreed that arrangements would be made for the Information Meeting to be held in the WI Hall on 1 December from 6.00-10.00 p.m.
(c) Freedom of Information Act: The Clerk had received a request to produce the Council meetings back to the inception of the Parish Council. He indicated that the regulations allowed for the Parish Council to charge for the time and expense involved and he had notified the applicant that this would amount to £10.50 per hour together with the cost of copies. The inspection had taken place on Wednesday 10 November and lasted 2 hours.
12. Any Other Business
(a) Christmas Tree: It was agreed that Tony Erbes would make arrangements for the Village Christmas tree and lights.
(b) Highways: It was noted that damage had occurred to the central island in the Village centre. The Chairman said he was making contact with the contractors carrying out work to the Ship car park and hoped the damage would be repaired. It was also noted that the signs at the unction of Approach Road and Clarks Lane and at the Junction of Clarks Lane and Beddlestead Lane required attention. The Clerk was asked to report the matter.
The Meeting closed at 9.54 p.m.
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