MINUTES of a Meeting of Tatsfield Parish Council held on the 10th July 2006 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 David Wood

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

And 2 parishioners.

1. Apologies – Mr Ian Mitchell and Mr David Hodge (Surrey CC Councillor)

2. Declarations of Interest:
Alan Fry declared a personal prejudicial interest in the application for planning in respect of The Manor House No.06/0818 and took no part in the subsequent discussion of that matter.

3. Minutes
The Minutes of the meeting held on the 12h June 2006 were approved and signed as a correct record

4. Matters Arising:

(a) Road Signs: The Clerk confirmed that he had reported this matter.

5. Tatsfield School
The Chairman reported that the application for planning approval had been approved by Tandridge DC and would now be dealt with by Surrey CC on 19 July and David Hodge woiuld be able to speak first and last in support of the application. It was understood that there might be some objections raised by adjoining residents. If approved, the application would then be referred to the Minister and, if it was not called in, it would be returned to Surrey CC to approve finally.
The Clerk indicated that draft Heads of Agreement had been circulated to all members and it was agreed that the press and public should be excluded from the meeting whilst discussion of these took place.

6. Planning Matters
(a) Current Applications: Jon Allbutt reported on the applications listed in Appendix A and the action agreed is as shown in Appendix A..

(b) Sundry Planning Matters:

(1) Planning Protocol: The Clerk had circulated the final draft to all members and it was unanimously agreed that the Protocol, a copy of which is attached to these Minutes, should be adopted.
(2) Surrey C.C Waste Plan: The Clerk reported that Surrey were carrying out a consultation prior to submission of the Plan to the Secretary of State for approval. It was agreed that this would be referred to Ian Mitchell for detailed consideration although it was not anticipated that any response would be required.
(3) Sevenoaks DC Community Plan & LDF: The Clerk reported that Sevenoaks DC was putting together a new Community and LDF and were consulting to ensure that these cover the District’s identified needs and priorities. It was asking for responses to a questionnaire concerning the mains actions proposed. This had also been referred to Ian Mitchell for attention.
(4) Lusted Hall Lane Affordable Housing Development: The Chairman indicated that there seemed to be no consensus over a name and, after discussion, it was agreed to support the proposal to name the road Badgers Close.
(5) South East Regional Plan: The Clerk reported that Ian Mitchell had recommended that no action was required and this was agreed.
(6) The Pump House, Pilgrims Way: The Clerk confirmed that he had written Tandridge indicating that the developments were of concern. He had been sent a copy of the response by e-mail to the residents indicating that the matter was being investigated.
(7) Crayford Cottage, Johns Road: The Clerk drew attention to letters from residents of The Square complaining about the removal of trees from the boundary between their properties in The Square and the property in the course of the re-development. The letter asked the Parish Council to request Tandridge to enforce the planning consent conditions and insist on re-instatement. The Clerk was asked to write and raise the matter with Tandridge DC.

(8) Kingscote Farm, Lusted Hall La (06/0479): It was noted that an appeal had been lodged to the refusal by LB Bromley for planning consent for the erection of a 17.5 m Monopole with associated equipment.

8. Finance

(a) Audit: The Clerk reported that he had now obtained the Internal Auditor’s Certificate and copies of this and the Annual Accounts had been circulated to members. It was unanimously agreed that

(1) the Annual Accounts, a copy of which is attached to these Minutes, be adopted and signed by the Chairman;

(2) the Annual Return and Statement of Assurance, a copy of which is also attached to these Minutes, be signed by the Chairman.

(3) the matters noted in the Internal Auditors Report be addressed as follows:

(a) A new contract of employment for the Clerk to be considered;

(b) A letter of confirmation as to deductions from salary to be obtained by the Clerk;

(d) No action required as the matter is being dealt with..

(e) The Complaints Code of Practice, a copy of which is attached to these Minutes, be adopted.

9. Highways & Rights of Way

(a) Highway Matters:

(1) Traffic Survey: In the absence of Jon Allbutt who had left the meeting early, it was noted that the Survey would take place in September and that members of the School Governors and the Parent Teacher Association had volunteered to assist. The PTA were due to consider the request to provide volunteers at their next meeting.

(2) Titsey Road B269 Closure: The Clerk reported that notice had been received of the closure of this road between the junction with Clarks Lane B2024 and the junction with High Street, Limpsfield. White Lane would also be closed.
(3) Highway Repair: The Clerk reported that Chelsham & Farleigh PC had written to the Chairman of the SCC Local Committee protesting strongly at the deplorable state of repair of local roads and asking for the matter to be considered. The Clerk was asked to write to the Local Committee supporting Chelsham & Farleigh Parish Council.
(3) Old Lane: It was noted that there had been a reduction in the anti-social behaviour caused by indiscriminate parking. An ASBO had still not been obtained.
(4) Village Centre: The Chairman indicated that he had obtained the name of a resident who was willing to assist in the preparation of a scheme and he was pursuing this matter.
(5) Village Centre CCTV: The Chairman reported that a camera had been installed outside Linda’s Stores. This was primarily to improve security for the Post Office and had been provided at no cost to the Parish Council. He was continuing discussions with Andrew Bond about the possibility of installing a camera on The Bakery.
(6) Speedwatch: The Chairman indicated that he knew of six people who were willing to participate in this scheme whereby Police trained members of the public in the use of radar guns to check the speed of traffic locally. Once trained, these volunteers would undertake to use the guns for a minimum period each week and they would note the registration numbers of offending drivers and pass the information to the Police. The drivers would then receive a written warning from the Police and, if they received a second warning, they would be targeted by the Police. The cost of training the volunteers and the use of the equipment would be £900 and it was agreed that the Parish Council would meet this cost. The Chairman would make enquiries about the insurance of volunteers.

10. Reports

County Councillor: In the absence of County Councillor David Hodge, the Clerk reported on the following matters on his behalf:-

(1) Village Centre: He was anxious to make progress with the proposed Group and would like to be informed of anyone who could participate; He would like to be able to make a presentation to the Parish Council at the October meeting.
(2) Bond Road Waste Disposal Facility: This facility would definitely not be closed until a suitable alternative site was available;
(3) Highway Maintenance: Far reaching discussions were taking place but nothing further could be said at the present time.
(4) Tatsfield School: The planning application would be dealt with by Surrey CC on 19 July and he anticipated that it would be approved.

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

(1) Recycling: Tandridge DC were having difficulty with its contractor due to certain Health & Safety issues and it was essential that waste products were placed in authorised containers only otherwise operatives would refuse to collect.
(2) Unitary Authorities: There appeared to have been a change of policy following the appointment of a new Secretary of State, It now seemed unlikely that unitary authorities would be created.

(c) Police Force Merger: The Clerk reported that letters had been received from Surrey CC and from Surrey Police indicating that the Home Secretary had delayed any decision on the merger with Sussex Police but how long the delay might be was unknown. Both letters indicated that Surrey CC and Surrey Police were against the merger with Sussex Police and gave the reasons for so doing. Attention was drawn to the fact that the deadline for submissions on the Police Force Mergers remained 10 August and asked that copies of any response be supplied to the local MP, Surrey CC and to the Police. It was agreed that the Parish Council was against any merger of Surrey Police with Sussex Police and the Chairman was authorised to write and indicate the Parish Council’s view.

(d) Biggin Hill Airport: In the absence of Ian Mitchell, it was noted that the next meeting of the Joint Consultative Committee would be on 20 July when the Chairman would deputise for Ian Mitchell. David Wood reported that several local residents had complained about over-flying but they had not registered their complaint with the Airport Operator. It was agreed to ask that the reporting procedure should be publicised again in the Parish Magazine.

(e) Transport Matters: The Chairman indicated that he would be unable to attend the next meeting of the East Surrey Transport Committee. He had not as yet heard anything further with regard to the complaints relating to Buses-4-U.

(f) Risk Assessment: Nothing to report.

11. Notified Items:

(a) Youth Activities: In the absence of Jon Allbutt, the Chairman reported that the next meeting of the Youth Project Committee would be on 16 July, prior to which the Youth Bus would be visiting the village. The Project had had a stall at the recent Scout Fair to publicise its activities.

(b) Parish Emergency Plan: In the absence of Jon Allbutt, there was no report available.

12. Village Hall

(a) Management Committee Report: Wendy Maddison reported that there was nothing discussed requiring Parish Council action.

(b) Village Hall Constitution: Nothing to report.

13. Property & Land Maintenance

General:

(1) Parish Room- Access: Nothing to report.
(2) Parish Room:
(a) It was noted that repairs to the damaged upright had been completed.

(b) The Clerk reported that a letter had been received from the West Kent Primary Care Trust indicating that consideration was being given by the Westerham Doctors to the termination of surgeries at Tatsfield. The letter asked for the Parish Council’s view concerning the termination of the lease so far as the Westerham practice was concerned. The Clerk had supplied all members with a copy of the letter and a Note giving advice on the situation. After discussion, it was agreed that the Clerk inform the Primary Care Trust that the Parish Council did not agree with the closure of the Surgery that would occasion a further reduction in services to the local community for the following reasons:

(1) the increase of potential patients arising from the new housing developments at Vern Close, Lusted Hall Lane and Johns Road.
(2) the large increase in residents passing the Surgery on a daily basis when the new School was completed;
(3) the lack of any bus service from Tatsfield to and from Westerham

(3) Westmore Green: The Clerk reported that permission had been given for the Women’s Institute to use the Green for its customary Cake Stalls between June and September

(4) Beech Wood, Ricketts Hill Road: In the absence of Jon Allbutt, there was no report.

(b) Tatsfield in Bloom: In the absence of Jon Allbutt, there was no report. The Chairman congratulated all the volunteers for their hard work in making the village so attractive in readiness for the judging on the following day and, with the unanimous support of all members, wished them every success in the judging.

(c) Pond: Wendy Maddison reported that the new plants were maturing well and the Pond was looking good for the judging of Tatsfield in Bloom.

14. Meetings to Attend - None

The Chairman asked for a member to be appointed to the Management Committee of Oxted CAB. David Wood agreed to consider whether he would accept nomination.

15. Correspondence
(a) ING Direct Sanctuary Awards: The Clerk drew attention to an invitation to apply for a donation of up to £10,000 to help towards the restoration or creation of a beautiful open space. After discussion, it was suggested that both the Millennium Wood and the Pond might qualify and it was agreed that the matter should be considered by Wendy Maddison and Jon Allbutt.

16. Any Other Business - None

The Meeting closed at 10.00 p.m.

APPENDIX A - PLANNING

RESULTS:-

Approved

06/0562 82 Paynesfield Rd

Refused

Appeals Pending
05/0843 Woodlands, Old Lane
05/1027 The Chalet, Ninehams Road – REFUSED
Kingscote Farm, Lusted Hall Lane

CURRENT APPLICATIONS:-

06/0784 Tregantle, Hillside Road - Erection of 2-storey side extension: Recommendation: Objection to be lodged on grounds of loss of small dwelling.

06/0818 The Manor House, Ricketts Hill Road - Formation of tennis court enclosed by 2.75m Chain Link fencing: Recommendation: No objection

06/0902 Park Farm, Rag Hill Road - Erection of detached double garage: Recommendation: Objection to be lodged to the size and request made for conditions if approved.

06/0887 Church Farm, Church Lane - Demolition of single storey rear element to house; Erection of single storey extensions to detached outbuilding to provide granny annexe; Erection of 2 dormer windows to rear roof slope of main house and alterations to fenestration; Erection of porch to front elevation: Recommendation: Further consideration required as to size of extensions.

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th September 2006 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

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

And 4 parishioners.

1. Apologies Mr Jon Allbutt, Mrs Margaret Boadella, Mr David Wood and Mr David Hodge (Surrey CC Councillor)

2. Declarations of Interest: None

3. Minutes
The Minutes of the meeting held on the 10th July 2006 were approved and signed as a correct record subject to the renumbering of Paragraphs 8 – 16 to 7 – 15.

4. Matters Arising: None

5 Tatsfield School

The Chairman reported that approval of the plans had been given by Surrey CC at the end of July and the application had been referred to the Minister who had yet to indicate whether the application would be called in. He had some concern arising from the conditions attached by Surrey CC. These required a Traffic Management Scheme to be put in place before work commences on the new school. It was not all clear how long this would take and whether it would delay matters. He was endeavouring to clarify matters with David Hodge and would report back as soon as possible.

6. Planning Matters
(a) Current Applications: In the absence of Margaret Boadella, Wendy Maddison reported on the applications listed in Appendix A and the action agreed is as shown in Appendix A..

(b) Sundry Planning Matters:

(1) Surrey C.C Waste Plan: Ian Mitchell indicated that he had given this detailed consideration and had not considered that any response was required.
(2) Sevenoaks DC Community Plan & LDF: Ian Mitchell indicated that he did not consider any response was required..
(3) Lusted Hall Lane Affordable Housing Development: The Clerk reported that following an objection made by Ian Mitchell, further consideration had been given to the matter and all members had indicated to the Clerk that The Copse was a more preferable name. Tandridge DC had been notified accordingly.
(4) Crayford Cottage, Johns Road: The Clerk reported that Tandridge DC had indicated that it had given approval for the removal of the trees.
(5) SE Regional Assembly: The Clerk reported that the SE Regional Assembly was carrying out an early partial review of the SE Plan in relation to Gypsy and Traveller caravan sites. It had produced a Consultation Draft Project Plan and Statement and a Sustainability Scoping Report on which comments were required by 13 October. There appeared to be no direct reference to individual sites and the documents dealt with general principles. It was noted that Parish Councils were to be among the official consultees. It was agreed that no response would be made.
(6) SERA Planning Consultation: It was agreed that this would be considered by Ian Mitchell and Alan Fry.

7. Finance

(a) Grants: The Clerk indicated that he had received an application for a grant from the Tatsfield Art Group for two Art Workshops for younger children to be held in December 2006 and in the Spring 2007. The total costs were anticipated to be £250-300. After discussion, it was agreed that an initial grant of £100 should be made. The Clerk was asked to obtain a report on the Xmas workshop and an account of expenditure when consideration would be given to a further grant for the Spring Workshop.
(b) Tatsfield Youth Project: The Clerk reported that he had just received a request for financial support of £200 from the Treasurer of the Project. It was agreed that the Project should be asked to submit invoices for expenditure so that these could be authorised for direct payment by the Parish Council.
(c) Payments: The payments listed in Appendix B were approved.

8. Highways & Rights of Way

(a) Highway Matters:

(1) Traffic Survey: In the absence of Jon Allbutt, there was no report.

(2) Highway Repair: The Clerk indicated that, in reponse to his letter to the Chairman of the SCC Local Tandridge Committee, he had received a standard response from SCC Engineer Steve Cunnah confirming that the roads were inspected on a rota basis with any defect being recorded and repaired subject to their severity. It was agreed that the Chairman would take the matter up with the Chairman of the SCC Joint committee as it was felt that the response was inadequate.
(3) Old Lane: The Chairman indicated that he had received a letter from the Old Lane Residents with regard to the maintenance of the ditch that divides Old Lane from Tatsfield Green and takes all the surface water from Old Lane. The Old Lane Residents had been involved in expense in clearing debris from the ditch and the debris that had been removed had been spread on the Tatsfield Green bank. It was believed that the debris would settle and become grassed over. However the Tandridge DC contractor responsible for cutting Tatsfield Green had apparently expressed concerns because the debris prevented the cutting of the grass, The cost of removal of the debris would amount to £220 and the Residents were seeking a contribution towards this cost. The Chairman indicated that as it had not been possible to brief all members properly in time for the meeting, the matter would be dealt with at the next meeting.
(4) Village Centre: The Chairman reported that he had a meeting with David Hodge and Bob David and it had been agreed to suggest to Surrey Highways that a roundabout should be formed around the horse trough leaving the bus stop in its current position. This would mean that all traffic would move in a circular direction and there would be sufficient room for the buses to turn. This proposal had been put to Surrey Highways and they were happy with it in principle subject to a safety audit. It was hoped that initial plans would be produce by the end of September.
(5) Village Centre CCTV: The Chairman reported that he was continuing discussions with Andrew Bond who remained happy to have a CCTV camera positioned on his premises. It now seemed possible that the equipment would be purchased rather than leased.
(6) Speedwatch: The Chairman indicated that it was hoped to arrange a course at end of September to train volunteers. No further volunteers had come forward since the last meeting and he appealed for additional volunteers.
(7) Lusted Hall Lane/Ricketts Hill Road: The Clerk reported that the kiosk had now been removed

9. Reports

County Councillor: In the absence of County Councillor David Hodge, there was no report but the Chairman drew attention to the fact that, whist there was now a regular daily journey on Buses-4-U, bus passes were not accepted and he considered that this would seriously detract from the use of the service. He would be pursuing the matter.

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

(1) Ship Hill Resurfacing: He drew attention to this work of which no prior notice appeared to have been given. He had been advised that the work was urgent and could not be delayed until after the construction of the new school. He was concerned about whether the Bus Operators had been consulted and what diversion routes were proposed. He was continuing his enquiries.
(2) Lusted Hall Development: He reported that building was now well under way and he would be arranging for the matter to be publicised in the Parish Magazine so that local residents and their families were well aware and could apply to be considered for housing.
(3) Parking Regulation: He drew attention to the fact that as from 28 September Tandridge DC would be taking control of parking restriction enforcement.
(4) Lottery Funding: He reported that Tandridge had applied for funding for playschemes and, if successful, there could be funds available for such projects..

(c) Police Force Merger: The Chairman indicated that this matter was now off the agenda as the Government had changed its mind.

(d) Biggin Hill Airport: The Chairman indicated that he had attended the last meeting. Recently certain flights had landed at Biggin Hill due to the closure of Gatwick, Heathrow and London Airport because of bad visibility. This had been the subject of strong protests from Biggin Hill Residents Association and Bromley LB was considering whether the accetance of these flights in the particular conditions was a breach of the provisions of the Lease. Complaints about overflying remained extremely low.

(e) Transport Matters: Nothing to report.

(f) Risk Assessment: Nothing to report.

10. Notified Items:

(a) Youth Activities: In the absence of Jon Allbutt, there was nothing to report.

(b) Parish Emergency Plan: In the absence of Jon Allbutt, there was nothing to report.

11. Village Hall

(a) Management Committee Report: Wendy Maddison reported that a Barn Dance was to be held on 14 October and consideration was being given to holding an “Open House” over the Christmas Holidays. Consideration was also being given to improvement of the acoustics in the Hall.

(b) Village Hall Constitution: Nothing to report.

(c) Village Hall Lease:.The Clerk reported that the lease had been agreed and could now be signed on behalf of the Parish Council along with a document assigning the Hall’s interest in the property to the Parish Council. It was agreed that the Lease and the Assignment should be signed on behalf of the Parish Council by the Chairman and by Ian Mitchell. The Clerk also reported that appproval for the transaction had been obtained by the Hall Committee from the Charity Commission subject to confirmation being obtained that the Parochial Church Council did not wish to exercise to the right to purchase the freehold back and to typographical errors and an updated plan. The Parochial Church Council had already indicated informally that it did not wish to re-purchase and was happy for the transfer to the Parish Council to proceed.

12. Property & Land Maintenance

General:

(1) Parish Room- Access: Nothing to report.
(2) Parish Room: The Clerk confirmed that a claim had been submitted to the Insurance Company and had been settled.

(3) The Surgery: The Clerk reported that a letter had been sent to the West Kent Primary Care Trust but no response had been received.

(4) Beech Wood, Ricketts Hill Road: In the absence of Jon Allbutt, there was nothing to report. The Clek reported that he had received a letter from the owner of a property in Ricketts Road about the condition of trees at the entrance to his property. He had referred the matter to Jon Allbutt who had investigated and taken appropriate action.

(b) Tatsfield in Bloom: There was no report in the absence of Jon Allbutt but the Chairman congratulated all concerned on the award of a Gold Medal in the South East in Bloom Competition.
(c) Pond: Wendy Maddison indicated that a further maintenance visit would take place towards the end of the month.

13. Meetings to Attend - None

14. Correspondence
(a) Sport England: The Clerk indicated that he had received a request from Sport England for information relating to grass playing pitches in the area. It was agreed that the only grass pitches was those at Furze Corner and Tatsfield School.
(b) Westmore Green:
(1) The Clerk reported that Tatsfield School PTA wished to erect some event Notice Boards for Firework Night (3 November 2006) Christmas Bazaar (1st December) and June Fair (mid-June 2007) adjacent to the water trough on the Green and on Tatsfield Green (Ricketts Hill Road boundary. This request was agreed.
(2) The Clerk also reported that Tatsfield Churches was seeking permission to use the Green on 24 September for Songs of Praise. This was agreed.

(c) Gambing Act 2005: The Clerk reported that Tandridge DC were carrying out a consultation with regard to its Statement of Policy that it had prepared under the provisions of this Act. The Clerk indicated that this dealt with general principles and it was agreed that no response would be made.
(d) SCAPTC “Become a Local Councillor” Campaign: The Clerk distributed details of this campaign to be launched in Jan and Feb 2007

15. Any Other Business

(a) Xmas Tree: In the absence of David Wood, the present situation was not known and the Chairman promised to investigate.
(b) Flooding: Ian Mitchell indicated that Tandridge DC were gathering information on this subject and he had supplied details of surface flooding that had occurred over recent years.
(c) Westmore Green Play Area: Wendy Maddision expressed concern at the general condition of the playground. The Clerk indicated that he would ask Jon Allbutt to take the matter up.
(d) Vern Committee: Tony Erbes asked for volunteers for Parish Council team to enter a Quiz on 6 October.
(e) Surrey Hills AONB: Ian Mitchell drew attention to the fact that the map on an Information leaflet did not show Tatsfield at all and placed Biggin Hill incorrectly. The Clerk agreed to take the matter up.

The Meeting closed at 10.47 p.m.

APPENDIX A - PLANNING
RESULTS:-

Approved
06/0585 MSA Clacket Lane North
06/0586 MSA Clacket Lane South
06/0784 Tregantle, Hillside Road
06/0902 Park Farm, Rag Hill Road

Refused
06/0818 The Manor House, Ricketts Hill Road - No objection made
06/0887 Church Farm, Church Hill - No objection made

Appeals
05/0843 Woodlands, Old Lane REFUSED

CURRENT APPLICATIONS:-

06/1026 Halston, Clarks Lane - Erection of detached double garage (Retrospective approval)
Recommendation: Objection to be lodged on grounds that (a) development within MGB & AONB (b) Possible excessive height and (c) the retrospective nature of the application

06/1096 96 Paynesfield Road - Erection of first floor extension to rear and side
Recommendation: Concern to be expressed that development within 1 meter of boundary and request for obscured glass in upper windows to preserve privacy.

06/1165 Hardcourt, Ricketts Hill Road - Erection of single storey rear extension
Recommendation: Objection to be made if the total overall percentage increase of the development and previous extensions exceeds 30%.

06/1105 Rosefield, Hillside Road - Demolition of existing dwellings and outbuildings; erection of 2 storey detached house with basement.
Recommendation: No Objection

06/1188 6 Parkside Cottages, Rag Hill Road - Erection of first floor side extension and conservatory to rear elevation
Recommendation: Further consideration to be given as to whether the loss of a small dwelling involved

06/1254 Land at Church Farm, Church Lane - Erection of an agricultural building
Recommendation: To be considered by the next Planning Councillor.

06/1259 The Stables, Park Farm, Rag Hill Road - Conversion of garage to habitable room (Certificate of Lawfulness)
Recommendation: To be considered by the next Planning Councillor

06/1315 Crayford Cottage, Johns Road - Continued display of non-illuminated advertisement
Recommendation: To be considered by the next Planning Councillor