MINUTES of a Meeting of Tatsfield Parish Council held on the 9th October 2006 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Alan Fry OBE QPM (in the chair)

Mrs Margaret Boadella Mrs Wendy Maddison

Mr Ian Mitchell Mr David Wood

In Attendance: Mr John Sandiford (Clerk),

And 0 parishioners.

1. Apologies Mr Jon Allbutt (abroad), Mr Tony Erbes (hospital), Mr Bob David (Tandridge DC Councillor) and Mr David Hodge (Surrey CC Councillor)

2. Declarations of Interest:
(a) Planning: The Chairman declared an interest in Application No.06/1339 relating to Rosedene, Ricketts Hill Road and he took no part in the discussion of that item.

3. Minutes
The Minutes of the meeting held on the 11th September 2006 were approved and signed as a correct record

4. Matters Arising:

(a) Xmas Tree: David wood indicated that he was having difficulty in obtaining a suitable root-ball tree and had been quoted Ł300 for a 15-20 ft tree. He was endeavouring to obtain a smaller tree at a lesser price. He had been offered a rootless tree for this year for Ł60-70 if the suppliers could have a small advertising sign placed near the tree. This was agreed.

(b) Westmore Green Play Area: It was noted that this was still in a very poor condition and the Chairman indicated that he would take the matter up with Tandridge DC.

(c) Surgery: The Clerk indicated that he had not received any response from West Kent Primary Care Trust. The Chairman reported that there had been a recent case that had decided that a Primary Care Trust could not close a surgery without proper public consultation.

5 Tatsfield School

The Chairman reported that the Secretary of State had decided not to call the planning application in. He understood that it was hoped to start the preliminary site preparation in January 2007. There would be an Update Meeting at the school on 17 October. He was concerned that Surrey CC had imposed a condition that no activities could take place in the new school after 10.00 p.m. This would prevent a number of school and community activities at the premises and he would be pursuing the matter further to see if there was a possibility of a later time being substituted.

6. Planning Matters

(a) Current Applications: In the absence of Tony Erbes, Ian Mitchell reported on the applications listed in Appendix A and the action agreed is as shown in Appendix A..

(b) Sundry Planning Matters:

(1) Sevenoaks DC Local Development Framework: The Clerk indicated that Sevenoaks DC was carrying out the Stage 3 LDF Consultation and had approved the Preferred Options Core Strategy for consultation. He explained that the Core Strategy sets out the vision and strategic objectives for the use of land and buildings and follows on from the previous stages 1 and 2. Sevenoaks DC had similarly approved the Interim Housing Policy Supplementary Planning Document for consultation. This document dealt with the proper management of the District Housing Land Supply. Comments on both were required by the 10 November 2006. It was agreed that as the documents were dealing in the general principles, no response would be made.

8. Finance

(a) Grants:

(1) East Surrey Museum: The Clerk reported that he had received an appeal from the Museum for financial help to retain the Curator in post. The present grant to fund his salary would expire in mid-October and the application for a further grant which had been submitted needed re-drafting because Lottery Fund’s requirements had changed. After discussion, it was agreed to make an immediate grant of Ł100 and to ask the Clerk to seek more information as to whether the County Council and District Council were making similar grants.

9. Highways & Rights of Way

(a) Highway Matters:

(1) Traffic Survey: The Chairman indicated that he was not aware of any arrangements having been made and, in the absence of Jon Allbutt, there was no further information available.

(2) Highway Repair: The Clerk indicated that he had received a copy of a letter sent to Surrey CC by a resident of Ricketts Hill Road asking if kerbstones could be installed in part of that road to prevent further erosion. This complaint followed an earlier request in June 2006 from the same resident. That request had apparently prompted no response. The Clerk indicated that he had responded and indicated that the Parish Council was only too well aware of the bad state of repair of local roads and was doing what it could to get some action. The Chairman indicated that he had followed up the letter written to the Chairman of the SCC Joint Committee but had not received any response. Whilst there was some outstanding work to be completed, it was agreed that the recent road works to Approach Road and Ship Hill had been well done. The Chairman indicated he would chase up the outstanding work to ensure that floodwater was not making its way into the pond.
(3) Old Lane: The Chairman indicated that, at his request, the Clerk had circulated a Memorandum setting out the background to the application being made by the Residents Association for funding. After discussion, it was agreed that a grant of Ł220 would be made in this particular instance. It was to be made clear to the Residents Association that, in future, the Parish Council must be consulted before any work was carried.
(4) Village Centre: The Chairman indicated that no plans of the proposed scheme had not yet been prepared due to absence on maternity leave of the person responsible. He believed that these plans would become available shortly.
(5) Village Centre CCTV: The Chairman indicated he was still discussing matters with Andrew Bond.
(6) Speedwatch: The Chairman indicated that there had been no progress as the officer involved had been off sick.
(7) Church Hill: The Chairman reported that he had received a letter from the Developers of Church Farm expressing their wish to accommodate local demands and to this end they had taken steps to divert surface water so that it did not accumulate on the road outside the site. In due course the surface water would be drained into a soakaway. Hard standings had been provided for all vehicles using the site so the mud on the road would be minimised. Traffic warning signs had also been erected.

10. Reports

County Councillor: There was no report in the absence of County Councillor David Hodge.

(b) District Councillor: In the absence of District Councillor: Bob David, there was no report.:

(c) Police: Ian Mitchell reported that following the public meeting on 18 September, Neighbourhood Watch was operating and, to date, about 40 local residents had agreed to join the e-mail list and about 10 other residents who were not on e-mail had also joined. As yet, no one had volunteered to act as co-ordinator.

(d) Biggin Hill Airport: Ian Mitchell indicated that the next meeting of the Consultative Committee would take place on 19 October. His impression was that private flying was still declining. Some Tandridge Councillors had visited the airport recently to brief themselves about the airport. Similar visits were being arranged to Redhill Aerodrome and Gatwick Airport. Peter Ainsworth MP had also paid a visit to the Airport recently and was now able to speak with personal knowledge about the Airport.
(e) Transport Matters: The Chairman indicated that he would make enquiries about the Buses-4-U service and the fares being charged to different groups.
(f) Risk Assessment: Nothing to report.
(g) Local Agenda 21: Ian Mitchell reported that he had recently visited the Bermondsey Waste Incinerator. He had been impressed to find that waste was reduced to one tenth of its cubic capacity. A lot of waste was recycled for road-making materials and the whole operation was not nearly as dirty as he had imagined.
(h) North Tandridge Local History Group: Ian reported that there would shortly be an exhibition of Tatsfield photographs in the Caterham Valley library.

11. Notified Items:
(a) Youth Activities: There was no report in the absence of Jon Allbutt.
(b) Parish Emergency Plan: There was no report in the absence of Jon Allbutt.
12. Village Hall
(a) Management Committee Report: Wendy Maddison and Margaret Boadella reported that finances were satisfactory with bookings also at a satisfactory level. A Barn Dance would be held on 14 October to raise funds.
(b) Village Hall Constitution: The Clerk was requested to find out the present position with regard to the adoption of a new constitution..
(c) Village Hall Lease:. The Clerk reported that approval had been obtained by the Hall Committee from the Charity Commission. This was subject to confirmation being obtained that the Parochial Church Council did not wish to exercise the right to purchase the freehold back contained in the original Conveyance and also to the correction of certain typographical errors and an updated plan. The PCC had confirmed formally that it did not wish to re-purchase and was happy for the transfer to the Parish Council to proceed. This had been forwarded to the Charity Commission.

13. Property & Land Maintenance
General:
(1) Parish Room- Access: Nothing to report.
(2) Beech Wood, Ricketts Hill Road: There was no report in the absence of Jon Allbutt .
(b) Tatsfield in Bloom: There was no report in the absence of Jon Allbutt. The Chairman indicated Tatsfield had been awarded third place in its category with first and second places going to villages in Scotland and N Ireland so that Tatsfield was effectively placed first in England. This was a tremendous achievement and all concerned were to be heartily congratulated. This was endorsed by all members present.
(c) Pond: The Clerk reported that he had received a letter from a resident that was critical of the planting in the Pond. Wendy Maddison indicated that she did not agree with the criticism and had replied accordingly. The real problem was a very invasive plant that had taken hold in the pond. Previously, this plant had been kept at bay by the presence of ducks on the pond but now that there were no longer any ducks, the plant was a real problem. The only known method of eradicating was to use a chemical weedkiller that was harmless to fish. Some years ago the Parish Council had taken a decision not to use chemicals in the pond and so other methods had been tried but without success. It was agreed that further enquiries would be made to ascertain whether there were any other effective treatments that could be used.

14. Meetings to Attend - None

15. Correspondence - None

16. Any Other Business
(1) Village History: Ian Mitchell reported that some local children had found a fossilised sea urchin and this was to be preserved.
(2) Parish Plan: Ian Mitchell indicated that grants were available for parishes willing to undertake parish plans.

The Meeting closed at 10,30 p.m.

PLANNING APP A

RESULTS:-

Refused:
Hardcourt, Ricketts Hill Road - Objection made
6 Parkside Cottage, Rag Hill Road

CURRENT APPLICATIONS:-

06/1405

06/1188
6 Parkside Cottages, Rag Hill Road
Erection of first floor side extension and conservatory to rear elevation
Recommendation: Objection based on loss of small dwelling and inappropriate development.

06/1254
Land at Church Farm, Church Lane
Erection of an agricultural building
Recommendation: Concern to be expressed of effect on recently fragmented area of land and request for Local Plan to be enforced rigorously.

06/1259
The Stables, Park Farm, Rag Hill Road
Conversion of garage to habitable room (Certificate of Lawfulness)
Recommendation: No objection

06/1315
Crayford Cottage, Johns Road
Continued display of non-illuminated advertisement
Recommendation: Strong objection to be lodged to defiance of planning law and request for any consent to be strictly limited.

06/1339
Rosedene, Ricketts Hill Road
Conversion of garage to habitable room and retention of pitched roof over bay window
Recommendation: No objection

06/1361
MSA West, Clacket Lane
Erection of HGV Wash Enclosure.
Recommendation: To be considered by the next Planning Councillor

06/1405
Church Farm Barn, Church Hill
Demolition of portal frame agricultural building; erection of 2 x 3 bed semi-detached dwellings.
Recommendation: To be considered by the next Planning Councillor

06/1428
Del A Cor, Lusted Hall Lane
Demolition of dwelling and garage; erection of 5 bed chalet style dwelling with attached double garage.
Recommendation: To be considered by the next Planning Councillor

MINUTES of a Meeting of Tatsfield Parish Council held on the 13th November 2006 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 Mrs Wendy Maddison
Mr Ian Mitchell

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

And 8 parishioners.

1. Apologies Mr Alan Fry (absence abroad) and Mr Tony Erbes (incapacitated)

2. Declarations of Interest:
(a) Planning: Wendy Maddison declared a personal prejudicial interest in Planning Application No.06/1556 relating to Fernlea, Old Lane. Tatsfield and left the meeting while discussion of that item took place.

3. Minutes
The Minutes of the meeting held on the 9th October 2006 were approved and signed as a correct record

4. Matters Arising:
(a) Xmas Tree: David Wood indicated that he had nothing further to report as he was still seeking a suitable tree.
(b) Surgery: The Clerk indicated that he had received a letter from the Tatsfield Youth Project asking that, in the event of the Surgery ceasing to be used as such, the Project would wish it to be considered for use as a Drop-In Centre. This was noted..

5 Tatsfield School
In the absence of the Chairman, the Clerk reported that the TRO advert had appeared on 2 November providing for objections by 24 November. The matter could therefore go to Committee in the week commencing 27 November and the Local Committee would probably hold a special meeting in that week. If it would not hold a special meeting, it would have to wait until January.

6. Planning Matters
(a) Current Applications: In the absence of Alan Fry, David Wood and 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 CC Waste Plan Submission Draft: The Clerk indicated that Surrey CC was carrying out the next stage of the process arising from the receipt of representations from the original consultation with regard to the availability of alternative sites. He pointed out that the Parish Council had not made any representations to the original proposals. It was agreed that no comment was required.
(c) Planning Councillor: Wendy Maddison.

7. Finance
(a) Grants:
(1) East Surrey Museum: The Clerk reported that he had asked the Museum to indicate if it had received financial help from other bodies and, in particular, from Tandridge DC or Surrey DC. As yet he had had no response.
(2) Old Lane: The Clerk reported that he had written indicating that a grant of Ł220 would be made. The work had not yet been carried out and he had arranged for the account to be sent to him so that payment could be made.
(3) Tatsfield Youth Project: The Clerk indicated that he heard from the Project Treasurer and understood that the Project now had a Bank account and wished to have the money paid over to it. He had therefore included the payment in Appendix B for approval.
(4) Tatsfield in Bloom: The Clerk reported that he had received a request from the Organising Committee for the Parish Council to sponsor the village’s entry into the Competition. The Organisers now knew that they would not be invited to take part in Britain in Bloom but were nevertheless asking if the Parish Council would consider increasing the grant above Ł750. After discussion during which it was made the clear that the Parish Council would wish to see a greater emphasis placed on permanent planting rather than annual planting, it was agreed that the sponsorship for 2007 would be Ł850.
(5) St Mary’s Church: The Clerk reported that he had received an application from the Church for financial support in 2007 in connection with a proposal to open the vacant shop at 1 The Parade, Westmore Green, as a coffee shop/meeting place. Full details of the proposal had been circulated to members and it was agreed that the matter should be placed on the agenda for the December meeting.
(6) Tatsfield Community Composting Scheme: The Clerk reported that he had received an application for a grant of Ł200 towards the cost additional tools and ongoing maintenance for the shredder. He distributed to members a copy of the letter of application and it was agreed that this matter should also be placed on the agenda for the next meeting.
(7) Greener Tatsfield: The Clerk reported that he had received an application for a grant to assist with the publication of a booklet for distribution to all households in the Parish giving information about issues such as energy saving, local public transport services, fair trade goods, water meters, etc. Full details had been distributed to members and it was agreed that the matter should be placed on the agenda for the next meeting.
(8) St Mary’s Churchyard: The Clerk reported that he had received an application for a grant to assist with the maintenance of the churchyard. Full details had been distributed to members and it was agreed that the matter should be placed on the agenda for the next meeting.
(b) Audit: The Clerk reported that the Auditor had asked for an explanation with regard to the level of maintained by the Parish Council. The Clerk indicated the terms of the response and it was agreed that the Budget for 2007/8 would be discussed at the next meeting by which time a reply was likely to be forthcoming from the Auditor.
(c) Payments: The payments listed in Appendix B were approved.

8. Highways & Rights of Way
(a) Highway Matters:
(1) Traffic Survey: Jon Allbutt reported that he had not as yet fixed a date as he wished to be sure that there was an adequate number of persons available to man the census points. After discussion, it was agreed that the Census would be held on Tuesday 16th January and Thursday 18th January between 7.00- 19.00. Jon Allbutt asked to be notified as soon as possible of the names of persons willing to assist.
(2) Highway Repair: The Clerk reported that the Chairman had taken up with David Hodge the general matter of failure to repair and, in particular, inadequate response from the Contact Centre. As a result, David Hodge had sent a very strong e-mail to Derek Poole requesting action and suggesting that a meeting took place with him and the Clerks from Warlingham, Chelsham & Farleigh and Tatsfield to agree a process of action and what outcome can be expected in the future.
(3) Old Lane: See earlier under Grants
(4) Village Centre: See under Report of County Councillor.
(5) Village Centre CCTV: In the absence of the Chairman, there was no report.
(6) Speedwatch: In the absence of the Chairman, there was no report.
(c) Rights of Way Matters: Jon Allbutt drew attention to the fact that heavy goods vehicles were often found using local roads that were totally unsuitable for such vehicles. The drivers were attempting to use these roads because they were directed on to them by on the satellite navigation systems in common use by HGV drivers and were unaware that they were impassable for such vehicles.. This was also the case with drivers of emergency vehicles who were unfamiliar with the locality. He indicated that he and other residents of Goatsfield had taken the matter up with Surrey CC Rights of Way Group and had received permission to erect signs at suitable places warning that the road was unsuitable for HGV’s and was not available for through traffic. Whilst Surrey CC were not able to provide signs, he felt that residents of similar roads might wish to take similar steps to prevent HGV’s using their roads.

9. Reports
(a) County Councillor: David Hodge reported on the following matters:-

(1) Village Centre Re-organisation: He reported that a design proposed by the Group comprising himself, the Chairman and Vice-Chairman, Councillor Bob David and Mrs S Philibert had been accepted, subject to some amendments, by County Highways and by Health & Safety. He exhibited a copy of the proposals and indicated that these would be publicised in the Parish Magazine and all households would circularised with details including a copy of the plan. It was hoped that the scheme would be submitted to SCC Joint Local Committee in January.
(2) Ricketts Hill Road: He was checking the position as to whether any road improvements were to be programmed for this road.
(3) Tatsfield School: He confirmed that the Traffic Order had been advertised,
(4) Buses-4-U: He was endeavouring to arrange sponsorship for this service so that local residents would be able to use the service without paying a membership fee and either at reduced fares or entirely free.
(5) Ship Hill: He indicated that whilst the recent roadwork had been carried very well, he was only too well aware that the traffic management had been dismal and he was looking into the matter urgently.
(b) District Councillor: Bob David reported on the following matters:-
(1) Crossways Court: There had recently been damage caused by vehicles driving over the grass verge as well as some vandalism. He was therefore canvassing the residents as to whether they would like to have boundary hedge planted.
(2) Old Lane: The postbox had recently been forcibly removed and had not as yet been replaced. He was lobbying the Post office to deal with the matter urgently and it was agreed to support the residents. The Clerk was instructed to write accordingly.
(3) Refuse Collections: Residents in some local roads had been advised by Tandridge DC that refuse would no longer be collected because the state of their road was a Healthy & Safety hazard. He had made strong representations and understood that Tandridge had now changed its mind and collections would continue.
(4) Recycling Public Meeting: He had organised a public meeting on Monday 20 November.
(c) Police: Ian Mitchell had nothing to report.
(d) Biggin Hill Airport: Ian Mitchell indicated that the Airport was endeavouring to exploit the executive jet market by arranging individual flights for parties. There was a possibility that this might contravene the terms of its lease.
(e) Transport Matters: In the absence of the Chairman, there was no report.
(f) Youth Activities: Jon Allbutt reported that the Tatsfield Youth Project was very active and met at regular intervals. As the Project had now opened an official bank account and was properly registered, the Clerk was authorised to pay the previously authorised grant in full to the Project.
(g) Parish Emergency Plan: Jon Allbutt reported that Surrey CC had now approved the Emergency Plan and he would be supplying the Clerk with a copy so that it could be formally approved at the next meeting. He was concerned that if such an emergency arose, there was no generator available to provide power for the Village Hall. The cost of purchasing a generator was considerable and it seemed that hiring such a generator was the only option, albeit unsatisfactory..
(h) Risk Assessment: Nothing to report.

10. Village Hall
(a) Management Committee Report: Wendy Maddison reported that the recent Barn Dance had raised Ł710, The pantomime would take place on 23 December and it was agreed that the Committee could borrow chairs from the Parish Room. The Hall would be open between 3-5 p.m. on Xmas Day for people to drop in. Investigations were continuing as to the best way to improve the Hall acoustics.
(b) Village Hall Constitution: The Clerk reported that the position with regard to a new constitution had been on hold pending final agreement of the sale/lease back. As the sale/leaseback had now been agreed, the files would have to be reviewed but it was accepted that the Parish Council had serious concern over the question of co-opted members and the Charity Commission had indicated that the Parish Council would be able to make comments on the matter direct to the Charity Commission “in due course”.
(c) Village Hall Lease:. The Clerk reported that he believed that the matter had now been completed.

11. Property & Land Maintenance
General:
(1) Parish Room- Access: Nothing to report.
(2) Beech Wood, Ricketts Hill Road: Jon Allbutt had nothing to report.
(3) Tatsfield Green: The Clerk reported that he had received a request from the Rev Catherine Wood for permission to continue to display a sign on the Green asking drivers to slow down for wildlife. A copy of the letter giving full details was given to all members. After discussion, it was proposed that permission should be given. This proposal was defeated with 1 vote (Jon Allbutt) in favour and three against. The Clerk was requested to write accordingly.
(b) Tatsfield in Bloom: Jon Allbutt indicated that planning was in hand for the coming year.
(c) Pond: Wendy Maddison indicated that the problem of weed control still had not been solved. At present, the contractor was removing large quantities of the weed at each visit.

12. Meetings to Attend - None

13. Correspondence
(a) Countryside Alliance Campaign: The Clerk drew attention to a letter from the Alliance indicating that the Government appeared to be failing to support rural post offices. He had circulated a copy of this letter to members and it was agreed that a letter be sent to the Minister concerned expressing the Council’s support for the local post office.
(b) Children & Young People’s Trust Consultation: The Clerk drew attention to the Consultation by Surrey County Council. This was seeking the view’s of the Parish Council on the development of the Children and Young Person’s Trust arrangements which aim to bring all agencies together to achieve the outcome of Surrey C & YP Plan. The consultation was open until the 22nd December. It was agreed that Jon Allbutt would consider the Consultation document and report back at the next meeting.

15. Any Other Business
(1) Westmore Green: Ian Mitchell indicated that there was a gully that was likely to cause flooding. Uit appeared further repairs to it had been carried out.

The Meeting closed at 10,44 p.m.

PLANNING APPENDIX A

RESULTS:-

Refused

06/1096 96 Paynesfield Road WITHDRAWN
06/1315 Crayford Cottage, Johns Road WITHDRAWN
06/1254 Land at Church Farm, Church Lane WITHDRAWN
Appeals
Pending
06/0818 The Manor House, Ricketts Hill Road
06/0887 Church Farm, Church Hill (granny Annexe)

CURRENT APPLICATIONS:-

06/1361 MSA West, Clacket Lane
Erection of HGV Wash Enclosure.
Recommendation: Objection based on loss of HGV parking

06/1404 Church Farm Barn, Church Hill
Demolition of portal frame agricultural building; erection of 2 x 3 bed semi-detached dwellings.
Recommendation: Comment to be made that consent already exists and the Parish Council is sympathetic to the repositioning of the dwelling. After further consideration, additional response to be made objecting to application amending previous application and changing the footprint.

06/1428 Del A Cor, Lusted Hall Lane
Demolition of dwelling and garage; erection of 5 bed chalet style dwelling with attached double garage.
Recommendation: Objection to be lodged based on the disproportionate increase in size of dwelling and inappropriate development in MGB

06/1512 96 Paynesfield Road
Erection of first floor side and rear extension
Recommendation: No objection

06/1519 Esher Cottage, Ricketts Hill Road
Erection of pitched over flat roof and raising of existing roof; erection of front extensions and conversion of garage to habitable room.
Recommendation: No objection but request for condition prohibiting habitable rooms in extended roof space

06/1552 Halston, Clarks Lane
Retention of conservatory and utility room and reduction of roof
Recommendation: Disapproval of the retrospective nature of the application to be made.

06/1556 Fernlea, Old Lane
Erection of single storey rear infill extension & part infill & repitch of rear roof slope; erection of rear dormer window incorporating associated solar panels to flat roof and rear extension
Recommendation: Concern to be expressed that the proposed development is inappropriate development in the Metropolitan Green Belt.

06/1563 The Grasshopper Inn, Moorhouse
Refurbishment of first floor staff accommodation and relocation of manager’s bedsit to roof space.
Recommendation: No objection

06/1569 Church Farm, Church Hill
Erection of detached garage
Recommendation: Concern to be expressed at the size of the proposed garage and at the introduction of an additional building on a site within the MGB and AGLV

06/1570 Church Farm, Church Hill
Erection of wind turbine
Recommendation: No objection but request for reduction in height

06/1581 Crayford Cottage, Johns Road
Retention of non-illuminated advertisement board
Recommendation: No objection to temporary consent for 3 months

06/1584 1 Shipfield Close
Fell 1 Ash tree – TPO 104 (God)
Recommendation: To be the subject of further consideration.

06/1635 The Stables, Park Farm, Rag Hill Road
Conversion of garage to habitable accommodation.
Recommendation: To be considered by the next Planning Councillor.

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th December 2006 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Alan Fry (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)

Mr David Hodge (Surrey CC Councillor

And 5 parishioners.

1. Apologies

2. Declarations of Interest:
(a) Planning: Wendy Maddison declared a personal prejudicial interest in relation the application relating to Fernlea, Old Lane, Tatsfield owned by her daughter and son-in-law. She left the meeting during the discussion of this item.
(b) Grants: Ian Mitchell declared an interest as a member of the Committee of Greener Tatsfield.

3. Minutes

The Minutes of the meeting held on the 13th November 2006 were approved and signed as a correct record

4. Matters Arising:

(a) Xmas Tree: David Wood indicated that a tree had now been erected and dressed and he wished to express his grateful thanks to the all those who had helped in this task.

5 Tatsfield School

The Chairman indicated that period of consultation for the necessary Traffic Order had now ended and the Tandridge Local Committee had made the order at its meeting on 6 December. The only matter raised by the residents of Vern Place was concern about the level of traffic noise that would be occasioned by the traffic tables intended to reduce traffic speed. This would clear the way for building of the new school to commence in the New Year.
Concern was expressed as to the lack of information about the exact terms of the agreement to be entered into with the County Council. The Chairman indicated that whilst nothing had been heard from Surrey officially he and the Clerk, along with David Hodge, had been pressing for an official response to the draft Heads of Agreement that had been submitted for the County Council’s approval some months ago. Verbally, the County Council had indicated that it was in agreement with them. The Chairman assured members that they would be consulted before these Heads of Agreement were finally agreed and that this would occur before building operations commenced.

6. Planning Matters

(a) Current Applications: 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) Kent CC Development Plan: The Clerk drew attention to a consultation on the Core Minerals Strategy that was being submitted to the Secretary of State in this matter. The consultation was open till 18 January 2007. It was agreed that no response was required.
(2) Surrey Waste Plan: The Clerk reported that he had been notified that the Plan was now the subject of independent examination and Public Examinations would commence on 13 February 2007 at County Hall and would last some 3-4 weeks.

7. Finance

(a) Grants:

(1) East Surrey Museum: The Clerk reported that he had received no further information..
(2) Old Lane: The Clerk reported that as yet he had not received an account in this matter and the cheque had therefore not been sent.
(3) St Mary’s Church: The Clerk reported that he had received an application from the Church for financial support in 2007 in connection with a proposal to open the vacant shop at 1 The Parade, Westmore Green, as a coffee shop/meeting place. Full details of the proposal had been circulated to members. The Chairman indicated that he felt that discussions should take place with the Church before any decision was made as he felt that it was possible that there might be an alternative venue that should be considered before financial commitments were undertaken. He would discuss the matter with the Church and report back.
(4) Tatsfield Horticultural Society Community Composting Scheme: The Clerk reported that he had received an application for a grant of Ł200 towards the cost additional tools and ongoing maintenance for the shredder. Details of the application had been distributed to members and it was agreed that a grant of Ł200 would be made.
(5) Greener Tatsfield: The Clerk reported that he had received an application for a grant to assist with the publication of a booklet for distribution to all households in the Parish giving information about issues such as energy saving, local public transport services, fair trade goods, water meters, etc. After discussion, it was agreed that a decision would be deferred pending discussions with the Committee to clarify various matters. The Chairman agreed to report back to the next meeting.
(6) St Mary’s Churchyard: The Clerk reported that he had received an application for a grant to assist with the maintenance of the churchyard. Full details had been distributed to members and it was agreed that a grant of Ł500 would be made.

(b) Audit: The Clerk reported that the Audit had now been completed and it was unanimously agreed that the Annual Return be approved and accepted. The Clerk indicated that the Auditor had raised two matters that required attention. These were:

(1) That the level of the Fidelity Insurance should be raised to a level that was adequate to protect the Council against loss ”in the light of the balances held at 31/3/06”. The Clerk reported that the cover at present was Ł50,000 and the total funds at 31/3/06 were Ł52,669 and at 31/3/07 were likely to be between Ł50,000-60,000. It was agreed that the cover should be increased to Ł60,000
(2) That the employment status of all individuals employed “on a self employed basis” should be reviewed. There were no individuals employed on this basis and the Clerk had obtained written confirmation from the Tax authorities that he could receive his salary without deductions. It was therefore agreed that no further action was required.

(c) Budget 2007/2008: The draft budget prepared by the Clerk was discussed and, after discussion, it was agreed unanimously that the Budget ( a copy of which is attached to these Minutes) be approved and that the precept be set at Ł7,500.
(d) Payments: The payments listed in Appendix B were approved.

8. Highways & Rights of Way

(a) Highway Matters:

(1) Traffic Survey: Jon Allbutt reported that arrangements were in hand to hold the traffic survey on Tuesday 16th January and Thursday 18th January between 7.00 and 19.00. He indicated that volunteers were urgently required to assist in taking the census. He also agreed to investigate the possibility of establishing an additional census point to monitor the amount of traffic endeavouring to access Paynesfield Road from Ricketts Hill Road.

(2) Village Centre: Following the publication in the Parish Magazine of details of the proposals, the Clerk reported that he had received a copy of a letter from a local resident addressed to Councillor David Hodge criticising the proposed new layout. David Hodge indicated all comments and suggestions would be considered before a final decision was made. The matter was due to be discussed at the SCC Tandridge Joint Committee on 26 January 2007. Jon Allbutt expressed serious concern about the proposals and, in particular, about the entrance of traffic to the village.
(3) Village Centre CCTV: Nothing to report.
(4) Speedwatch: Nothing to report.
(5) Highway Maintenance: Jon Allbutt expressed concern at the defects apparent in Ship Hill. He was assured the matter was already receiving attention.

(1) Paynesfield Road: The Clerk indicated that he had received a petition from a number of residents of Paynesfield Road asking that an obstruction should be erected preventing vehicles entering or leaving lower unmade part of Paynesfield Road. The basis for the petition was that that part of the road was unsuitable for vehicles and yet it was being used more and more by traffic as a through route from Ricketts Hill Road to the village centre. It was agreed that the petition be noted. The Chairman indicated that he did not consider that the Parish Council had any right to erect any sort of traffic barrier and indicated that the matter would be discussed at a meeting in the near future to be arranged by David Hodge with representatives of Surrey Highways, Surrey Rights of Way and local residents.

9. Reports

(a) County Councillor: David Hodge had nothing he wished to report.

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

(1) Council Tax: He anticipated that Tandridge DC would be increasing Council Tax by 5% or just under.
(2) Recycling Public Meeting: This public meeting had been attended by approximately 40 people and had been very interesting. The majority of those attending wanted to see more types of rubbish collected.
(3) Refuse Collection: The threat by the Refuse Contractor not to collect refuse from some properties on some unmade roads had not been carried through.
(4) Crossways Court: The majority of residents were now in favour of a hedge being planted to protect their privacy.
(5) Affordable Housing: He had recently attended a meeting on site and was pleased to learn that the building work was ahead of target and it seemed likely that completion would be in May/June next year.
(6) Vandalism: He was sorry to report that recently a car belonging to a resident in the village centre had had its tyres slashed on two separate occasions.

(c) Police: Ian Mitchell drew attention to a report in the Surrey Mirror of the crime figures for the Tandridge area. He had calculated that, if the published figures were accurate, Tatsfield had the highest crime rate per 1000 population. However, he wished to check the figures before drawing conclusions. The Chairman reported that Tatsfield now had its own Police Community Support Officer, Conrad Cheeseman, and he had agreed that he could use the Parish Room as a local base.

(d) Biggin Hill Airport: Ian Mitchell indicated that, despite a reduction in air traffic movements, there was an argument being pursued in certain quarters over the legitimacy of both incoming and outgoing flights.

(e) Transport Matters: Nothing to report.

(f) Youth Activities: The Clerk reported that the grant had been paid over and the Youth Project Treasurer had promised to provide full details of the way the money had been utilised. Jon Allbutt expressed thanks on behalf of the Project. He indicated that there was concern that, when visiting the village, the Youth workers manning the Youth Bus staff did not appear to be very enthusiastic in making contact with the youth of the village.

(g) Parish Emergency Plan: Jon Allbutt indicated that he felt that the draft Plan had reached a stage when it should be circulated to members as there were a number of matters that required consideration by the Parish Council. It was agreed that copies of draft Plan would be circulated to members so that they could consider it before the next meeting.

(h) Risk Assessment: Nothing to report.

10. Village Hall

(a) Management Committee Report: No report

(b) Village Hall Constitution: It was understood that the Hall Committee had written to the Charity Commission with a number of queries and that a copy of the letter would be made available to the Parish Council.

(c) Village Hall Lease: The Clerk reported that the matter had been completed on the 10h November 2006 and the freehold title was now registered in the Parish Council’s name. He also reported that he had arranged for the Hall to be included within the existing policy with Allianz Cornhill for the sum of Ł658,880, the amount for which the Management Committee currently insured the Hall. He had completed a proposal form and the additional premium payable for the remainder of the current premium year had not yet been notified to him. It was agreed that the amount of the insurance cover should be considered and the Clerk was asked to investigate the cost of obtaining a professional advice.

11. Property & Land Maintenance

General:

(1) Parish Room- Access: Nothing to report.

(2) Beech Wood, Ricketts Hill Road: Jon Allbutt had nothing to report.

(3) Tatsfield Green: The Clerk reported that, as instructed at the last meeting, he had advised the Revd Catherine Wood that consent would not be given to the erection of the Wildlife sign on the verge of the Green. She had acknowledged this letter and asked if there was possibility of the Council changing its mind and/or allowing a different sign. The Chairman drew attention to the fact that under the Council’s Standing Order 36 a decision could not be reversed within 6 months except by a special resolution proposed by 2 members. The Chairman indicated that the Reverend Wood had withdrawn the application for planning consent. He indicated that he had discussed the matter with Tandridge DC and he felt that there was a possibility that a solution could be found that would be acceptable to all concerned. It was his intention to discuss the matter with the Reverend Wood and he would report back.

(b) Tatsfield in Bloom: Jon Allbutt reported that preparations for the coming year were well in hand.

(c) Pond: Wendy Maddison reported that, on the occasion of the recent maintenance visit, it had been agreed that the weed growth in the pond would be monitored and the matter discussed again in January. She also drew attention to the fact that one of the “Danger” signs had been broken and it was agreed that as this could be repaired, enquiries should be made to ascertain whether smaller signs could be used.

12. Meetings to Attend -

(a) SCAPTC General Meeting: Wed 17 Jan 2007 (7 – 9 pm) at The Council Chamber, Mole Valley DC Offices, Pipbrook, Dorking – Ian Mitchell agreed to attend.

13. Correspondence
(a) Ahmadiyya Moslim Association: The Clerk reported that this Association had written to all parishes within Surrey as it wished to hold displays similar to those that it had already held in various Surrey libraries. It wished to hold an Islamic cultural exhibition for one day and would like to use the Village Hall for this purpose. It was agreed that the request should be passed to the Hall Management Committee to deal with.

14. Any Other Business

(1) Government Report on Housing: Ian Mitchell indicated that he had placed a copy of this report in circulation.

(2) Planning Applications: It was agreed that the procedure for consideration of planning applications should be reviewed and consideration given to a formal Planning Committee. It was agreed that the matter should be placed on the agenda for the next meeting.

The Meeting closed at 10.35 p.m.

RESULTS:-

Approved

06/1361 MSA, Clacket Lane
06/1339 Rosedene, Ricketts Hill Rd
06/1405 Church Farm Barn, Church Hill
06/1512 96 Paynesfield Rd - Objection lodged

Refused

06/1259 The Stables, Park Farm, Rag Hill
06/1428 Del a Cor, Lusted Hall Lane
06/1404 Church Farm Barn WITHDRAWNe
06/1534 The Rectory, Ricketts Hill Rd – WITHDRAWN
06/0303 The Paddocks, Lusted Hall Lane

Appeals
Pending
06/0818 The Manor House, Ricketts Hill Road
06/0887 Church Farm, Church Hill (granny Annexe)

CURRENT APPLICATIONS:-

06/1584 1 Shipfield Close - fell 1 Ash tree – TPO 104 (God) Recommendation: No objection to be made following satisfactory enquiries indicating that there was no alternative to felling due to the bad condition of the tree.

06/1635 The Stables, Park Farm, Rag Hill Road - Conversion of garage to habitable accommodation. Recommendation: Objection lodged on grounds that condition preventing conversion only imposed very recently and no change occurred since.