MINUTES of a Meeting of Tatsfield Parish Council held on the 9th January 2007 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 Mr David Wood

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

Mr David Hodge (Surrey CC Councillor)

And 46+ parishioners.

1. Apologies Ian Mitchell (absence abroad) and Wendy Maddison (absence abroad).

2. Declarations of Interest: None

3. Minutes

The Minutes of the meeting held on the 11th December 2006 were approved and signed as a correct record
subject to the correction of the number of parishioners attending from 5 to 15 and the correction of typographical errors of “dressed” and “those” in Paragraph 4(a).

4. Matters Arising: None

5 Tatsfield School

The Chairman reported that he and the Clerk had had a meeting with Tony Dawkins of Peter Dickin & Co to discuss the Heads of Agreement to be entered into with Surrey CC. As a consequence of that meeting, amendments had been suggested to the Heads of Agreement and it was unanimously agreed that as this was a legal contract to be entered into by the Parish Council, discussion of these amendments should take place in private after the withdrawal of the press and public.
The Chairman indicated that a meeting of the Project Committee had been scheduled for 11 January but had had to be postponed and would take place as soon as possible. He indicated that he would ensure that certain matters of concern in relation to soft landscaping to the school building and landscaping details for the amenity land were raised.

6. Planning Matters

(a) Current Applications: David Wood reported on the applications listed in Appendix A and the action agreed is as shown in Appendix A.

(b) Sundry Planning Matters:

(1) Formation of Planning Committee: The Chairman indicated that he would like members to give this matter some thought so that a full discussion could take place at that next meeting.

7. Finance

(a) Grants:

(1) 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. He was aksed to ascertain whether the work had been carried out.
(2) St Mary’s Church: The Chairman reported that he had discussed this matter with the Church and it appeared that the whole question of the Drop-in Centre was in doubt and it was agreed that the matter should be taken off the agenda unless and until any further was heard. The Chairman indicated that he had offered the facility of the Parish Room as a possible alternative.
(3) Greener Tatsfield: The Chairman reported that he had not been able to discuss this matter with the Organisers but he would endeavour to report back at the next meeting.

(b) Audit: The Clerk reported that,following the last meeting, he had applied for the fidelity cover to be increased and the Allianz Cornhill had requested the completion of a detailed proposal form to be signed by the Clerk and the Chairman. It was agreed that the proposal form should be completed and signed accordingly.
(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 arrangements were all in hand to hold the Traffic Survey on Tuesday 16th January and Thursday 18th January between 7.00-19.00. As a result of the large public attendance at the meeting, he had obtained numerous offers of help to man the survey points. He would ensure that high visibility jackets were available to be worn by those involved.
(2) Highway Repair: The Chairman indicated that he had still not received a response to the Parish Council’s letter drawing attention to the bad state of repair of local highways. He was, however, that efforts were being made to improve the situation.

(3) Village Centre: The Chairman reported that it was clear from the large number of local residents who had attended the public session prior to the start of the meeting that there was considerable concern at the proposal that had been circulated for public discussion. All the responses received were being forwarded to David Hodge for his attention. He also made clear that there was still time for local residents to make comments although it was essential that this should be done within the next seven days. It was agreed that consideration of the Parish Council’s response to the scheme would take place once Surrey Highways had had an opportunity to consider the responses and had indicated the final plan that it proposed putting forward for approval to the Surrey Tandridge Joint Committee.
(4) Village Centre CCTV: The Chairman indicated that there had been no progress made in this matter.
(5) Speedwatch: The Chairman indicated that a training session for those who had volunteered would be held on the evening of 17 or 18 January. He appealed for more local residents to volunteer for training as he felt that this was one way in which the community could help itself to reduce traffic speed locally.

(1) Kemsley Road: The Chairman reported that a meeting would take place between the local residents and representatives of Surrey CC in the next week and the outcome of that meeting would be reported at the next meeting.

9. Reports

(a) County Councillor: David Hodge indicated that nothing to report.

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

(1) Post Office: Whilst no formal consultation was taking place about the future of local post offices, closures were certainly under consideration and he appealed to the Parish Council to make known its concerns if the local post office was to be considered for closure. It was agreed that a letter would be written to the Department of Trade & Industry expressing the Council’s concern.
(2) Crossways Court: He was negotiating with Tandridge DC with regard to the planting of a boundary hedge that residents had indicated they would like. He indicated that he might approach the Parish Council for a financial contribution to the cost of planting the hedge.
(3) Westmore Road: He had carried out a survey of Westmore Road residents on the subject of speeding and he was disappointed that less than 50% of residents had responded.
(4) Rubbish Collection: He drew attention to the fact that now that collections did not take place on Mondays, collections were no longer changed as a result of Bank Holiday Mondays.

(c) Police: The Chairman welcomed the appointment of Tom Griffin as the Police Community Support Officer for Tatsfield and indicated that, as previously agreed, he would be using the Parish Room as a base.

(d) Biggin Hill Airport: In the absence of Ian Mitchell, there was no report

(e) Transport Matters: The Chairman indicated that he would be attending an East Surrey Transport Committee meeting on 11 January.

(f) Youth Activities: Jon Allbutt reported that the Project was very active and the next meeting was on 11 January.

(g) Parish Emergency Plan: It was agreed that this matter would be adjourned to the next meeting.

(h) Risk Assessment: Nothing to report.

10. Village Hall

(a) Management Committee Report: In the absence of Wendy Maddison, there was nothing to report.

(b) Village Hall Constitution: The Clerk reported that he had heard nothing further. It was understood that the Charity Commission had written to the Committee on certain points in the Constitution and that a copy of this letter and the reply that had been sent was on its way to the Clerk.

(c) Village Hall Lease: The Clerk reported that Allianz Cornhill had indicated that it wished to have the Hall inspected by its own surveyor to satisfy itself as to the adequacy of the sum insured. He would report the result in due course. The Clerk also reported that the Hall Committee had reported that there were some paving slabs loose on the ramps leading to the lobby doors. The Clerk was authorised to arrange for the slabs to be repaired so that they did not constitute a hazard. It was also pointed out that the gulleys on the ramps required cleaning out.

11. Property & Land Maintenance

General:

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

(2) Beech Wood, Ricketts Hill Road: Jon Allbutt indicated that he hoped to be able to report fully on this matter at the next meeting.

(3) Westmore Green: The Clerk reported that he had received a request from Tatsfield Horticultural Society for permission to hold its Annual Plant Sale on the Green on Saturday 12th May 2007. The Request was agreed.
(4) Tatsfield Green:
(A) Wildlife Sign:The Chairman indicated that he had discussed the matter with the Reverend Catherine Wood and he was hopeful that a solution had been found that was acceptable to all. This would involve suitable signs being attached to the existing Tatsfield signs at either end of the village and, possibly, some repeater signs in certain locations. He also indicated that Tandridge DC was considering erecting “Welcome to Tandridge” signs on the District boundary.
(B) BT Wayleave: The Clerk reported that he received a request from BT for a wayleave to lay telephone cables under part of Tatsfield Green. It was agreed that a meeting with BT should be arranged in order to discuss the exact location of the work to be carried out.

(b) Tatsfield in Bloom: Jon Allbutt reported that all necessary preparations were in hand for the coming year’s display.

(c) Pond: As requested at the last meeting, the Clerk indicated that he had contacted Allianz Cornhill about the signs and it had indicated that it considered that two signs were still required unless there had been a significant change whereby access to the pond had been restricted to one area only. It suggested that the Parish Council should carry out a risk assessment in accordance with the procedure recommended by the Health & Safety Executive. The matter would be considered by Wendy Maddison.

The Clerk also reported that Aquajoy Water Gardens would be carrying out maintenance visits on 25 January, 2 March, 8 June and 1 November 2007.

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.

13. Correspondence - None

14. Any Other Business

(1) Tatsfield Walks: David Wood indicated that he considered that these leaflets required updating and re-printing. It was agreed that he would obtain details of the cost involved and then report back.

(2) Highways: Jon Allbutt expressed his continuing concern about the erosion of highway verges in Ship Hill and Ricketts Hill Road. He also expressed concern about erosion on Westmore Green caused by cars being parked on the Green and he agreed to draw up a plan of the areas on the Green that required protection. The matter would then be discussed in greater detail at a later meeting.

The Meeting closed at 10.20 p.m.

Appendix A - Planning decisions by Tandridge District Council and Parish Council’s earlier response

RESULTS:-

Approved
06/1552 Halston, Clarks Lane Representations
06/1582 The Grasshopper Inn, Westerham Road
06/1156 Crayford Cottage, Johns Objected
06/1584 1 Shipfield Close
06/1635 The Stables, Park Farm, Rag Hill Road Objected

Refused
06/1404 Church Farm Barn
06/1556 Fernlea, Old Lane Representations
06/1569 Church Farm Cottage (detached garage) Objected
06/1570 Church Farm Cottage (wind turbine) Representations

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

CURRENT APPLICATIONS:-

06/1830 Firs House (formerly known as Hardcourt), Ricketts Hill Road
Erection of brick piers and gates. Recommendation: No objection

06/1843 Spencers, Westmore Road
Erection of single storey rear extension & front porch Recommendation: No objection

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th February 2007 in the Village Hall, 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 38 parishioners.

Change of Venue: The Chairman indicated that the venue for the meeting had been changed from the Parish Room just before the meeting in order to accommodate more comfortably the anticipated number of parishioners who would be attending and to enable plans for the Village Centre proposals to be more easily displayed.

1. Apologies - None

2. Declarations of Interest:
(a) Planning: Ian Mitchell declared a personal interest in Application No.06/0018 relating to Land on the NW Side of Viewfield, Greenway as an adjacent landowner and acquaintance of the applicant and took no part in the discussions concerning that matter..

3. Minutes

The Minutes of the meeting held on the 8th January 2007 were approved and it was agreed that they should be signed as a correct record by the Vice Chairman due to the temporary incapacity of the Chairman.

4. Matters Arising:

(a) None.

5 Tatsfield School

The Chairman stated that he was very disappointed to report that there had been no progress since the last meeting. This was apparently due to the fact that Steve Evans, the Valuer & Estate Manager of Surrey CC was on jury service and, in addition, the Project Manager had changed. He had written to the Leader of Surrey CC expressing his concerns and he hoped to be invited to a meeting at County Hall in the next week to be briefed on the current position. He was asked about an assertion in the Tatsfield Primary School’s newsletter that Mr Gordon Reeves had "moved from a position of agreeing a land swap to where the land was being sold". He indicated that Surrey CC preferred a land swap but he had no definite information and would seek to clarify that aspect at the meeting.

Following the agreement of the revised Heads of Agreement at the last meeting, the Council’s agent, Tony Dawkins had written the following day to Surrey CC with the approved Heads of Agreement. He had subsequently followed the matter up but without achieving any response.

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

1	(b) Sundry Planning Matters:

(1) Formation of Planning Committee: The Chairman indicated that he felt that it was desirable for this matter to be decided by the new Council. Ian Mitchell gave his reasons for changing his mind about and now favouring having a committee to deal with planning matters. And the Chairman indicated that he intended obtaining details as to how other Parish Councils dealt with consideration of planning matters.
(2) Surrey AGLV Review: The Clerk reported that Surrey Hills AONB Partnership was carrying out a review of the County’s local landscape designation and was asking for a short questionnaire to be completed and returned by the end of February. The responses were agreed and the Clerk was authorised to return the questionnaire.

1	7. Finance

(a) Grants:

(1) Old Lane: The Clerk reported that he had enquired when the work would be carried out and had been informed that the weather and the season have not been conducive and it had not been possible to take action. The matter was to be given some consideration in the near future. The Clerk was requested to express disappointment that the work had not been carried out.

(2) St Mary’s Church: The Clerk reported that he had received a letter of thanks from the Church for the grant towards the cost of maintaining the hedges. The letter indicated that professional advice was suggesting that the long hedge should be coppiced and that this work would be best done in the autumn.
(3) Greener Tatsfield: The Clerk reported on the further information that had been forthcoming. After discussion, it was agreed that a grant not exceeding £250 would be made.
(4) Tandridge Voluntary Service Council: The Clerk reported that he had received a request for a grant of £500 and had circularised circulated members with details. After discussion, it was agreed to make a grant of £100 and the Clerk was asked to indicate that it did not consider able to justify any larger amount taking into account the other demands on its resources and the benefit ensuing to Tatsfield residents.
(5) Tatsfield Vern d’Anjou Association: The Clerk reported that he had received a request for a grant towards the expenses of the forthcoming ofhosting vistors from Vern at Easter. It appeared that due to a change in EU regulations, grants were not being made for the period Jan-April 2007 and consequently the Association would have to raise funds elsewhere. It was agreed that a grant of £250 would be made.
(6) Tatsfield Art Group: The Clerk reported that he had received a request for a grant of £70 as a contribution to the costs of hire of hall and cost of materials involved in an Art Workshop for older children to be held in March. This was agreed.

(b) Audit: The Clerk reported that the proposal form to increase the Fidelity Guarantee Cover had been completed and signed by himself and the Chairman and returned to the Insurance Company. The Insurance Company had asked for certain confirmation from the Chairman and this had given. The Clerk also reported that the Audit Commission was proposing to extend the appointment of BDO Stoy Hayward as auditors for a further year. It was open to the Council to respond to the proposed appointment if it had any comment to make. If it did not have any comment to make, there was no need to respond. It was agreed that no response should be made.
(c) Payments: The payments listed in Appendix B were approved.

1	8. Highways & Rights of Way

1	(a) Highway Matters:

(1) Traffic Survey: Jon Allbutt reported that the traffic survey had been completed satisfactorily and the results were being evaluated. The initial impression was that there was an increase in traffic flow and that the roads seemed busier. It was noted that High Visibility jackets had not been worn at all times by those taking part and attention would have to be given to this aspect in future.

(2) Highway Repair: The Chairman indicated that he had still not had a definitive reply to his letter drawing attention to the very bad state of local roads. David Hodge indicated that he and the County Council were aware of local concerns and the whole matter was under consideration. It was important for residents to report all wants of repair and he urged residents to report directly to him.

(3) Village Centre: The Chairman reported that revised plans had been shown to residents and it seemed that, for the most part, the amended scheme met with approval. The further comments that had been made would now be considered and, if appropriate, further amended plans would be prepared and available for inspection at a public meeting to be held on Saturday 10 March between 10.00 and 11.00 a.m. on current position. The plans would also be available prior to the next Parish Council meeting on 12 March. A vote of thanks was passed to David Hodge for his efforts to make plans available to residents and for the opportunities to comment thereon.
(4) Village Centre CCTV: Nothing to report.
(5) Speedwatch: The Chairman indicated that certain delays had occurred but it seemed certain that training of volunteers would take place shortly.
(6) Church Farm Barns: The Chairman indicated that this development could not have Church Hill as its address and the developer had approached him with the suggestion that the road leading to development should be named Gwynedd Close in view of the historical association of the site with the brother of the Prince of Wales and the Princes of Gwynedd. This suggestion was agreed.

(1) Kemsley Paynesfield Road: David Hodge reported that, after detailed consideration of old estate maps, it had been concluded that the erection of any gates or posts would be an obstruction and could be not permitted.

9. Reports

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

1	(1) Council Tax: The Surrey rate tax was to rise by 4.4% and the Fire ServicesSurrey Police tax by approximately 4.9%

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

(1) Council Tax: Council tax would almost certainly increase by 4.4%.
(2) Kemsley Paynesfield Road: He did not accept the conclusion reached by Surrey CC that the erection of a gate or post was not permissible.
(3) Post Office Consultation: A number of residents had responded to the consultation and he hoped that the Parish Council would also respond.
(4) Recycling Collections: These had been disrupted to a small extent by the recent bad weather. Residents who had been missed should notify and a special collection would then be made.
(5)Lusted Hall Lane Development: This development was likely to be completed ahead of schedule and it was expected that the first occupants would move in in May.
(6) Johns Road: Contractors’ vehicles had been recently been causing obstruction and he had appealed to them to park considerately.
(7) Local Government Reorganisation: He was pleased to report that all local authorities in Surrey had rejected the possibility of unitary authorities.

(c) Police: Ian Mitchell reported that the e-mail notification system appeared to be working well. The presence of the new Police Community Support Officer was also to be welcomed.

1	(d) Biggin Hill Airport: Ian Mitchell reported that he had attended the January Meeting of the Consultative Committee and he drew attention to the following matters:-

1	(1) The question as to whether certain flights to the Channel Islands contravened the provisions of the Airport Lease was still the subject of correspondence with LB Bromley.

1	(2) London City Airport had applied to changeed its flight pattern and there were concerns that this could detrimentally affect Biggin Hill.

(3) The amount of private flying continued to decline while commercial flying is on the increase.

(4) The airport was considering the impact of the coming Olympics..

1	(e) Transport Matters: There was nothing to report.

1	(f) Youth Activities: Jon Allbutt reported that that on 10 February, some 16 Tatsfield youths had been involved in making a film that would be produced on DVD. He also expressed appreciation to Dave Hancock who was organising a Golf Charity Day on 22 March in aid of the Youth Project.

(g) Parish Emergency Plan: The Clerk would be circulating members with a copy of the draft Emergency Plan with a view to it being approved at next meeting.

(h) Risk Assessment: Nothing to report.
(i) Local Agenda 21: Ian Mitchell indicated that the Group was giving attention to the TDC’s policies on recycling of cardboard and plastic.

1	10. Village Hall

1	(a) Management Committee Report: Wendy Maddison reported that consideration was being to the redecoration of the Hall. A much cheaper supplier of first extinguishers had been found and details would be passed to the Clerk.

(b) Village Hall Constitution: The Clerk reported that he had heard from the Hall Committee with a copy of the correspondence that had passed between it and the Charity Commission. He had circulated members with advice and, after discussion, it was agreed that the Clerk should write to the Charity Commission to express the Parish Council’s view that co-opted members should be limited to no more than two.

(c) Village Hall Maintenance:. The Clerk confirmed that temporary repairs had been made to the loose paving slabs and the gulleys had been cleared. Jon Allbutt indicated that he had obtained an estimate to repair of the fencing damaged recently by high winds and it was agreed that the Chairman could take appropriate action once he had seen and approved the estimate.

1	11. Property & Land Maintenance

(a)

General:

1	(1) Parish Room; The Clerk reported that some damage had been caused to one of the posts supporting the roof. This was the same post that had been damaged previously. The Chairman had arranged for it to be inspected. The Clerk indicated that he had written to the person responsible

(2) Graffiti: The Chairman reported that he had ordered a graffiti cleaning kit for the use of the Parish at a cost of approx £50
(3) Health Act 2006: The Clerk reported that this Act came into force on 1 July 2007 requiring all work and public places that are substantially enclosed to be “smoke free”. This would apply to the Parish Room and to the Village Hall both of which are at present voluntarily “smoke free” zones. He had completed a questionnaire on the circumstances prevailing in the Parish Room and was passing the same questionnaire to the Hall Committee for completion.

(2) Beech Wood, Ricketts Hill Road: The Clerk indicated that he had received, via the editor of the Parish Magazine, an enquiry from a resident of Old Lane about the right of local residents to remove fallen branches etc from the Wood. It was agreed that, in normal circumstances, fallen branches were to be left to rot but where they obstructed a footpath, it was necessary for them to be moved. Jon Allbutt indicated that, as an emergency measure, he had arranged for Chris Lehan to deal with trees blown down on Parish land recently in high winds that were blocking either the road or footpaths.

(3) Westmore Green: The Clerk reported that he had received a request from Tatsfield Village Hall for the erection on the island. of a signboard advertising a forthcoming musical revue. The signboard would be in place from 24 Feb to 12 Mar. This was agreed.

(b) Tatsfield Green:

(1) Slow Down for Wildlife Sign: The Chairman indicated that discussions were still ongoing.

(2) BT Wayleave – Tatsfield Green: The Chairman reported that he and Jon Allbutt had had a meeting with the Engineer in charge of the matter and had agreed to grant the wayleave subject to conditions as when and how the work was carried out. The work had been delayed and it was hoped that it would be carried out during the Easter School holiday. Jon Allbutt had arranged a further meeting with the Contractor before work commenced.

(3) Bt BT Wayleave – Old Lane: The Clerk reported he had just been informed that BT needed to lay an underground cable down one side of Old Lane. Details were being sent to the Clerk.

(c) Westmore Green: Jon Allbutt indicated that he had given this matter careful consideration and considered that action had to be taken to protect the Green from damage caused by motor vehicles crossing and parking on certain parts of it. It was agreed that all residents of properties surrounding the areas affected should be invited to a meeting to discuss the situation.
(c) Tatsfield in Bloom: Jon Allbutt that there would be a meeting of the Organising Committee in the following week. In the meantime preparations for the coming display were well in hand.

(d) Pond: Wendy Maddison reported that the January maintenance had not taken place due to bad weather conditions. Discussion took place with regard to the requirements of Allianz Cornhill that two signs were still required unless there had been a significant change whereby access to the pond had been restricted to one area only. It was agreed that there had been no significant change and it was there fore agreed that the damaged sign should be repaired and reinstated.

1	12. Meetings to Attend -

(a) SCAPTC Prospective Candidate Event: Wed 28 February at Guildford Guildhall at 7 p.m.

13. Correspondence
(a) Parish Council Election: The Clerk distributed a copy of the Timetable for the forthcoming election on 3 May 2007 and reported that an Information Pack was available for persons interested in standing at the next election.
(b) DTI Consultation on The Post Office Network: The Clerk reported that he had obtained a copy of the Consultation document for all members and this had been distributed so that members had had an opportunity to consider it prior to the meeting. It was agreed that members should complete the questionnaire individually but that, in addition, a questionnaire would be completed on behalf of the Parish Council.
(c) Local Government White Paper – Possible Restructuring: The Clerk reported that Tandridge DCc had indicated that no Councils in Surrey had put forward proposals for unitary structures and there fore the current arrangements will whereby Tandridge DC and Surrey CC provide key local services. Now that SurreyCC had confirmed that it will not be pursuing a unitary option, all Districts will be meeting with Surrey to see how closer working can improve service outcomes.
(d) Quality Town & Parish Council Scheme: The Clerk drew attention to a letter from NALC about the possible introduction of a statutory scheme. (in circulation).
(e) Consultation on Code of Conduct: The Clerk reported that he had received on the morning of the meeting a consultation on this matter from the Department for Communities and Local Government, comments on which were required by Friday 9 March. The Clerk indicated that he was trying to obtain copies of the document for each member and to ascertain whether the final date could be extended.

15. Any Other Business

(a) Parish Council Meeting: It was noted that the second Monday in April would be Bank Holiday Monday and consequently the Council meeting would be postponed to Monday 16th April

The Meeting closed at 10.59 p.m.

PLANNING:

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

CURRENT APPLICATIONS:-

07/0018 Land on the NW Side of Viewfield, Greenway
Erection of shed
Recommendation: Objection on grounds that it is inappropriate deveolpment in MGB

07/0037 & 07/0129 Manor Road
Replacement of reconductor low voltage overhead line with aerial bunder conductors (ABC) – standard specification
Recommendation: No objection

07/0053 33 Westmore Road
Conversion of garage to habitable room and single storey infill extension between garage and bungalow.
Recommendation: No objection

07/0063 Holt Cottage, Kemsley Road
Demolition of conservatory and erection of single storey extension
Recommendation: To be dealt with by the next Planning Councillor.

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th March 2007 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Alan Fry (in the chair) Mrs Margaret Boadella Mr Tony Erbes Mr Ian Mitchell Mr David Wood

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

And parishioners.

1. Apologies Mr Jon Allbutt, Mrs Wendy Maddison and Mr David Hodge (Surrey CC Councillor)

2. Declarations of Interest: None

3. Minutes

The Minutes of the meeting held on the 12th February 2007 were approved and signed as a correct record

4. Matters Arising: None

5 Tatsfield School

The Chairman reported that, following the last Council meeting, he and the Clerk had met Julie Stockdale, the Capital Strategy Manager for SCC Education Planning and her colleague Liz Hanrahan in the Parish Room on Friday 2 March 2007. Carol Gibbard, the Headmistress, and Hilary Harber, the Chair of Tatsfield School Governors had also attended this meeting. Julie Stockdale had indicated that, due to changes in Government funding, the cost of borrowing the capital cost of the new School would not be met out of Government funds as had previously been the case. This meant that alternative sources of funding had to be found and this was being given the highest priority. The Chairman made clear that he and the School representatives had made clear that there would be a considerable public reaction if, for whatever reason, the project did not proceed. The Chairman indicated that he subsequently lobbied Peter Ainsworth MP who had indicated his full support.
The Chairman reported that a further meeting had taken place that afternoon when he and the Clerk had met Cllr Hodge, Gordon Reeve, and Steve Evans (SCC Property). Steve Evans had asked for clarification on certain matters contained in the Heads of Agreement and he had indicated that he would now be confirming in writing that the Heads of Agreement were acceptable to Surrey CC and would form the basis of a legal agreement. The County Council also wanted confirmation that it could cut or trim back all the boundary hedges to the Field and he had indicated that this would be agreeable. His action was unanimously agreed and the Clerk was instructed to write accordingly.

6. Planning Matters

(a) Current Applications: The Chairman indicated that Jon Allbutt had been unable to deal with the current applications due to business commitments and unfortunately had not passed outstanding applications to a colleague in accordance with the accepted practice of the Council. Discussion took place on the applications listed in Appendix A and the action agreed is as shown in Appendix A.

1	(b) Sundry Planning Matters:

(1) Vern Place: The Clerk indicated that he had received copies of correspondence relating to a proposal by Vern Place residents to install an entrance gate. Tandridge DC had been consulted and had indicated that the Council would normally follow Government advice and resist gated developments because “they detract from the ideals of inclusive and integrated communities”. A planning application would have to be lodged if the matter proceeded.
(2) Halston, Clarks Lane – 2006/1026: The Clerk reported that an appeal had been lodged and it was open to the Council to submit fresh views if it wished to do so. He had circulated details of the original application and response and, in addition, details of an approach made by the now owner. It was agreed that the reasons given for the refusal of permission by Tandridge DC, should be supported and the Clerk was instructed to write accordingly.
(3) Surrey Waste Plan: The Clerk reported that he had received Notifications of Proposed Changes to SCC Waste Plan documents and to the Alternative Site Allocation Proposal. These did not affect any sites within the Parish or anywhere close by. No representations had been made previously and it was agreed that no representations were required to these Notifications.

(c) Review of Planning Procedure: The Chairman indicated that he been unable to obtain a copy of any Standing Orders used by other Parish Councils for the establishment of a Planning Committee. He and the Clerk would endeavour to produce draft Standing Orders for consideration. David Wood indicated that he wished to place on record his concern that the current month’s applications had not been passed to another councillor for attention.
(d) Planning Councillor: Margaret Boadella

1	7. Finance

(a) Grants:

(1) Old Lane: The Clerk reported that this matter was still outstanding and he was instructed to request that the work was carried out forthwith to avoid difficulties with the Contractor responsible for cutting the grass..
(2) Tatsfield Vern d’Anjou Association: The Chairman reported that, following the approval given at the last meeting to a grant of £250, he had been approached by the Association because it was in financial difficulties because it would not receive an EU grant due to a change in the rules. It was agreed that a further grant of £250 should be made. The Chairman suggested that the Committee should be asked to ensure that, in future, requests for a grant should be submitted much earlier so that proper consideration could be given. It was also suggested that it might be better for any grant to be made biennially on the occasion of the visit by Vern to Tatsfield.

(3) Tatsfield Responders: The Chairman indicated that he had been approached with a request for financial assistance for the purchase of much needed equipment. Previously, this equipment would have been provided by Surrey Ambulance Service but the merger of Surrey with Kent and Sussex Ambulance Services had brought with it funding difficulties and the equipment could not be provided. It was agreed that the required equipment should be purchased at a cost not exceeding £500.

(b) Audit: The Clerk reported that the increase in the Fidelity Guarantee Cover had been now been approved. (c) Payments: The payments listed in Appendix B were approved.

1	8. Highways & Rights of Way

1	(a) Highway Matters:

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

(2) Highway Repair: The Chairman indicated that he had still not received any response to his letter to the Senior Officer responsible for Highways at Surrey CC. He assured members that he was continuing to press the issue. This matter was the subject of great concern and many complaints all over the local area and beyond.

(3) Village Centre: The Chairman reported that the public meetings held in the Village Hall on Saturday 10 March and immediately before the Council meeting had been well attended and the revised proposals seemed to have been met with general approval. Some further suggestions had been put forward and these would be submitted to Surrey Highways for consideration in drawing up the final scheme that would be submitted to the Surrey CC Tandridge Local Committee’s June meeting. It was unanimously agreed that the latest scheme be approved.
(4) Village Centre CCTV: Nothing to report.
(5) Speedwatch: The Chairman indicated that he hoped training sessions for volunteers would be arranged shortly. The organiser was also in the process of identifying locations where speed checks could be properly carried out.

(1) Paynesfield Road: The Clerk reported that he had received from SCC Rights of Way Group copies of the documents on which the decision about the extent of the right had been based. These documents were an extract from a Conveyance dated 28 November 1884 of land forming the Colegates Farm Estate and including the whole length of Paynesfield Road. This document gave “full right and free liberty” for the purchasers to use the roads for all purposes.

9. Reports

(a) County Councillor: In the absence of David Hodge, there was no report. The Chairman expressed the thanks of the Parish Council to David Hodge for his efforts in relation to both the new school and to the Village Centre.

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

(1) Planning: He was in agreement with the comments made during the earlier discussion about Application No.07/0140 and he would also be pursuing the matter.
(2) Paynesfield Road: Whilst agreeing that the Clerk had correctly reported the decision of SCC Rights of Way Group, he still did not accept that their decision was final.
(3) Recycling: He was pressing Tandridge DC to extend the recycling service to include plastics and for the service to be weekly as was the case in some parts of the District.

(c) Police: Ian Mitchell indicated that he had nothing to add to the reports at the Police Community Liaison Meeting that had preceded the Council meeting.

1	(d) Biggin Hill Airport: Ian Mitchell reported that the next meeting of the Consultative Committee would be in April. It seemed that private flying was still declining whilst commercial flying was at a satisfactory level.

1	(e) Transport Matters: The Chairman indicated that he would be attending a meeting of the East Surrey Passenger Committee in the next week.

1	(f) Tatsfield Youth Forum: In the absence of Jon Allbutt, there was no report. David Wood drew attention to the Golf Day being organised on 22 March in aid of the Forum and suggested that the Parish Council could make a donation. After discussion, it was agreed this was not appropriate.

(g) Parish Emergency Plan: The Clerk had circulated members with a copy of the draft Emergency Plan prior to the meeting. It was agreed that, in the absence of Jon Allbutt, the matter should be deferred to the next meeting.

(h) Risk Assessment: Nothing to report.

1	10. Village Hall

1	(a) Management Committee Report: In the absence of Wendy Maddison, there was no report.

1	(b) Village Hall Constitution: The Clerk reported that he had written to the Charity Commission as instructed at the last meeting but had not received any reply so far.

(c) Village Hall Maintenance:. The Clerk indicated that a quotation for the removal and replacement of four posts and the re-erection of four fence panels in the sum of £250 had been obtained. After consultation, this had been accepted and Jon Allbutt had been authorised to give instructions to proceed The clerk reported that despite the earlier repair to the disabled ramps, more slabs have become loose and needed attention. He indicated that this would continue to happen because they are bedded on sand and are not cemented in. It was agreed that Tony Erbes would estimates to have the slabs cemented in.

1	11. Property & Land Maintenance

(a)

General:

1	(1) Parish Room: It was noted that the post had been repaired and no further action was required. It was however thought that some reflective tape or paint could be put on the post.

(2) Graffiti: The Clerk reported that the Kit had now been delivered and was available in the Parish Room, when required.

(b) Tatsfield Green:

(1) Slow Down for Wildlife Sign: The Chairman indicated that this matter was still under consideration by Surrey Highways.
(2) BT Wayleave – Ricketts Hill Road: The Clerk reported that he had referred back to BT as to whether a consideration was payable for the grant of the wayleave and BT had now agreed to make a payment of £2,454. A revised agreement providing for this payment had therefore been submitted and it was agreed that the Clerk should sign this.

(3) BT Wayleaveleave Old Lane: The Clerk reported that a formal request for a wayleave across part of the Green had now been received. He had immediately advised the Old Lane Frontagers Committee of the request and asked for comments. A consideration of £564 had been offered. It was agreed that the Clerk should pass on the concerns of frontagers about the possible blockage of the drainage ditch.

(c) Westmore Green: In the absence of Jon Allbutt, the Chairman reported that a meeting had been held in the Village Hall on Saturday 10 March. All the owners/occupiers of properties adjoining the Green had been invited to attend to discuss the matter of encroachment on the Green by vehicles. The majority of residents had attended and certain matters were to be investigated further before any decision could be reached.

1	(d) Tatsfield in Bloom: In the absence of Jon Allbutt, there was no report.

(e) Pond: It was noted that the Contractor had recently carried out maintenance.

1	12. Meetings to Attend -

(a) Woldingham APM: Thursday 24 May 2007 at Woldingham Village Hall at 7.00 for 7.30 p.m.
(b) Warlingham APM: Tuesday 17th April at Farleigh Hall, Farleigh Court Road, at 8.00 p.m.

13. Correspondence
(a) Lusted Hall Lane Development: The Clerk drew attention to the request from the English Rural Housing Association for the Council’s view as to the future of an area of woodland that two owners of properties in Goatsfield Road that backed on to the development had offered to purchase. It was agreed that the Clerk should discuss the matter with English Rural Housing and report back at the next meeting.
(b) Standards Board Research 2007: The Clerk reported that BMG Research had been commissioned by the Standards Board to carry out a survey looking in detail at the profile and work of standards committees and monitoring officers. The current survey related to the levels of satisfaction with the advice and guidance relating to ethics in local government and the code of conduct. One questionnaire was for completion by the Clerk and it was agreed that Ian Mitchell would complete the other.
(c) Standard Board Consultation on Amendments to Code of Conduct: The Clerk drew attention to the memorandum he had circulated to members and indicated that he had not received any comments. He had not therefore submitted any response.
(d) Regional Housing Strategy Review: The Clerk reported that the Regional Housing Board was inviting comments on what priorities the Board should take into account in allocating its funds for the three year period starting 2008/9. Replies were required to the questionnaire by 27 April 2007. It was agreed that no response would be made.
(e) SSAFA Forces Help: Ian Mitchell drew attention to a campaign to provide Gift Boxes for troops serving in Iraq. It was agreed that it should be left to individual members as to whether they wished to encourage support for the scheme.

15. Any Other Business

(a) Annual Parish Meeting: It was agreed that this would be held on Tuesday 22nd May 2007.

The Meeting closed at 10.32 p.m.

APPENDIX A PLANNING
RESULTS:-

Approved

06/1105 Rosefield, Hillside Road No objection

Refused

06/1830 Hardcourt, Ricketts Hill Road No objection
06/0018 Land NW Viewfield, Greenway Objection lodged
06/1519 Esher Cottage, Ricketts Hill Road No objection

Appeals Pending

06/0818 The Manor House, Ricketts Hill Road
06/0887 Church Farm, Church Hill (Granny Annexe)
06/1026 Halston, Clarks Lane

CURRENT APPLICATIONS:-

07/0063 Holt Cottage, Kemsley Road
Demolition of conservatory and erection of single storey extension
Recommendation: No objection

07/0140 Barn 2, Church Hill
Erection of attached single storey building for residential use.
Recommendation: Comment to be made on the quality of the expert opinion supporting the previous application.

T07/0164 he Paddocks, Lusted Hall Lane
Retention and modification of existing fence and retention of gates
Recommendation: Objection to be lodged on grounds that application is retrospective and that the alterations/amendments made since the refusal of the previous application are insignificant.

07/0166 Grenaun, Raghill Road, (formerly Parkwood Road)
Erection of gates (max height 2.1m), 2m high brick piers and 1.85 high walls
Recommendation: No objection/

07/0195 Firs House, Ricketts Hill Road
Erection of brick piers and gates
Recommendation: No objection.

07/0230 48 Paynesfield Road
Erection of extensions to front side and rear elevations; formation of new roof over existing house with increased roof height; formation of 2 gables to front elevation and 2 gables with first floor balconies to rear elevation; erection of chimney to south east elevation.
Recommendation: Further consideration to be given the grounds for an objection based on the size and extent of the proposed development.

07/0226 Moorhouse Tile Works, Westerham Road, Moorhouse
Erection of single storey collator plant building and extension to existing collator building
Recommendation: To be considered by the next Planning Councillor.

07/0273 Church Farm (land adjoining), Church Hill

Erection of agricultural building
Recommendation: Objection on the grounds that development was within AONB and AGLV and impact on surrounding area.

07/0303 Woodcote, Johns Road
Demolition of existing detached garage; erection of single storey side extension.
Recommendation: To be considered by the next Planning Councillor.