MINUTES of a Meeting of Tatsfield Parish Council held on the 4th April 2007 in the Parish Room, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present: Mr Alan Fry OBE QPM (in the chair) Mr Tony Erbes Mrs Wendy Maddison Mr Ian Mitchell Mr David Wood

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

And 12 parishioners.

1. Apologies Mrs Margaret Boadella and Mr Jon Allbutt.

2. Declarations of Interest:
Planning: Alan Fry declared a personal prejudicial interest in Application No.07/0289 – The Red House, Ricketts Hill Road.
Tony Erbes declared a personal interest in Application No.07/0289 – The Red House, Ricketts Hill Road.

3. Planning Matters

(a) The Old Ship – land adjoining:

The Chairman indicated that the meeting had been held specifically so that the views of residents could be considered prior to any decision being made by the Parish Council as to the terms of its response in respect of Application No.07/0355 and so that the response could be submitted by the required date. This was a proposal to erect 4 terraced houses immediately adjacent to The Old Ship. Immediately prior to the meeting, members of the public had expressed concern about the following matters:

(a) the inappropriateness of the proposed development in relation to the village centre and the alterations that were proposed;

(b) whether the proposed village centre scheme was a factor that would be taken into consideration;

(d) the extent of the proposed development on a small site;

(e) the inadequacy of the parking arrangements and the consequent increase in roadside parking;

(f) the new school development and the consequent increase in traffic;

(g) the future conservation of the village centre.

A full discussion took place in the light of the points raised by the public discussion and it was unanimously agreed that a strong objection should be lodged based on (a) road safety concerns over access in light of proposed school and village centre developments (b) lack of adequate parking facilities and (c) the inappropriate size and scale of the development relative to the site and the surrounding area.

It was further agreed that consideration should be given the possible protection of the village centre in the light of future possible development proposals.

(b) Other Current Applications: The Chairman indicated that it had been necessary to submit responses in relation to the other applications as listed in Appendix A and the action as shown was agreed. He indicated that neither he nor Tony Erbes had been involved in the discussion of the applications in respect of which they had declared an interest.

4. Any Other Business
(a) Posters: Attention was drawn to a proliferation of posters that had appeared on telegraph poles etc in the village. It was unanimously agreed that these posters detracted from the appearance of the village and the practice of fly-posting was to be discouraged. The Clerk was requested to write to the person responsible asking for them to be removed.

The Meeting closed at 9.32 p.m.

`
APPENDIX A - PLANNING

RESULTS:-

Approved

06/1843 Spencers, Westmore Road
06/0140 Barn 2, Church Hill
07/0195 Firs House, Ricketts Hill Road
07/0053 33 Westmore Road

Refused/withdrawn

07/0230 48 Paynesfield Road - withdrawn

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:-

07/0230 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: Objection to be lodged based on over-development and unneighbourly

07/0226 Moorhouse Tile Works, Westerham Road, Moorhouse
Erection of single storey collator plant building and extension to existing collator building
Recommendation: Objection to be lodged on the grounds of development within MGB, unneighbourly by reason of noise and the proximity to residential accommodation

07/0303 Woodcote, Johns Road
Demolition of existing detached garage; erection of single storey side extension.
Recommendation: No Objection

07/0269 Westwood Farm Barn. Clacket Lane
Change of use of barn to storage (Class B1).
Recommendation: No objection

07/0289 The Red House, Ricketts Hill Road
Demolition of garages, sun room, stable and hay barn; Erection of two storey rear extension; Erection of double detached garage and re-positioning of gates.
Recommendation: Objection to be lodged based on increase of over 25% and disproportionate increase

07/0332 Motorway Service Area South, Clacket Lane
Erection of two storey extension to existing Travel lodge providing 20 additional bedrooms, maid’s room and store.
Recommendation: Objection to be lodged based on development within MGB/AGLV, failure to show “very special circumstances” and failure to proceed with previously granted permission.

07/0340 Esher Cottage, Ricketts Hill Road
Erection of lean-to roof to front elevation, in-filling of single storey front element and conversion of garage to habitable room.
Recommendation: To be considered at the next meeting

07/0355 Land south of The Old Ship, Westmore Green
Erection of 4 terraced houses (comprising 1 x 2 bed, 2 x 3 bed and 1 x 4 bed dwellings) with associated parking and access to Ship Hill
Recommendation: Objection to be lodged based on (a) road safety concerns over access in light of proposed school and village centre developments (b) lack of adequate parking facilities and (c) the inappropriate size and scale of the development relative to the site and the surrounding area.

MINUTES of a Meeting of Tatsfield Parish Council held on the 16th April 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, 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 8 parishioners.

1. Apologies - None

2. Declarations of Interest: None

3. Minutes

The Minutes of the meeting held on the 12th March and 4th April 2007 were approved and signed as a correct record
4. Matters Arising:

(a) Posters: The Clerk indicated that he had received confirmation that the Tatsfield First posters would be removed. The Chairman expressed his serious regret that further posters had appeared in public places after the last meeting despite the fact that the Parish Council had unanimously expressed its disapproval and despite the fact that two of the councillors present at that meeting were connected with the campaign but had not declared an interest prior to the discussion of the matter at the preceding meeting.

5. Retiring Members
The Chairman expressed his thanks on behalf of the community to Tony Erbes, Wendy Maddison and David Wood for their work as councillors over many years. David Wood then expressed his appreciation to Alan Fry for his service

6 Tatsfield School

The Chairman indicated that he was very pleased and considerably relieved to report that the Surrey Executive had now approved finance of £5.5m for the School. This was ring-fenced so that even if the goalposts changed, the funding was secure. As a consequence, it was desirable that progress should be made immediately to finalise the Heads of Agreement. The Parish Council’s consultant, Tony Dawkins, had heard from Surrey CC with a revised document that fail to include a large number of matters that had previously been agreed and were included in the Heads of Agreement submitted to Surrey CC for approval. Tony Dawkins had drafted a response that he proposed sending and the terms of this response were agreed.

7. Planning Matters

(a) Current Applications: The Chairman reported on the outstanding applications and the action agreed on those applications is as listed in Appendix A

1	(b) Sundry Planning Matters: None

(c) Review of Planning Procedure: The Chairman indicated that he considered that this was a matter that he felt should be left for action by the new Council.
(d) Planning Councillor: Jon Allbutt.

1	8. Finance

(a) Grants:

(1) Old Lane: The Clerk reported that this matter had now been completed but he had not as yet received an invoice. The payment could be made as soon as the invoice was to hand as the payment had been authorised in November 2006.

(2) Tatsfield Responders: The Clerk indicated that the equipment had now been ordered and, on receipt of an invoice he would arrange for payment as this expenditure had already been authorised.

(b) Payments: The payments listed in Appendix B were approved.

1	9. Highways & Rights of Way

1	(a) Highway Matters:

1	(1) Traffic Survey: Jon Allbutt reported that the data obtained was still to be analysed and a report produced.

(2) Highway Repair: The Chairman indicated that following an inspection of local roads by County representatives in company with the Vice-Chairman, certain urgent repairs had already been carried out and it was to be hoped that such work would continue. He was grateful to David Hodge for his continuing efforts in this respect.

(3) Village Centre: The Chairman reported that the further suggestions that had been put forward were under consideration by Surrey Highways and the final scheme would be submitted to the Surrey CC Tandridge Local Committee’s June meeting.
(4) Village Centre CCTV: The Chairman indicated that it seemed that this matter would not proceed.
(5) Speedwatch: The Chairman was hopeful that the training of volunteers would proceed in the near future.

(6)Lusted Hall Lane Development: The Clerk reported that English Rural Housing Association had decided to retain the woodland and employ a reputable contractor to manage the area as natural habitat. The same contractor would hopefully be appointed to manage the landscaped and communal areas. English RHA would welcome comments from the Parish Council. After discussion, it was agreed to request that the East Surrey Badger Protection Society should be officially consulted.

(1) Paynesfield Road: The Clerk reported that he had received a copy of a letter from a Paynesfield Road resident addressed to Surrey Highways drawing attention to further verge development. He had understood that the resident had not received any response as yet and it was agreed that the Clerk should write and ascertain what action was being taken.

10. Notified Matters

(a) Annual Parish Meeting – 22nd May 2007:

It was agreed to invite Julie Stockdale, the Project Manager for the new School, to speak at the meeting and for invitations to be issued to the Chairman of Tandridge DC, the local Police Inspector, the Headteacher and Chair of Governors of Tatsfield School and Tatsfield Responders along with all other local organisations and neighbouring Parish Councils.Wine and soft drinks would be provided before the meeting and David Wood kindly agreed to deal with this aspect.
(b) Village Conservation Area: The Chairman indicated that, in the public discussion of the recent application for development adjacent to The Old Ship, a request had been made that the Parish Council should consider whether a conservation area could be established to protect the village centre. Ian Mitchell reported that, in order to establish a conservation area, it was necessary for the proposed area to contain at least one listed building and enquiries had been made in 2004 to see if The Old Ship fell into this category. The result of the enquiry was that, in the opinion of Surrey CC The Old Ship was not worthy of statutory listing and did not satisfy the national criteria. There was no reason to believe that this assessment had altered and he did not consider that there was any basis upon which to believe that an application to establish a conservation area would be successful.

11. Reports

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

(1) Village Centre: The scheme would be submitted to the Tandridge Local Committee at its meeting on 22 June when he was sure it ould be approved. The final design work would then be completed and the work would probably be carried out in 2008.
(2) SatNav Signing: He understood that these signs were on order and should therefore be installed in the near future.

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

(1) Church Farm Barns: He had established that Tandridge had obtained its own expert report on the state and condition of the barn and this had apparently agreed with the report produced by the applicant.
(2) Travel Lodge, Clacket Lane: He intended speaking at the Development Control meeting on 225 April in support of the Parish Council’s objection to this planning application.
(3) Lusted Hall Lane: In answer to a question, he confirmed that Tandridge was satisfied that the removal of soil from a site in Lusted Hall Lane was in accordance with the planning consent that had been granted.

1	(d) Biggin Hill Airport:. Ian Mitchell indicated that the next meeting of the Joint Consultative Committee was on the 19th April.

1	(e) Transport Matters: The Chairman reported that the 411 bus service would be continuing and a limited service would be operated by Metrobus.

1	(f) Tatsfield Youth Forum: Jon Allbutt reported that the Youth Forum continued to meet regularly and the Forum would represented at the forthcoming Scout Fete. He expressed the thanks of all concerned to David Wood for his great help with the recent Golf Day that had raised £372.

(g) Parish Emergency Plan: It was unanimously agreed that the draft Plan circulated to all members should be approved,

(h) Risk Assessment: It was noted that the surface of the Westmore Green Playground was in need of attention and Jon Allbutt agreed to chase the matter up with Tandridge DC.

1	12. Village Hall

(a) Management Committee Report: Wendy Maddison reported that the Committee had raised hire charges by 3% and were considering the redecoration of the Hall. A new fire protection contract had been negotiated that had saved money and details would be passed to the Clerk for information. It was noted that the boundary fence had been repaired and the access slabs fixed properly..

1	(b) Constitution: The Clerk reported that he had heard from the Charity Commission with a copy of the proposed Constitution asking for comments. It appeared that the comments already made had been either ignored or overlooked. It was agreed that the comments should be repeated.

1	(c) Maintenance: Tony Erbes reported that The fence and ramps had been dealt with as had the roof support.

1	(d) Insurance: The Clerk indicated that the Hall had been inspected by a Risk Control Inspector from Allianz Cornhill and the only recommendation that had been made was that the electrical installation for the Surgery/Parish Room should be inspected to ensure that it met current safety standards.

1	13. Property & Land Maintenance

(a)

General:

1	(1) Parish Room: The question of disabled access was raised and it was generally agreed that this was a matter that should be left in abeyance until the position with the new school was clear.

(b) Tatsfield Green:

(1) Slow Down for Wildlife Sign: The Chairman indicated that he was hopeful that properly authorised signs would be installed before long.
(2) BT Wayleave – Ricketts Hill Road: The Clerk reported that the payment of £2,454 had been received. Jon Allbutt reported that he understood that the work was to be carried out during the Easter holiday but this had not happened and he had not been notified when the work would be carried out.

(3) BT Wayleaveleave Old Lane: The Clerk reported that the payment of £564 had not yet been received.
(c) Westmore Green: Jon Allbutt reported that, following the meeting with residents on 10 March, he had not received any information from those residents who had queried the boundary with their property. He proposed writing to all residents again proposing a further meeting to discuss the best method of preventing damage to the Green and indicating that if no evidence was forthcoming, the Parish Council would assume that the boundaries as shown on the plan on its title deeds were correct. It was noted that there had been a skip on the Green and Jon Allbutt agreed to speak to the houseowner concerned and ask for it to be removed.

(d) Tatsfield in Bloom: Jon Allbutt reported that all the plants for the spring display were on order and a Village Clear-Up Day would be held shortly. The Clerk reported that the TIB Committee had written asking for permission to remove the carved oak bench that was now badly rotted rotted. This was agreed. The committee also Jasked that the Pond sign sould be replaced or the metal posts removed. The Chairman indicated that he would see that the sign was replaced.

(e) Pond: The Clerk reported that permission had been given for a wildlife survey to be carried out on behalf of Surrey CC and he had asked for a copy of the report to be sent to the Parish Council in due course.

1	14. 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.

15. Correspondence - None

16. Any Other Business

(a) Millennium Wood: Tony Erbes expressed concern that no progress had been made in improving access through the Wood and along Ricketts Hill Road. Jon Allbutt indicated that it would be difficult to find an acceptable solution and it was agreed that the matter should be left for the new Council to consider.

(b) Tatsfield Sign: Attention was drawn to the fact that the sign had been dislodged and needed attention. Ian Longley indicated that he would look at the sign and see what was required.

The Meeting closed at 10.12 p.m.

APPENDIX A PLANNING

`
RESULTS:-

Approved:

06/1843 Spencers, Westmore Road
06/0140 Barn 2, Church Hill
07/0195 Firs House, Ricketts Hill Road
07/0053 33 Westmore Road

Refused/withdrawn

07/0230 48 Paynesfield Road - withdrawn

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:-

07/0340 Esher Cottage, Ricketts Hill Road
Erection of lean-to roof to front elevation, in-filling of single storey front element and conversion of garage to habitable room.
Recommendation: Objection to be lodged on grounds that no material difference from previous application that was refused.

07/0456 St Mary’s Church Hill
Insertion of two doors and two windows to front elevation of porch
Recommendation: No objection

07/0449 1 Pond Cottages, Westmore Green
Erection of single storey rear extension with roof extension over incorporating dormer window
Recommendation: No objection

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th May 2007 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Ian Mitchell (in the chair) Mr Jon Allbutt Mr Giles Hawkes Mrs Carol Jordan Mrs Eileen Pearce Mrs Sandy Philibert Mr Greg Watkins

In Attendance: Mr John Sandiford (Clerk),

Mr David Hodge (Surrey CC Councillor)

Mr Bob David (Tandridge DC Councillor)

And 14 parishioners.

1. Apologies - None

2. Election of Chairman and Vice Chairman

For this item only, Alan Fry, the retiring chairman, took the chair.

(a) Election of Chairman: The Retiring Chairman asked for nominations. Ian Mitchell was proposed by Jon Allbutt and seconded by Eileen Pearce. As there was no other nomination, the retiring chairman declared Ian Mitchell duly elected as chairman for the ensuing year and he then vacated the chair and took no further part in the meeting.
The new chairman expressed his thanks to the retiring chairman for his services to the Parish Council and to the community over the past 4 years.
(b) Election of Vice Chairman: The Chairman asked for nominations and the only nomination was Jon Allbutt proposed by Sandy Philibert and seconded by Carol Jordan, the Chairman declared Jon Allbutt duly elected as Vice-Chairman for the ensuing year.

3. Declarations of Interest:

The Clerk indicated that all councillors had signed Declarations of Acceptance of Office.

4. Minutes
The Minutes of the meeting held on the 16th April 2007 were approved and signed as a correct record.

5. Matters Arising: None

1	6. Appointment of Committees, Council Representatives and Delegation of Responsibilities

The Chairman indicated the appointments to be made and a list of the agreed nominations is attached to these Minutes.

1	7. Tatsfield School

The Chairman indicated that all members had been briefed on the present situation with regard to the negotiations in this matter. He had endeavoured to arrange a meeting with Julie Stockdale prior to the Annual Parish Meeting but this had not been possible. He understood that there was to be a Value Engineering Meeting at the end of the present week. This would involve all Surrey CC Officers involved in the project together with consultants and the Builders and the purpose of the meeting was to ensure that the project was achievable for the right price.

He confirmed that the Clerk had now instructed Roger Taylor of Messrs Hedleys to act on the Parish Council’s behalf in the matter and he had suggested that a meeting should place with the Chairman, the Clerk, Tony Dawkins and Roger Taylor to agree exactly what action should be taken to ensure that the matter proceeded to completion as quickly as possible. He was also pressing for a meeting with Surrey CC Officers and with Surrey County Councillor David Hodge to introduce himself to them personally and to ensure that the urgency of the matter was made absolutely clear to them.

8. 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..

1	(b) Sundry Planning Matters:

(1) Planning Committee: The Chairman indicated that he was unsure whether there shoukld be a formal Planning Committee that met on a regular basis. He believed that it would be better to continue the present system for the next few months and call a special meeting of the Council if there was an application of great significance to be considered. This was agreed.
(2) Lusted Hall Lane Development: The Clerk reported that 5 local residents had been offered Shared Ownership properties and one person with connection to village through employment had also been offered a S/O property. Information with regard to rented accommodation would follow. He also confirmed that, as requested at the last meeting, he had indicated to English Rural HA that East Surrey Badger Protection Society should be consulted and he knew that there was direct communication taking place.
(3) Kent CC Minerals Development Framework: The Clerk reported that he had received notification of site allocation representations being made in respect of specific sites. It was not considered necessary to make any comments.
(4) Planning Law: The Chairman indicated that it was possible that some changes were about to be introduced and he would endeavour to circulate details when they were available.

1	9. Finance

(a) Grants:

(1) Oxted Cab: The Clerk reported that he had received a request from Oxted CAB for financial assistance and indicated that he had included payment of a grant of £175 in Appendix B.

(2) Tatsfield Responders: The Clerk reported that he had received an invoice for the equipment following the last meeting and, as the equipment would not be sent until payment was received, he had arranged for a cheque to be signed. This cheque was also included in Appendix B

(b) Annual Accounts: The Clerk reported that he had been notified that the Audit would take place on 31 August 2007 and the Clerk indicated that he had already agreed the figures for the year ending 31 March 2007 and would be arranging for the Internal Audit to be completed. Copies of the accounts would be circulated for approval.

(i) that a bank account or accounts be continued with HSBC Bank plc (“the Bank”) and the Bank is authorised to:-

a) pay all cheques and other instructions for payment or accept instructions to stop such payments signed on behalf of the Parish Council any two of the listed signatories (the signatory) whether any account of the Parish Council is in debit or credit;

b) deliver any item held on behalf of the Parish Council by the Bank in safe keeping against the written receipt of the signatory; and

c) accept the signatory as fully empowered to act on behalf of the Parish Council in any other transactions with the Bank (including closing any account(s)).

(ii) That any debt incurred to the Bank under this mandate shall, in the absence of written agreement by the Bank to the contrary, be repayable on demand.

(iii) That the Clerk from time to time is authorised to supply the Bank as and when necessary with lists of persons who are authorised to sign, give receipts and act on behalf of the Parish Council, and that the Bank may rely on such lists.

(iv) That these resolutions remain in force until cancelled by notice in writing to the Bank, signed by the Chair Person or Clerk from time to time acting or claiming to act on behalf of the Parish Council, and the Bank shall be entitled to act on such notice whether the resolutions have been validly cancelled or not.

It was further unanimously agreed that the Clerk should be authorised to make inter-account transfers.

1	10. Highways & Rights of Way

1	(a) Highway Matters:

1	(1) Traffic Survey: Jon Allbutt indicated that volunteers would be collating the results during the next week and he hoped to able to report fully at the next meeting.

(2) Village Centre: The Clerk indicated that the final scheme would be submitted to the Surrey CC Tandridge Local Committee’s June meeting. Concern was raised about the ability of buses to turn if parking restrictions were not imposed in the area of the present bus stop. Sandy Philibert undertook to look into the matter.
(3) Speedwatch: Training of volunteers was still to be undertaken and it was agreed that the Chairman would oversee this matter.
(4) Cultivation of Verges: The Clerk indicated that the Parish Council had previously been made aware that there had been a further instance of the cultivation of the roadside verge in Paynesfield Road. The matter was primarily within the jurisdiction of Surrey Highways and the Clerk had written to ask Surrey Highways what action it was proposing to take. As nothing had been heard , the Clerk was asked to chase the matter up. Concern was also expressed that some roadside hedges had been cut after 1st March and the Clerk was asked to raise the matter with Surrey Highways.
(5) SatNav Traffic Signs: The Chairman indicated that he understood that the signs intended to prevent vehicles navigating by Sat-Nav from using unsuitable local roads, would be available shortly.
(6) Parking Restrictions: The Chairman indicated that Surrey Highways wished to know whether any additional parking restrictions were required in the village. After discussion it was agreed that no additional restrictions were required apart from those in respect of the present bus stop area.
(7) Tatsfield Sign: Thanks were expressed to Ian Longley for straightening the sign up.

1	11 Notified Matters

(a) Annual Parish Meeting: The Clerk reported that arrangements had been made to hold this meeting on Tuesday 22nd May 2007 at 7.30 for 8.00 p.m. The main speaker would be Julie Stockdale, Capital Strategy Manager for Surrey County Council’s Children & Young People Department who would speak about the new School development. He out lined the other arrangements that had been made:

(1) Wine & Soft drinks to be served prior to start of meeting;
(2) Police report from Neighbourhood Inspector Elaine Burtenshaw;

(3) Community Responders Report from Phil Clarke

(4) Report on behalf of the Parish Council by the Chairman

(5) Copies of Financial Summary to be available on seats

(6) Barry Compton,Chair of Tandridge DC (to speak at end of meeting).

(b) Code of Practice: The Clerk reported that a new Code came into force on 3 May 2007 and the Parish Council had to adopt it by 1 October 2007. A copy of the new Code had been circulated to all members. The Standards Board had recommended that, although it was possible to make local additions to the Code, the Code should be adopted unamended with one possible exception, namely paragraph 12(2) that gave members with a prejudicial interest the same rights as members of the public to speak to a meeting on the issue and then leave before the main discussion and vote. If it was desired to adopt paragraph 12(2), the resolution must say “adopt Model Code of Conduct including paragraph 12(2)”. If adopted, the Board recommended that the Council’s Standing orders should set out clearly the circumstances whereby members of the public can attend meetings for the purpose of making representations, giving evidence or answering questions. At present, the matter was governed by Standing Order 65 that provided that the Chairman had discretion at a convenient time in the transaction of business to adjourn the meeting so as to allow any members of the public to address the meeting in relation to the business to be transacted at that meeting. The Clerk also reported that the Monitoring Officer of Tandridge DC had written indicating that he would be distributing a model Code for Parishes and he would also be arranging training sessions for all Parish Councillors to be run in conjunction with SCAPTC.
It was agreed to defer the matter for consideration at a later date.

2	12. Reports

(a)	County Councillor: In the absence of David Hodge, there was no report.

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

(1) SatNav Traffic Signs: He felt that it was very important that the wording of the signs should be agreed with residents of the roads concerned to avoid legitimate deliveries being made to residents
(2) Parking Restrictions: He had noted the Council’s view that no additional parking restrictions were required apart from a double yellow line restriction in the area of the present bus stop after the proposed improvements were completed..
(3) Lusted Hall Lane Development: He understood that, due to a higher priority rating, non-residents were likely to be in the majority when the rented accommodation was allocated.
(4) MSA Clacket Lane: He drew attention to the fact that Tandridge DC had referred the planning application for additional hotel accommodation back for evidence of need to be supplied. The Chairman indicated that it was the Parish Council that had brought this aspect of the matter to the attention of the District Council.
(5) Green Cones: He also drew attention to the fact these composting aids were being made available at the subsidised price of £5.

(a)	Police Matters: Ian Mitchell indicated that he had nothing to add to the matters discussed at the Police Community Meeting that preceded the meeting. He was pleased to report that Phil Clark would soon be back in harness after his recent back problems.

(a)	Biggin Hill Airport: Ian Mitchell reported that there been no complaints at all in respect of aircraft noise in the last quarter. Executive jet use continued to rise and there had been a slight recovery in private flying but it was still well below the permitted maximum annual movements.

(a)

Transport Matters: The Chairman drew attention to the provision of a dedicated local bus service to Upper Warlingham Station involving Chelsham & Farleigh Parish Council and East Surrey Rural Transport Partnership and he felt that this should be investigated to see whether there was a possibility of a similar service for Tatsfield. After discussion, it was agreed that it was necessary initially to establish what sort of service was required and the likely take-up. Giles Hawkes and Greg Watkins agreed to look into the matter.

(a)	Youth Activities: Jon Allbutt indicated the Youth Forum was very active and would be represented at the forthcoming Scout Fete. The Forum was due to meet next on 6 June. It was agreed that the Chairman would contact Alan Fry with a view to securing the release of monies held for youth purposes.

(g) Risk Assessment: The Clerk explained that the necessity for Council property to be examined on a regular basis to ensure that any risks to persons or property could be addressed. It was agred that the Clerk should prepare for approval a rota of the duties.

1	13. Village Hall

1	(a) Management Committee Report: There was no report available.

(b) Village Hall Constitution: The Clerk indicated that the Village Hall had been revising and updating its constitution and the Parish Council had been asked for its comments by the Charity Commission.. The only comment that the PC had made concerned the number of co-opted members allowed by the Scheme. A response had been now been received indicating that it was entirely within the discretion of the Trustees whether or not to proceed with the approval of the Scheme and the trustees had decided to keep the option of having not more than 4 co-opted trustees.

1	(c) Maintenance: Nothing to report.

2	14. Property & Land Maintenance

(a)

General:

(1) Westmore Green

(A) Playground: Jon Allbutt reported that, although some work had been carried out, he did not consider that the surface was up to the required standard and he would try to arrange a site meeting to ensure that action was taken.

(B) Parking: Jon Allbutt indicated that he proposed calling a second meeting of residents to discuss how to take the matter forward. No information about boundaries had been forthcoming from those residents who had queried the position at the first meeting and it seemed therefore that the boundaries of the Green as indicated by the Council’s deeds were correct..

(i) a request for permission to erect a board (same board as Hort Soc Plant Sale) advertising “South East Open Studios” from 28 May to 24 June in which five local artists were taking part.
(ii) a request from Little Acorns Pre-School to use the Green on Friday 18 May for an event for their children that would include erecting a bouncy castle near Redhouse Rd adjacent to a helpers’ house. The Clerk had indicated that the question of safety was a concern and that public liability rested with Little Acorns. This had been accepted and assurances given that any electric cable used would be covered so that members of the public and/or children could not touch or trip over it.
(iii) a request from Tatsfield WI to have a Cake Stall on the Green monthly on a Saturday
All three requests were agreed.

(2) Parish Room: The clerk reported that the Bridge Club had decided to discontinue meeting in the Parish Room with immediate effect due to the difficulty of access.
(3) Surgery & Parish Room: The clerk indicated that the Insurers required an inspection of the fixed electrical installation to be carried out within 90 days (by 31 July 2007) It was agreed that the Clerk should arrange the matter.

(b) Millenium Wood, Ricketts Hill Road: Jon Allbutt indicated that this was a long outstanding matter for which he apologised. The first step was to have a survey carried out to establish whether or not this was ancient woodland because this determined the amount of funding available to assist with improvement work. It would then be necessary to draw up a Management Plan. He would be dealing with these matters as quickly as possible.
(c) Tatsfield in Bloom: Jon Allbutt reported that planting of the mangers and baskets would be completed shortly in readiness for the judging on 13 July.
(d) Pond: Jon Allbutt indicated that he felt that an ecological survey was necessary in order to create a management plan for the Pond. SCC Countryside would do this and he would contact the contractor to discuss matters.

1	15. Meetings to Attend

(a) Woldingham APM: Thursday 24 May at Woldingham Village Hall at 7.00 for 7.30 p.m – Chairman to attend.
(b) Tandridge Access Group AGM: 5 June 2007 at 2.00 p.m. at Council Offices, Oxted. – No one able to attend.
(c) Tatsfield Concert on the Green: 29th July – Jon Allbutt volunteered to supervise arrangements, including advertising the event, but would ask Tony Erbes if he wished to be involved.
(d) SCAPTC AGM: 14 July at East Horsley Village Hall at 2.00 p.m. – Eileen Pearce to attend.

16. Correspondence
(1) SCAPTC Constitution: The Clerk indicated that SCAPTC wished to bring its constitution into line with other Associations and NALC to which SCAPTC was affiliated. A first draft of the new constitution had therefore been circulated and the Parish Council was invited to comment and approve the draft with a view to the new constitution being approved at the SCAPTC AGM on 14 July. The papers had been passed to Eileen Pearce for attention.
(2) Old Lane Residents Petition: The Clerk indicated that he had received a petition from some residents of Old Lane & Barnfield Road and he had supplied members with a copy of the petition itself. The petition had been received too late to place the matter on the agenda. It was agreed that the matter would be placed on the agenda for the next meeting and that in the meantime

17. Any Other Business

(a) Effluent Discharge: It was noted that effluent was being discharged into the gutter in Paynesfield Road Road. Giles Hawkes agreed to investigate.

(b) Rubbish Dumping: It was noted that rubbish dumping, particularly of garden waste, was occurring around the village and it was agreed that the matter should be placed on the agenda for the next meeting.

(c) Village E-mail Database: Carol Jordan felt that consideration should be given to setting up a database so that information relating to village matters could be transmitted quickly.

The Meeting closed at 11.02 p.m.

The following matters were raised during adjournments of the meeting for public discussion:-

1. Hedge cutting by Highway Authority out of permitted time.

2. Youth Club funds

3. Record to be kept of subjects raised during adjournments.

`

APPENDIX A - PLANNING

RESULTS:-

Approved

07/0063 Holt Cottage, Kemsley Road No objection
07/0451 St Mary’s Church, Church Hill No objection
07/0340 Esher Cottage, Ricketts Hill Road Objection
07/0273 Church Farm, Church Hill Objection
07/0164 The Paddocks, Lusted Hall Lane Objection
07/0303 Woodcote, Johns Road No objection

Refused/withdrawn

07/0355 Land south of The Old Ship, Westmore Green Objection
07/0269 Westwood Farm Barn, Clacket Lane No objection
07/0230 48 Paynesfield Road Objection

Appeals Pending

06/0818 The Manor House, Ricketts Hill Road
06/0887 Church Farm, Church Hill (Granny Annexe)
06/1026 Halston, Clarks Lane
06/1556 Fernlea, Old Lane
07/0018 Land NW of Viewfield, Greenway

CURRENT APPLICATIONS:-

07/0560
Top of the Down, Ricketts Hill Road - Demolition of conservatory; erection of single storey side extension
Recommendation: Objection to be lodged if development exceeded 25%

07/0542
Church Farm, Church Hill - Change of use of land from agricultural to residential curtilage and installation of underground 6000 litre water storage tank and bio/effluent tank.
Recommendation: No objection

MINUTES of a Meeting of Tatsfield Parish Council held on the 11th June 2007 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.

Present: Mr Ian Mitchell (in the chair) Mrs Carol Jordan Mrs S Philibert Mr Greg Watkins

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

Mr David Hodge (Surrey CC Councillor)

And 6 parishioners.

1. Apologies Jon Allbutt, Giles Hawkes and Eileen Pearce

2. Declarations of Interest: The Clerk drew attention to new guidance issued by the Standards Board for England, a copy of which had been handed to every member. The Clerk particularly drew the attention of members to Chapter 3 dealing with personal and prejudicial interests and he emphasised that the onus was on individual members to declare these interests at the appropriate time. Failure to do so if it came to the attention of the Board could involve the individual member in penalties and, at worst, disqualification from office.

3. Minutes

The Minutes of the meeting held on the 14th May 2007 were approved and signed as a correct record.

4. Matters Arising:
(a) South East Coast Responders: The Chairman indicated that the communication problem, mentioned at the recent Annual Parish Meeting, that had existed with Responders’ equipment had been solved but it seemed likely that new equipment would now be required and that the Parish Council could well be asked to help.

5 Tatsfield School

The Chairman reported that he, Greg Watkins and the Clerk had that morning met Roger Taylor, the Council’s Solicitor and Tony Dawkins, the Council’s Surveyor & Valuer, to discuss the way forward. He indicated that there were no legal obstacles that would prevent the Parish Council from reaching agreement with the County Council for the transfer of the L-shaped Field in exchange for improvements to the access to the Hall and Surgery and other community benefits. In the course of the discussions, it had been agreed that certain wording in the Heads of Agreement needed to be strengthened and clarification obtained as to which plan was to be annexed to the Heads of Agreement. It was unanimously agreed that the Council’s professional advisers should be instructed accordingly.
The Chairman also indicated that Surrey CC had indicated that it intended to instruct outside solicitors to deal with the wording of the final agreement and their details would be made available shortly. The Chairman and the Clerk would be attending a meeting at the School on the 26th July to receive a report on the latest position in relation to the School plans and amenities were concerned.
David Hodge indicated that Surrey CC had drawn up the following timetable: -

26 June Meeting at Tatsfield School of the Governors and Headteacher to receive a complete update of the position and iron out any outstanding details to do with the School and the facilities to be provided. The Chairman and Clerk of the Parish Council had been invited to attend.

5 July All papers to be ready for submission to the Executive.
17 July Meeting of Surrey CC Executive to approve project finally.

In answer to a number of questions, David Hodge indicated that the Building Contractors were undertaking a re-evaluation of everything to ensure that best value was obtained. The green roof for the School had been re-instated and there was a possibility of allotments being provided on the land outside the School campus. He confirmed that the budget of £5.5m included the cost of acquisition of the land. He was unable, at this stage, to give very much detailed information about specific provisions within the specification.

6. Planning Matters

(a) Current Applications: In the absence of both Jon Allbutt and Giles Hawkes, the Chairman indicated that the current applications had not been investigated fully but as the time limit for lodging any response to all but the latest applications had passed, there was no action to be taken.

1	(b) Sundry Planning Matters:

(1) 1 The Parade: The Chairman indicated that he had received an enquiry concerning the lighting of this shop. He had taken up the matter with Tandridge DC and he understood that an application for permission in relation to the external lighting had been lodged. The internal lighting was not a matter that came within the control of the Planning Authority.
(2) Moorhouse Tile Works 07/0226: The Chairman commented that he felt the objection submitted by the Parish Council in respect of this application appeared not to be wholly appropriate. TDC had approved the application. Although, as quoted in the Sevenoaks Chronicle, he considered it to be disappointing when a TDC decision was at variance with the PC’s expressed view, he felt that, in this case, the PC had not researched the matter thoroughly enough and had not taken into account a previous consent.
(3) TDC Planning Control Committee Agenda: The Chairman drew attention to various matters up for discussion at the forthcoming meeting of the Committee and indicated that a copy of the agenda would be placed in circulation.

1	7. Finance

(a) Bank Mandate: he Chairman urged those members who had not so far produced appropriate identification to HSBC Bank to do so as quickly as possible.
(b) Insurance: The Clerk reported that he had received a refund of premium of £66.97 from Cornhill following the removal of the oak bench from the policy.
(c) Audit: The Clerk reported that the internal audit had been completed on 5 June. The report from the Internal Auditor had been passed to the Chairman and this would receive attention in time for the next meeting. In the meantime, copies of the Annual Accounts were given to all members so that they could consider them before the next meeting when they would be asked to approve them.
(d) Payments: The payments listed in Appendix B were approved.

1	8. Highways & Rights of Way

1	(a) Highway Matters:

(1) Traffic Survey: In the absence of Jon Allbutt, the Chairman summarised the preliminary results of the Survey which showed traffic flow increases since 1997 of 7% at School Corner and 15% at Lusted Hall Lane/Approach Road. He indicated that there was still further work to be done before the detailed results could be published.

1	(2) Highway Repair: Sandy Philibert indicated that she had carried out a detailed inspection of local roads, signs and hedges and had sent copies to Steve Cunnah of Surrey Highways.

(3) Village Centre: It was noted that the proposals would come before the SCC Tandridge Local Committee for approval on 22 June.
(4) Highway verges: The Clerk reported that he had had no response to his letters. Sandy Philibert indicated that this was a matter that would receive her attention. David Hodge indicated that he hoped attention to the highway matters would improve with the appointment of local Highway Stewards. They were at present undergoing training and he did not expect to see any real improvement for several months.
(5) Hedge cutting: The Clerk reported that Surrey Highways did not accept responsibility for the hedge cutting to the present School boundary hedges and it was noted that hedge cutting was carried out on behalf of the Education Department.
(5) Speedwatch: The Chairman reported that 2 villagers were undergoing training as a result of having made direct contact with the Local Neighbourhood Inspector.

(6) Lusted Hall Lane Development: The Clerk reported that he had been sent a copy of a letter from Warwick Reynolds of the East Surrey Badger Society indicating that the position at present was satisfactory and requesting that the Society should be contacted before any maintenance work was carried out.
(7) Paynesfield Road: David Hodge indicated that he believed that the signs indicating “No Through Road to the Village Centre or to the School” would be installed shortly.

(1) Rights of Way Improvement Plan: The Clerk reported that Surrey CC had produced a draft Rights of Way Improvement Plan and would like to receive comments on it by 3 August 2007 at the latest.