MINUTES of a Meeting of Tatsfield Parish Council held on the 8th October 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 Eileen Pearce 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 1 parishioner.

1. Apologies - None

2. Declarations of Interest:
(a) Planning: Sandy Philibert disclosed a personal prejudicial interest (1) in the matter of the application No.07/1559 relating to 39 Paynesfield Road by virtue of her ownership of neighbouring premises, and (2) in the matter of Church Farm Barns by virtue of being employed as a consultant by the developers. Greg Watkins disclosed a personal interest in the matter of Application No.07/1568 relating to the Beeches, Old Lane by virtue of a friendship with the applicant.

3. Minutes

The Minutes of the meeting held on the 10th September 2007 were approved and signed as a correct record.

4. Matters Arising:
(a) Affordable Housing: It was agreed that the meeting with Mona Johanssen, the Rural Housing Enabler, would take place on Monday, 22nd October at 7.30 p.m. in the Parish Room.
(b) Affordable Housing – The Copse: It was noted that a key had now been sent to the Parish Council and Giles Hawkes agreed to arrange for a Key Box to be installed to keep this and other keys.
(c) Village Directory: Carol Jordan reported that she had obtained 2 quotations from Express Printers and Silver Pine Printers for the printing of 740 copies at a cost of Ł238 and Ł225 respectively. She indicated that Express Printers would print the Directory in 3-fold form as at present whereas Silver Pine had suggested an 8-page format. Discussion took place and it was agreed to accept the quotation of Silver Pine. It was further agreed that the number of copies should be increased to 800 and it should be printed on coloured paper. Both matters were to be left to the discretion of Carol Jordan.

5 Tatsfield School

The Chairman reported that there had been a further meeting on the 2nd October with Steve Evans and Kathryn Tyas representing Surrey, CC Hilary Harber, Carol Gibbard and Jill Hancock representing the School and Jon Allbutt, Greg Watkins and himself representing the Parish Council along with the Clerk and Tony Dawkins (Parish Council’s Surveyor). He regretted that very little progress had been made as hardly any of the Action points agreed at the meeting on 21st September had been dealt with.

One matter of significance to the Parish Council had been established. The County had it made it clear that it accepted that this cost of electricity for the external lighting was to be borne entirely by the County. Issues of public liability had been raised about use of the lighting for events at the Parish Room, Surgery and Village Hall and the Clerk had asked Roger Taylor for an opinion on this aspect.

Surrey was still of the view that building could commence in early November but this seemed doubtful as there were still a number of matters to be resolved. A further meeting had been arranged for the 17th October at 8.30 a.m.

6. Planning Matters

(a) Current Applications: Eileen Pearce reported on the current applications and the action agreed is as listed in Appendix A

1	(b) Sundry Planning Matters:

(1) Parish Planning Policy: It was noted that this was to be the subject of a Public Meeting on the 10th October 2007. Eileen Pearce outlined the arrangements for the meeting and it was agreed that the Chairman would outline the limitations that existed on the responses that the Parish Council could make to relation to planning applications, as there appeared to be considerable misunderstanding of the position.
(2) District Planning Procedure: The Chairman reported on the meeting on Tuesday 18th September with Bob Evans, the Director of Development at TDC to discuss the new procedure and other matters of concern. He indicated that he was of the opinion that the meeting had been very useful.
(3) Sundry Matters:

(i) Public Footpaths & Bridleways: The Chairman drew attention to a statement made by Surrey Highways that motor vehicles must give way to pedestrians on public footpaths and bridleways.
(ii) Green Belt Policy: He also drew attention to the refusal of a second appeal relating to land adjoining Viewfield, Greenway (07/0018) where the Inspector had made it clear that there was no automatic right to replace any structure in the Green Belt and that land separated from a house by a road was not part of the same curtilage as the house.
(iii) Church Farm Barns: The Chairman indicated that he had been consulted by the developer about the hedging to be planted along the front boundary of this development. He had expressed the view that there should be mixed hedging typical of the surrounding area and that young plants should be used rather than more mature plants. His action was agreed but he was asked to suggest that suitable protection should be afforded to the plants whilst they were maturing. It was noted that the development was to be named Gwynedd Close.

1	7. Finance

(a) Grants: Applications for grants had been received from Tatsfield in Bloom, Oxted CAB, Tatsfield WI and Tatsfield Art Group. The Finance Committee would consider these when drawing up the Budget for submission at the next meeting.
(b) Budget 2008/07: The Clerk reported that the Finance Committee would meet on the 16 October to consider the draft Budget further.
(c) Audit: The Clerk reported that he had still not received official notification of the conclusion of the Audit.
(d) Payments: The payments listed in Appendix B were approved.
(e) Neighbourhood Watch Yellow Watch: The Clerk indicated that he had heard nothing further in this matter.

1	8. Highways & Rights of Way

(a) Highway Pollution – Paynesfield Road: The Clerk confirmed that he had written to the business responsible for the escape of effluent on 17 September requesting that action was taken to prevent any further escape within 28 days. No reply had been received but it was believed that some action had been taken following the letter. It was agreed that members would monitor the situation and report any recurrence to the Clerk so that the matter could be reported to the Environment Agency.

(b) General Highway Matters:

(1) Drainage Gullies: Sandy Philibert reported that Surrey Highways had carried out some gully cleaning but there were still gullies that were blocked. These would require individual attention and she had the matter in hand.

(2) Highway Repairs: She was aware of some potholes that required attention and she would be pressing for them to be dealt with.
(3) Titsey Hill Roundabout: The lighting needed attention and she was pressing EDF Energy to deal with the matter. She was also pressing for the hedge to be cut back and for one section of fencing to be removed to improve sight lines.
(4) Lorries Off Rural Roads (LORD): Carol Jordan reported that she was now a committee member representing East Surrey. There would be a meeting in the near future when she hoped to become better acquainted with matters generally.
(5) Highway Signs: Giles Hawkes reported that he had obtained confirmation from Surrey CC that a sign could be erected adjacent to but separately from the existing road sign. He had obtained a quotation of Ł553 (inclusive of VAT) for 2 signs with metal posts. He was authorised to proceed and to arrange for the signs to be installed immediately behind and just above the existing road sign.

(b) Rights of Way Matters:

(1) FP25 – Clarks Lane to the Avenue: The Clerk reported that he had received notification of an application to modify the Definitive Map by upgrading FP25 to a bridleway. Mrs Ann Hayes who had lodged the application had supported with 15 user evidence forms covering a period from 1950 to the present day. The Parish Council was being given an opportunity to submit comments on the question of the public status of the route and on the application. The Chairman agreed to look back in the Council minutes because it was believed that, at one time, there had been a footpath alongside a bridle path.

9. Notified Matters

(a) Westmore Green:

(1) Playground: Jon Allbutt indicated that he was in touch with Ann Chapman and would be arranging a meeting in the near future to discuss the refurbishment of the Playground. The provision of any new equipment would be the subject of careful consideration.
(2) Conditions of Use: It was agreed that the terms under which local organisations were allowed to use both Tatsfield and Westmore Greens should be reviewed and the matter would be considered by the Chairman, Jon Allbutt and Carol Jordan. The Clerk was asked to approach SCAPTC for any advice and/or guidance it might have.

10. Reports

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

(1) Bridleway Obstruction: He understood that this matter had now been resolved.

(2) Highway Repair: He believed that the Contact Centre was working well and he had been able to telephone the Centre without difficulty contrary to reports that it was difficult to do so. He also believed that there would be a considerable improvement in the way highway repairs were dealt once the newly appointed Community Highway Officer had completed training and was on duty covering the Oxted/Warlingham/Tatsfield area. This would not be until January but he would personal arrange for the officer to meet Sandy Philibert as soon as possible. He also noted that the upper part of Paynesfield Road was in need of re-surfacing and he would endeavour to have this placed on the waiting list.

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

(1) Oyster Cards: He was endeavouring to clarify with Transport for London the eligibility of 16-18 year olds for free or half price Oyster cards.
(2) Johns Road: He understood that the Parish Council might be approached by Johns Road residents for financial assistance with the repair of the road.
(3) Paynesfield Road: He was hopeful that the damage cause to the bridleway would be repaired in the near future.
(4) Biggin Hill Airport: He had received a number of complaints of over-flying by small aircraft.
(5) Car Disposal: He drew attention to the fact that Tandridge had extended the free scheme for the removal of unwanted cars until December.

(c) Police: Ian Mitchell indicated that the matters affecting Old Lane had been discussed at a recent meeting of the Police and the Local Authority. No action would be taken in relation to the damage caused in Paynesfield because of lack of evidence. Locally there had some thefts of power tools and builders equipment. It was agreed that members would respond individually to the Policing Plan Survey.

(d) Biggin Hill Airport: Ian Mitchell reported that he had checked that the complaints line was working as difficulties had been reported. He would be attending the next Joint Consultative Meeting on 18 October. There appeared to be an increased amount of overflying of Tatsfield by small private aircraft and he would raise this at the meeting. He would also raise the question of jet aircraft noise and whether any measures had been implemented to reduce it.

(e) Transport Matters: The Chairman indicated that he had attended the recent Surrey Passenger Transport Assembly and he understood that the 464 bus service continued to serve Tatsfield only because there were no facilities in Biggin Hill for it to park. He considered that the Parish Council should investigate the possibility of financing a service to Oxted. This would need a survey to establish local needs and he suggested that this was a matter that should be covered in the forthcoming Budget.

1	(f) Tatsfield Youth Project: Jon Allbutt reported that the Project had organised a very successful “Build Your Own Website” event over the last weekend.

(g) Tatsfield Responders: Jon Allbutt indicated that the Responders continued to operate despite the fact that there were still organisational problems with SE Coast Ambulance Service.

(h) Parish Emergency Plan: Nothing to report.

(i) Risk Assessment: The Clerk was asked to re-circulate the details to all members.

1	11. Village Hall

1	(a) Management Committee Report: Sandy Philibert reported that the AGM had been held satisfactorily and all the existing officers had been re-appointed. There had been no co-opted members appointed.

2	12. Property

(a)	Surgery & Parish Room;

1	(1) Parish Room: Giles Hawkes reported that a second quotation was in hand for an electrical safety survey. The Parish Room lock had been replaced and keys issued to all members.

(b) Greens & Other Land

(1) Old Lane/Barnfield Rd: The Chairman reported that the Clerk had investigated the title deeds relating to Tatsfield Green and whether or not the Parish Council owned the soil of Old Lane. His investigations had revealed that there was some room for doubt and full details had therefore been submitted to the Parish Council’s Solicitor, Roger Taylor, for an opinion. When this was available, details would be circulated to all members. In the meantime Richard Coles, TDC Waste Enforcement Officer, had been informed of the position.
(2) Westmore Green Encroachment: Jon Allbutt indicated that no information had been forthcoming from owners of properties bordering the Green and he would produce a suggested plan of action for consideration.
(3) Westmore Green: The Chairman indicated that he had given permission for St Mary’s Church to place a B2C advertising board on the island in the village centre.
(4) Tatsfield Green BT Wayleave Agreement – Old Lane: Jon Allbut reported that he had been furnished with the necessary information in order to chase this matter up.

13. Land
(a) Millennium Wood: Jon Allbutt reported that a request had been received to cut back some branches bordering Old Lane. He had obtained a quotation in the region of Ł1500 and would be obtaining a further quote.
(b) Tatsfield in Bloom: Nothing to report.

(c) Pond: Jon Allbutt indicated that he was still awaiting a survey by the Downlands Project before instituting any work to the Pond. The previous contractors had not been re-employed as he considered that they were not maintaining the pond correctly. Sandy Philibert indicated that she was pursuing matters with Cornhill Allianz as to the size and wording of the signs and would report back.

1	13. Meetings to Attend – Greg Watkins was attending a meeting of Tatsfield School governors as the PC’s representative on 9 October and further meetings on the appointment of a new head beginning on 18 October.

14. Correspondence
(a) LA21: It appeared that consideration was being to the disbanding of this Committee. After discussion, it was agreed that Carol Jordan would draft a response indicating that it was considered that the Committee should continue because there were still areas where the Committee could influence policy. This letter would be circulated for approval.

15. Any Other Business

(a) Council Meetings: Greg Watkins asked if consideration could be given to commencing meetings at 7.30 p.m. It was agreed that this would be considered at the next meeting.

(b) Christmas Meeting: It was agreed that a special effort would be made to attract a greater public attendance.

The Meeting closed at 11.00 p.m.

APPENDIX A - PLANNING

RESULTS:-

Withdrawn 07/1091 7 Crossways

Appeals

06/1026 Halston, Clarks Lane ALLOWED
06/1556 Fernlea, Old Lane ALLOWED
07/0018 Land NW of Viewfield, Greenway DISMISSED

CURRENT APPLICATIONS:-

06/0740
Land at and adjoining Tatsfield Village Hall, Ship Hill
1. Revised details of finished site levels, boundary fences, external finishes and fenestration of buildings and on-site renewable energy generation
2. Details of external materials, measures to protect trees during construction, surface water drainage and kissing gate on public footpath
submitted pursuant to Conditions 2, 3, 7, 9 and 20 of Planning Permission 06/0740 dated 10 November 2006 for new primary school (County Determination).
Recommendation: No objection but comment to be made on certain materials.

07/1438
Land at Vern Place
Erection of gate
Recommendation: No objection.

07/1474
The Spinney (formerly Trug), Maesmaur Road
Change of use of garage to habitable room (Certificate of Lawfulness for a Propose Use).
Recommendation: No objection.

07/1568
The Beeches, Old Lane
Erection of replacement roof
Recommendation: No objection

07/1559
Land adjoining 39 Paynesfield Road
Erection of 3 bedroomed detached house with 2 parking spaces

Recommendation: Objection based on unneighbourliness and exacerbation of parking/visibility at junction.

SCROLL DOWN FOR NOVEMBER

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th November 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 Eileen Pearce 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 4 parishioners.

1. Apologies - None

2. Declarations of Interest:
(a) Carol Jordan declared a personal interest in relation to Planning Application No.07/1632 relating to 98 Paynesfield Road by virtue of the fact that she lived near to the property. She left the meeting during the discussion of that matter.

3. Minutes

The Minutes of the meeting held on the 8th October 2007 were approved and signed as a correct record

4. Matters Arising:
(a) Minutes: The Chairman requested the Clerk to annotate future minutes to highlight Action points and the member responsible for dealing with the matter.
(b) Old Lane BT Wayleave: Jon Allbutt indicated he was still chasing the matter up. A/P JA
(c) Tatsfield Green: Jon Allbutt indicated that he was still awaiting a quotation for the cost of cutting overhanging branches adjacent to Old Lane. A/P JA
(d) Pond: Jon Allbutt indicated that an agreed programme of restoration work for the Pond was in hand. Sandy Philibert reported that she was making progress with design and wording of the required signs and would report back in due course. A/P SP
(e) Parish Room: Giles Hawkes reported that he anticipated that the electrical safety inspection would be carried out in the next 2 weeks. A/P GH
(f) Westmore Green: Jon Allbutt indicated that he was obtaining a quotation for the cost of clearing up parts of the Green. A/P JA
(g) Village Directory: Carol Jordan reported that this had now been printed and had been distributed with the November Parish Magazine. The Chairman congratulated her on the production of an excellent directory.
(h) Neighbourhood Watch: The Chairman indicated that he understood that Blue Watch as well as Yellow Watch had accumulated funds that were no longer required. He would approach both Watches to see how to resolve the matter. A/P IM
(I) Highway Signs: Giles Hawkes reported that the signs had been delivered and were awaiting installation. He hoped this would be completed in the next week. A/P GH
(j) LA21: Carol Jordan indicated the future of LA21 would be debated by Tandridge DC on 12 December after which it would be possible to decide whether any further representations were necessary.
(k) Council Meetings: It was agreed that the next meeting would commence and thereafter every alternate meeting would commence at 7.30 p.m.

5 Tatsfield School

The Chairman indicated that there were three main issues outstanding. These related to (1) the type and extent of the lighting of the vehicular and pedestrian access to the School (2) the future maintenance of the Hall/ Surgery car park area and (3) the details of the land transfer. Other issues had already been resolved without too much difficulty.

He explained that originally Surrey had proposed bollard lighting for the whole area but had decided to change to column lighting without any consultation. The Parish Council had made strong representations both to Surrey and to Tandridge DC and, as a consequence, Surrey was now proposing that there should only be column lighting where children would be crossing the vehicular access and bollard lighting elsewhere. Precise details had not yet been provided and the Parish Council had been informed that this information would not be available for 2/3 weeks.

On the second issue, there was a choice between making Surrey totally responsible or continuing to be responsible for maintenance, as at present and accepting a commuted sum to compensate for the increased usage brought by the School. At present, Surrey had offered a sum of Ł30,000. Professional advice to the Parish Council indicated that this was an insufficient figure but it seemed that Surrey was at present unwilling to increase that amount and consequently the matter required very careful consideration.

As far as the land transfer was concerned, the Chairman reported that, whilst some documents had now been submitted to the Parish Council Solicitor for approval, it had not been possible to make very much progress because an updated plan and other information was required in order to deal with them. Some of the information was obviously dependent upon the first two matters already referred to.

Jon Allbutt indicated that he considered that the Parish Council had endeavoured to propose improvements to the specification that were cost effective. He also drew attention to the proposed MUGA on which a decision would not be finally made until 10 December 2007. This would be on School property and was unique.
The Chairman pointed out that the Parish Council had previously resolved that it was in principle unanimously in favour of the matter proceeding. He therefore proposed that he, as Chairman, Jon Allbutt, the Vice Chairman and Greg Watkins, the Council’s representative on the School Governors be delegated with full power to resolve the outstanding issues as quickly as possible with the object of reaching final agreement in the matter. This was agreed unanimously and the Chairman indicated that the committee, along with the Clerk, would meet on 14 November for this purpose. He undertook to keep all members fully informed of all developments. A/P IM

6. Planning Matters

(a) Current Applications: Sandy Philibert reported on the current applications and the action agreed is as listed in Appendix A

1	(b) Sundry Planning Matters:

(1) Parish Planning Policy: Eileen Pearce reported that, following the Public Meeting held on 10th October when some 40 members of the public had attended, she had circulated the final draft of the Policy to members for comment. After discussion, it was agreed unanimously that this Policy (a copy of which is attached to these Minutes) be adopted. It was also agreed that copies should be distributed to members of the Development Control Committee of Tandridge DC.
(2) Proposed Development at land adj. The Ship: he Clerk reported that he had been approached with regard to a proposed development on land adjoining The Ship and he had circulated details to members. After discussion, it was agreed that it would not be appropriate for the Parish Council to comment on the proposals in advance of a formal application for planning permission being submitted. It was however open to the Developers to hold a public meeting in the village to canvas opinions on their proposals.
(3) Parish Council planning protocol: Eileen Pearce expressed her concern at the ‘bureaucratic nature’ of the Council’s adopted planning protocol, I that it limited scope for consultation with residents. It was agreed that this would be discussed at the next meeting.

1	7. Finance

(a) Grants: The Clerk reported that he had received an application for grants from Tatsfield Art Group of Ł170 for its Easter 2008 Workshop of Ł170. This was agreed and would be paid in March 2008. An application had also been received from Tatsfield Bloom for 2008/9. A grant of Ł900 was agreed.
(b) Budget 2008/09: The Clerk reported that the Finance Committee had met and copies of the Minutes of the meeting had been distributed to all members. The Finance Committee recommended approval of the Budget (a copy of which is attached to these Minutes) and that the precept for 2008/9 should be Ł10,000. This was agreed unanimously. It was expected to result in an annual Parish Council Tax bill for the average (Band D) property of a little under Ł12.
(c) Audit: The Clerk reported that he had now received official notification of the conclusion of the Audit subject to certain issues being brought to the attention of the Parish Council. It was agreed that (1) The Annual Report be approved and accepted, and (2) the issues raised by the Auditor be referred to the Finance Committee for the appropriate action.
(d) Payments: The payments listed in Appendix B were approved.

1	8. Highways & Rights of Way

1	(a) Highway Pollution: As it appeared that there had no further escape of effluent, it was agreed that no further was required.

(b) General Highway Matters: Sandy Philibert indicated that she had a meeting with Angelo Lamprou, the new Highway Steward, and David Hodge to discuss matters affecting the village. She had circulated members with details and indicated that she would continue regular checks to ensure that matters were dealt with. A/P SP

(c) Lorries Off Rural Roads (LORD): Carol Jordan indicated that, while she considered that it would be beneficial for the Parish Council to be represented at general meetings of this Group, she was not certain that there was any benefit to be gained from her being a member of the Committee. She would be attending a Committee meeting on 16 November but would be unable to attend the next General Meeting on 29 November. A/P CJ

(d) Rights of Way Matters:

(1) FP25 – Clarks Lane to The Avenue: It was agreed that Surrey CC should be asked that if the application to create a bridleway was granted, the existing public footpath should be separated from and parallel with the bridleway because if this was not the case, the surface would be cut by horse traffic and made impossible for pedestrians.
(2) Kemsley Road: It was noted that a resident had recently erected a fence fronting their property that might be encroaching upon the bridleway. Surrey Rights Of Way had been asked to investigate. A/P SP

9. Notified Matters

(a) Westmore Green

(i) Playground: Giles Hawkes indicated that he was arranging a meeting of interested parties to discuss what improvements could be made to the Playground. A/P GH

(ii) Westmore Green Encroachment: Jon Allbutt indicated that he was producing a scheme to deal with this problem and would submit his proposals as soon as possible. A/P JA

(b) Affordable Housing Needs Survey: The Chairman reported that there had been a meeting with Mona Johansson, the Rural Housing Enabler, on Monday, 22nd October and she had subsequently submitted a specimen questionnaire and accompanying letter for consideration. The Clerk had circulated this and he asked members to submit their comments as soon as possible. A/P ALL

(d) Surrey Hills Society: Eileen Pearce indicated that there was a movement to form a Society to promote the Surrey Hills Country Park. As part of the Parish came within the Park, she considered that the Parish Council should support the proposal. It was agreed that she would prepare and circulate a case that could be considered at the next meeting.

10. Reports

(a) County Councillor: David Hodge reported on the efforts being made by Surrey Highways to deal with highway maintenance problems.

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

(1) Oyster Cards: He had now established that only persons living with the Greater London Authority area were eligible and consequently residents of Tatsfield were not eligible for these cards
(2) Biggin Hill Airport: He was in discussions with the Airport Operator about overflying of Tatsfield by private aircraft.
(3) Tandridge Planning: Due to the loss of two staff, the Department was under considerable pressure. He also drew attention to the fact that a large number of planning refusals were over-turned on appeal and this was attributed to increasing Government pressure on planning matters.
(4) Tandridge Key Objectives: He had tried to get the Council to include Environmental matters as one of its key objectives but his efforts had failed.

(c) Police: Ian Mitchell indicated that he felt that it would be right to write to the Chief Constable expressing regret that PCSO Tom Griffin was leaving the district to qualify as a Police Officer and drawing attention to the splendid service he had given the Village. A/P IM

(d) Biggin Hill Airport: Ian Mitchell reported that he had raised the question of a blast screen to deflect jet engine noise and he had been given to understand that there was insufficient room to install such a shield. The airport director was re-issuing advice to pilots to avoid flying over Tatsfield and was considering modifying the advisory routing for take-offs. The airport had received 18 complaints about aircraft noise in the third quarter of the year compared with 82 in the third quarter of 2006.

1	(e) Transport Matters: Greg Watkins had nothing to report.

1	(f) Tatsfield Youth Project: Jon Allbutt that a meeting was planned and that everything was going smoothly.

(g) Tatsfield Community Responders: Jon Allbutt said he was pleased to report some new equipment had at long last been received.

(h) Parish Emergency Plan: Nothing to report.

(i) Risk Assessment: The Clerk reported that he had received reports from Jon Allbutt for Westmore Green, Ashen Shaw, Kemsley Woods and King Edward VII Garden. These did not require any action.

1	11. Village Hall

1	(a) Management Committee Report: Sandy Philibert had circulated a written report and this was noted.

1	12. Property

(a)	Surgery & Parish Room:

(1) Parish Room: Giles Hawkes indicated that he had arranged for the internal door to be repaired where the new lock had been fitted. He had obtained also the Key Box. It was agreed that Margaret Parsons should be provided with a key to the Parish Room to simplify use by village organisations. He reported that he could arrange for a Broadband connection for Ł16 per calendar month to include rental and all calls and a router. He was authorised to arrange for this to be connected. A/P GH

1	(2) Village Hall; It was noted that the defective slab on one of the Disabled Access ramps had been repaired.

(b) Greens & Other Land

(1) Old Lane/Barnfield Rd: The Chairman reported that the Parish Council’s Solicitor, Roger Taylor, had now indicated that, in his opinion, it was unlikely that the Parish Council had acquired legal title to Old and he did not consider that the council was under any responsibility for the repair of the roadway.
(2) Tatsfield Green: It was noted that a litter bin had been vandalised. The Clerk would arrange for an insurance claim to be lodged.
(3) Bakery licence for tables: A renewed request to place tables on the ‘Bakery triangle’ had been received which would involve some minor landscaping. It was agreed that this request would be considered.

13. Land – nothing to report

1	14. Meetings to Attend -

(a) Tatsfield School Governors: 21 November – Greg Watkins. A new chairman of governors was due to be elected. A/P GW

15. Correspondence
(a) TVSC; The Clerk reported that TVSC had sent out two consultation documents relating to SCC’s plan to increase charges for Home & Community Services and Surrey CC’s Draft Strategy for Working with the Community and Voluntary Sector. He had handed the documents to Giles Hawkes for attention.
(b) SCC Learning Strategy: The Clerk reported that SCC was developing an inclusive Learning Strategy with the aim of helping all Surrey children aged 0-19 achieve more than they thought possible and fulfil their educational potential. There would be a Public Consultation beginning in January 2008 but, before that, SCC was offering all stakeholders the opportunity to get involved through a number of workshops.

16. Any Other Business

(a) Tree Warden Scheme: Eileen Pearce indicated she would arrange for details to be published in the Parish Magazine.

(b) Xmas Tree: Jon Allbutt indicated that he had received several offers of trees from residents. A/P JA

(c) Crossways Court: Jon Allbutt indicated Tandridge DC had approved the planted of a laurel hedge. Sponsorship was now being sought to cover the costs involved. A/P JA

The Meeting closed at 10.15 p.m.

The following matters were raised during adjournments for public discussion:

1. Tatsfield School

PLANNING`
RESULTS:-

Approved
07/1298 The Spinney, Maesmaur Road

07/1318 Woodcote, Johns Road

Refused/withdrawn
07/1077 Bassetts & Land r/o The Orchards
07/1195 6 Parkside Cottages, Rag Hill

Appeals Pending
06/0818 The Manor House, Ricketts Hill Road
07/1080 Vine Cottage, Westmore Road
07/1253 Woody End, Johns Road
07/1077 Bassetts, Westmore Green

CURRENT APPLICATIONS:-

07/1570 Pippins, Ricketts Hill Road
Demolition of carport; erection of first floor side extension
Recommendation: No objection.

07/1652 Westwood Farm Barn, Clacket Lane
Change of use of barn to dwellinghouse (Class C3)
Recommendation: No objection

07/1632 98 Paynesfield Road
Erection of first floor extensions to north and south elevations and single storey/two storey rear extension with formation of new roof over incorporating 2 dormer windows to front roof slope.
Recommendation: Objection if roof height exceeds existing roof height

07/1630 Dell Cottage, Goatsfield Road
Erection of extension to roof through formation of gable ends and dormer windows to front and rear

Recommendation: Objection to loss of small dwelling

07/1571 Parkwood Lodge, Rag Hill Road
Formation of vehicular access on to Rag Hill Road incorporating 1.2m high 5-bar gates

Recommendation: Objection based loss of hedgerow and development in MGB and possible breach of agricultural condition.

07/1748 Manor Livery, Manor Road
Erection of first floor over whole building incorporating 1 front and 3 rear dormer windows

07/1752 2 Park Farm Cottages, Rag Hill Road

Demolition of single storey extension and porch; erection of 2 storey side extension and porch

07/1758 7 Crossways
Demolition of attached garage; erection of side extension to include dormer windows to front and rear

MINUTES of a Meeting of Tatsfield Parish Council held on the 10th December 2007 in the Parish Room, Westmore Green, Tatsfield commencing at 7.30 p.m.

Present: Mr Ian Mitchell (in the chair)

Mr Jon Allbutt Mr Giles Hawkes Mrs Carol Jordan Eileen Pearce Mrs Sandy Philibert Mr Greg Watkins

In Attendance: Mr John Sandiford (Clerk),

Mr Bob David (Tandridge DC Councillor)

And 3 parishioners.

1. (A) Apologies Mr David Hodge (Surrey CC Councillor)
(b) Declarations of Interest: Sandy Philibert declared a personal interest in the Planning Application No.07/1954 by virtue of the fact that she lived nearby.

2. Minutes

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

3. Matters Arising:

(a) Old Lane BT Wayleave (Para 4 – Matters arising): Jon Allbutt indicated he had contact with BT who were contacting the Contractor. He was awaiting a further response. A/P JA
(b) Tatsfield Green (Para 4 Matters arising): Jon Allbutt indicated that he was awaiting a second quotation for the cost of cutting overhanging branches adjacent to Old Lane. A/P JA
(c) Pond (Para 4 Matters arising): Sandy Philibert submitted a suggested design for a warning sign that was agreed subject to approval from the Insurers. Jon Allbutt that Alec Baxter Brown of the Surrey CC Downlands Project had surveyed the pond and would be submitting a report but he had indicated that no work could be carried until the pond had been treated to kill infestations by two poisonous weeds. Environment Agency authority had already been given to spray the weeds.
(d) Westmore Green (Para 4 Matters arising): Jon Allbutt indicated that he had obtained a quotation for Ł250 for the cost of clearing up parts of the Green. He wished to consult one resident before proceeding with the work. A/P JA
(e) Westmore Green Encroachment (Para 9(a)(ii)): Jon Allbutt indicated that he was still in the process of producing a scheme to deal with this problem. However he felt that consideration might have to be given to surfacing the informal access from Lusted Hall Lane. After discussion, it was agreed that he would produce a comprehensive scheme to deal with all the matters of concern. A/P JA
(f) General Highway Matters (Para 8 Highways & Rights of Way): Sandy Philibert indicated that she had been actively pursuing the matter of the repair of the pothole in Westmore Road but still did not know when this would be repaired. A/P SP
(g) Affordable Housing Needs Survey: The form and content of the draft questionnaire and accompanying letter were agreed. It was further agreed that, if possible, they would be circulated with the January edition of the Parish Magazine and that responses should be required by 31 January. A/P CJ
(h) Xmas Tree (Para 15 Any Other Business): Jon Allbutt indicated that a tree had been donated by a resident and he had arranged for this to be cut down and erected in the Village Centre, The tree would be dressed on the weekend of 16/17 December. A/P JA

(i) Crossways Court (Para 15 Any Other Business): Jon Allbutt indicated that some sponsorship had already been forthcoming and he was confident that the hedge could be planted in the near future. A/P JA

4.Tatsfield School

The Chairman summarised the position and indicated that Jon Allbutt, Greg Watkins and himself had negotiated the best terms possible and it now only remained for the documents to be finalised. It had been hoped that this would have done in time for the meeting but this was not the case and it might therefore be necessary to call a special meeting to authorise signature of the documents in accordance with the terms that he had outlined.
He indicated that he had been informed indirectly that Surrey CC was hoping that building would commence on the 7th January. Until this was confirmed officially, there was no certainty and it was entirely dependent upon the documents being finalised to reflect the agreements reached. Surrey was holding a pre-start meeting on Thursday the 13th December and the Vice Chairman, Jon Allbutt and Greg Watkins would represent the Parish Council at that meeting, It was anticipated that the Parish Council might be asked to allow plant and materials to be stored on its land over the Christmas period prior to the finalisation of the documentation. After discussion, it was agreed that consent would be given provided that it was with the approval of the Council’s legal advisor and provided that it was for a strictly limited period only.

5. Planning Matters
(a) Parish Planning Policy: The Chairman drew attention to a letter from Bob Evans, the Tandridge DC Director of Planning, commenting on the Development Statement 2007, It was noted that he indicated that only “very limited weight” could be given to the views expressed in the Statement because it did not have any legal status within the planning system. He did, however, offer to discuss matters with the Parish Council and the Chairman indicated that he had indicated that the Council would like to accept the invitation in the New Year. This was agreed unanimously.

Eileen Pearce indicated that she considered that this meeting would also provide the opportunity to discuss the Council’s Planning Protocol that had been drawn up in consultation with the Director of Planning but which she and other members felt was unduly restrictive on the ability of members to consult local residents as to their views on planning applications.

(b) Current Applications: Greg Watkins reported on the current applications and the action agreed is as listed in Appendix A.
(c) Planning Councillor: Jon Allbutt

1	6. Finance

(a) Payments: The payments listed in Appendix B were approved.
(b) Grants: The Clerk reported that a request had been received from Tatsfield Responders for assistance with the purchase of equipment. The total cost of this equipment was Ł675.00 and the members of the Finance Committee recommended that a grant should be made of the full amount. This was unanimously agreed.

1	7. Highways & Rights of Way

(a) Upgrading of FP25 (The Avenue to Clarks Lane) to Bridleway: Eileen Pearce indicated that she would check that she had submitted a suggestion for the bridleway to run parallel with and separate from the footpath so as to ensure that the surface of the footpath was not damaged by horse traffic in such a way as to make it impassable for pedestrians. A/P EP

(b) General Highway Matters: Sandy Philibert summarised the written report she had circulated to members detailing matters that were receiving ongoing attention.
(c) Lorries off Rural Roads (LORD): Carol Jordan reported that she had not so far received a copy of the minutes of the last meeting and consequently had nothing to report. A/P CJ
(d) Kemsley Road: Eileen Pearce confirmed that she had asked Surrey Rights Of Way to investigate an alleged encroachment. A/P EP
(e) FP23: The Clerk reported that he had received a letter from some residents of Old Lane asking about the possibility of establishing an off-road permissive right of way parallel to Church Hill from the School to the commencement of FP23 opposite the Church. It was agreed that Eileen Pearce would look into the possibilities. . A/P EP

8. Notified Matters

(a) ESPLG Tandridge Group: Eileen Pearce indicated that the formation of this Group was being considered at a meeting taking place that evening and she would report back at the next Parish Council meeting. A/P EP

9. Reports from Members and Outside Organisations

(a) County Councillor: There was no report in the absence of David Hodge. The Chairman drew attention to an e-mail received from the Chief Executive of Surrey CC indicating that, as one of the Council’s key partners in delivering better outcomes for Surrey, the Audit Commission wished to include the Parish Council as a stakeholder to consult as part of the Commission’s Corporate Assessment of the County Council.

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

(1) Council Tax 2008/9: It seemed almost certain that the increase would be just under 5% to keep below the Government’s cap of 5%.
(2) Tandridge Planning: The Core Strategy was about to be revised substantially and would come before the Planning & Environment Committee on 12 December for approval.
(3) Clacket Lane MSA: New gates had been installed that should prevent use by unauthorised vehicles and he hoped that Tandridge would now toughen up its enforcement of the regulations. He had arranged for local residents to keep an eye on the use of the gates in next few weeks.

(c) Police: Ian Mitchell indicated that he had written expressing the Parish Council’s appreciation of the services that PCSO Tom Griffin had provided during his time in the Parish. He also reported a litter bin fire on Tatsfield Green and the removal of a section of hedging in an apparent attempt to enter the car park opposite the church possibly as a prelude to fly-tipping.

1	(d) Biggin Hill Airport: Nothing to report.

1	(e) Transport Matters: Greg Watkins indicated that he hoped to be able bring forward proposals for local transport in the New Year.

1	(f) Tatsfield Youth Project: Nothing to report.

(g) Tatsfield Community Responders: Nothing to report.

(h) Parish Emergency Plan: Nothing to report.

(i) Risk Assessment: Nothing to report.
(j) Village Hall Sandy Philibert had submitted a written report and drew particular attention to the question of the provision of a salt bin for the car park. It was agreed that the matter should be investigated and that the Clerk should ascertain both the legal and the insurance position relative to the provision of such a bin. It was also agreed that the Risk Assessment should be updated. She also expressed the Management Committee’s appreciation of the prompt attention given by Giles Hawkes to minor matters of repair to the Hall.
(h) Neighbourhood Watch: The Chairman indicated that the Watches had resolved the matter of the disposal of excess funds and the Parish Council would not be involved.

2	10. Parish Council Property

(a) Surgery & Parish Room; Giles Hawkes reported that he had arranged for Keletrix to carry out a detailed examination of the electrical installation and this had revealed serious defects to the two wiring circuits requiring urgent attention. In addition, updated circuit breakers were required for the ring mains and the main trip board required replacing. The kettle also required replacing. All of this work had been done and a certificate issued at a cost of Ł980 + VAT. This compared very favourably with the previous estimate given for an inspection only.

1	He also confirmed that the repair to the internal door would be dealt with in the New Year. He would arrange to circulate details of the proposed Broadband connection for consideration by members

1	He had also discovered that there was a long-standing water leak in the Surgery and he would arrange for this to be investigated. . A/P GH

11. Parish Owned Land

1	(a) Westmore Green Playground: Giles Hawkes reported that a meeting would take place in the New Year.

A/P GH

(b) Litter Bin Vandalism: The Clerk confirmed that he had lodged a claim and was awaiting confirmation that it had been agreed.

12. Meetings to Attend/Correspondence-

(a) Tatsfield School: Greg Watkins reported that he was playing an active part in the appointment of a new head teacher. The post was being advertised and it was hoped that an appointment would be made in January.

13. Any Other Business

(a) Parish Coffee Morning: Sandy Philibert agreed to draw a rota for the coming months.

(b) Westmore Road Pavement: Eileen Pearce asked if a handrail could be installed to assist pedestrians in icy conditions at the corner with the shops. It was pointed out that the consent of the property owner would be required and it was doubted whether this would be forthcoming.

(c) Christmas Carol Concert: It was agreed that consideration would be given at the next meeting to a grant being made towards the expenses of the Lewisham Concert Band.

The Meeting closed at 10.32 p.m.

PLANNING APPENDIX A

RESULTS:-

Refused/
Withdrawn

07/1559 Land adjoining 39 Paynesfield Road
07/1630 Dell Cottage, Goatsfield Rd

Appeals
Pending

06/0818 The Manor House, Ricketts Hill Road
07/1080 Vine Cottage, Westmore Road
07/1253 Woody End, Johns Road
07/1077 Bassetts, Westmore Green

CURRENT APPLICATIONS:-

07/1954
07/1748 Manor Livery, Manor Road
Erection of first floor over whole building incorporating 1 front and 3 rear dormer windows
Recommendation: Provisional objection to be lodged on the basis that the proposal would increase the property by more than 25%.

07/1752 2 Park Farm Cottages, Rag Hill Road
Demolition of single storey extension and porch; erection of 2 storey side extension and porch
Recommendation: Objection to be lodged on the basis that the proposal would increase the property by more than 25%.

07/1758 7 Crossways
Demolition of attached garage; erection of side extension to include dormer windows to front and rear
Recommendation: No objection

07/1706 Chart House, Ship Hill
Conversion of existing garage to habitable room and erection of carport
Recommendation: Objection to be lodged on the basis that the proposed development conflicts with Policy RE10 – replacement of existing garage that has been converted to habitable use.

07/1840 The Spinney, Maesmaur Road
Erection of single storey rear extension
Recommendation: Objection to be lodged on grounds of the possible loss of a small dwelling.

07/1877 Aston Acres, Kemsley Road
Erection of 1.m high fencing and gates to front and side boundary
Recommendation: No objection

07/1911 Old Rectory Lodge, Rectory Lane
Erection of replacement roof to existing single storey extension on north elevation
Recommendation: No objection

07/1930 The Spinney, Maesmaur Road
Replacement of existing flat roof to garage to include increase in height and insertion of window to front elevation to facilitate use as a habitable room
Recommendation: Objection to be lodged on the grounds of the loss of a small dwelling.

07/1900 The Old Ship, Westmore Green
Erection of 2 x 3 bed detached houses with parking
Recommendation: To be considered by the next Planning Councillor

Land adjacent to 39 Paynesfield Road
Erection of attached 3 bedroomed house with 2 parking spaces
Recommendation: To be considered by the next Planning Councillor