APRIL TO JUNE 1999

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th April 1999 in the Parish Room, Westmore Green, Tatsfield at 8 pm.
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Present: Mr Denis Hayes (in the Chair)
Mrs Margaret Boadella Mr Bob David
Mr Tony Erbes Mr Ian Mitchell
Mrs Eileen Pearce Mr David Wood

Apologies: Mr Harry Pettifor (SC Councillor

In attendance: Mr John Sandiford (Clerk), Mrs Tina Fry (TDCouncillor), ) and 4 parishioners.

1 Minutes
The minutes of the meeting held on the 8th March 1999 were approved and signed by the Chairman as a correct record

2 Matters Arising
a Village Greens:
(1) Gas Connection to 4 Wedgewoods: The Clerk indicated there nothing further to report.
(2) Damage by Thames Water: The reinstatement had been badly carried out and Thames Water had asked to re-instate the surface properly. The matter would be chased.
(3) Hedgerows: Bob David indicated that he had spoken to Mr & Mrs Miles who had indicated that they had repaired the damage to the Green caused by the builders vehicles but further damage had then occurred by vehicles delivering to the neighbouring properties. They intended to do some repair work to the verge at the side of their property but did not consider that they had any further responsibility. It was noted that damage had also been caused by the Builders vehicles other than immediately in front of Hedgerows.It was agreed that the Clerk should bring the matter to the attention of the new Council for consideration as to what further action, if any, was necessary.

3 Planning Matters
a Ian Mitchell reported on the following applications i
99/205 The Croft, Westmore Green: Following the last meeting, it had not been considered necessary to lodge any objection.
99/010 Westcomb, Ricketts Hill Road: No objection had been considered necessary and the application had since been approved.
99/034 Hawthorndene, Ricketts Hill Road: In view of the views expressed on the two previous applications, it was agreed that no objection should be lodged provided that TDC accepted the applicants offer to delete a dormer window and impose a condition accordingly.
99/234 102 Paynesfield Road: It was agreed that no objection would lodged as there was no objection by neighbours even though the proposed development would be within 1 foot of the side boundary.
b District Plan: Ian Mitchell reported that all necessary further details had been submitted and it appeared unlikely that a personal appearance at the inquiry would be necessary.
c Park Wood GC: The Clerk reported that TDC had written stating that additional information will be available in the very near future when further public comment will be invited. It was agreed that the matter should be chased.
d Procedure: The Chairman indicated that he had replied to a letter from the owners of 88 Paynesfield Road who considered that the Parish Council should have consulted them about their application in the same way that neighbours were consulted and informed of the Parish Councils intention to discuss the application at its next meeting.
e Planning Councillor: Tony Erbes

4 Finance
a Grants: The Clerk reported that Tatsfield/Vern Association had supplied details of its financial situation which he briefly summarised. It was agreed that a grant of Ł300 be made.
b Village Hall Consequential Payments: Ian Mitchell indicated that he was very aware of the extra work which the Village Hall project had imposed on the Clerk. He pointed out that the Clerk had dealt with all the paperwork smoothly and on time and this involved at least 9 monthly mailshots of documents to ACRE and other sources to ensure receipt of the various grants. In addition, he had guided the Council through the complicated cashflow problems and conducted negotiations with Customs & Excise to ensure right procedures were followed on VAT. According to his calculations, the Clerk had attended, at least 14 meetings of the Building Committee and 3 joint meetings with the Village Hall Management Committee. He therefore proposed that the Clerk should be awarded a bonus of Ł1,000 in recognition of his work on the Village Hall project. This was seconded by Tony Erbes and carried unanimously. The Clerk expressed his appreciation and said that he had been happy to be involved in the project.

5 Highways & Rights of Way
a Sundry Highway Matters:
(1) FP21: The Clerk reported that Martin Fry (SCC Rights of Way) had agreed in writing that certain improvement work, including the provision of steps, would be carried out. This followed a meeting between David Wood and Martin Fry. The Clerk was asked to write to Mrs Babs Heffernon advising her of the outcome of the matter and thanking her for her offer of a financial contribution.
(2) Twinning Signs: Bob David reported that the signs were now in place and expressed thanks and appreciation to Colin Davis for his work in designing and producing the signs. The Clerk was requested to write Colin Davis to express the Parish Councils thanks.

6 Reports
a County Councillor: No report.
b District Councillor: Tina Fry mentioned the following matters:-
(1) Due to the clash of dates with Chelsham & Farleighs Annual Parish Meeting, she asked if both Harry Pettifors report and her own could be taken early in the meeting.
(2) She expressed her thanks to Parish Councillors for their help and assistance over the past 4 years.
(3) She had been asked why a grant had been refused to Kemsley Road residents in respectof proposed improvements to the road and the position was outlined to her.
(4) She anticipated that there would progress made over the application by Parkwood Golf Club to amend the Planning Agreement.
(5) She suggested that the direction of traffic flow round the Village Hall should be changed to improve the access for cars. The reasons why this was not possible were indicated.
(6) She drew attention to the fact that there would be little change in library provision and that there might be some improvement in youth services.
c Parish Constable: No report.
d Tandridge Transport Project Group: 19 March - a report had been circulated by the Chairman.
e Millennium Committee: 18 March - a report had been circulated by the Chairman.The Clerk also drew attention to an offer from Tandridge Access to assist with projects and the possibility of applying for a Millennium Festival Grant. It was agreed that the Millennium Committee should be given the details.
f Tatsfield History Project: The report circulated by Eileen Pearce was noted. She drew attention to the financial implications of publishing the History in due course. It was agreed that the Council was in principle prepared to give favourable consideration to the provision of a financial float to cover the publication costs. This would be subject to further consideration in due course.

7 Council Aims & Objectives
a L-shaped Field Committee: Bob David reported that a third architect had expressed interest and it was to be hoped that a full response would be forthcoming shortly so that further consideration could be given to the matter.

8 Notified Items
a Standing Orders: This matter had been adjourned from the last meeting and both Ian Mitchell and Bob David had circulated all members with their suggested amendments and/or comments on the original draft standing orders. After discussion, it was proposed that discussion of the matter should be deferred for discussion by the new Council. This was defeated by 4 votes against to 3 in favour. Detailed discussion of the draft standing orders produced by the group (comprising Denis Hayes, Margaret Boadella and David Wood) then took place and the following matters were agreed:-

Para 1(a) - agreed; Paras 1(b) and (c) - not agreed;
Paras 2 and 3 - Agreed;
Para 4 - the wording of this para as contained in Ian Mitchells draft was agreed;
Para 5 , 6 & & 7 - Agreed.
Para 8 & 9 - Agreed
Para 9(c) In normal circumstances and in order to maintain the impartiality of the chair the casting vote should be used in such a way as to leave the in issue open for future reconsideration. - Agreed;
Para 10 - agreed;
Para 11 - the wording of this para as contained in Ian Mitchells draft was agreed
Para 12 and 13 - agreed.
At this point, Eileen Pearceperch proposed that discussion of the remainder of the matter be adjourned to the end of the meeting so that the other business on the agenda could be dealt with first. This was agreed.
b Surrey Heritage Strategy 1999 Review: The Clerk indicated that the Parish Council had been asked to submit its views and comments on the draft paper which had been prepared by SCC prior to public consultation. It was agreed that Ian Mitchell and Eileen Pearce should consider the matter and formulate and submit any views and comments which they considered relevant.
.c Biggin Hill Airport: Ian Mitchell had nothing to report.
d Annual Parish Meeting: The Clerk reported that invitations had been sent out and the meeting publicised. A draft agenda prepared by the Chairman was discussed and agreed subject to small amendments to the order in which items appeared.
e Shopping Week: Bob David indicated that the question as to whether the Week was organised by the Parish Council or by him on behalf of the shopkeepers had been raised. The Clerk drew attention to the question of public liability insurance cover if the event was organised by the shopkeepers and to the question as to whether a Pet Show would be permitted. After discussion, it was agreed that, subject to the agreement of the shopkeepers, the Parish Council should in principle be the body responsible for the organisation of the event and that the question as to the inclusion of a Pet Show in the event should be left for the new Council to decide if and when a decision was reached as to whether a Shopping Week was to be organised.

9 Village Hall
a Building Project Committee: Ian Mitchell reported that Village organisations would be occupying the Hall again from 19 April. There were a number of matters to be completed, including the Green Room and consequently the full Certificate of Practical Completion had not been issued and steps had been taken to retain money from the Contractor, over and above the normal retention, should this be considered necessary. The additional amount payable to the Contractor now appeared to be approx. Ł23,000. Tony Erbes asked if details could be obtained of the additional amount payable to the Electrical Contractor.
b Management Committee: Bob David reported, as indicated, Village organisations would occupy the Hall from 19 April and the Pre-Schools as from 26 April. It was apparent that additional equipment was required and it had been decided to re-open sponsorship of an additional 30 chairs as there were still a number of people willing to take up sponsorship.
He indicated that the curtains for the Hall had been measured wrongly by the firm making them and their efforts to put the matter right were considered unacceptable. To date the curtain makers had accepted that they were liable to re-make the curtains at no additional cost but did not accept that they were responsible for the cost of new material which would amount to approx. Ł200. Bob David thought the firm might be prepared to pay half of this cost and he suggested that he be allowed to negotiate on this basis. The Clerk indicated that he considered that in law there was no doubt that the firm was liable for the cost of replacing the material as well as for the cost of re-making the curtains. After discussion, Bob David proposed that the matter should be dealt with by asking the firm to pay one half of the cost of the new material required. This was defeated by 3 votes against to 1 vote for.
He also indicated that there was a problem with young people playing games in the carpark now that it had been re-opened to normal use by both cars and pedestrians. After discussion, it was agreed that it was practically impossible to enforce either a full or partial ban and that signs disclaiming any responsibility for damage should be put up in the carpark as soon as possible.
c Re-Opening of Hall: The Chairman reported that the opening of the Hall had been successful. It had been attended by the TDC Chairman and Chief Executive, the Chairman of SCAPTC, Peter Ginnever (ACRE) and representatives of a large number of Village organisations.

10 Property & Land Maintenance
a Property: Tony Erbes reported that he hoped to have 2 quotations available for consideration at the next Council meeting. He considered that the Surgery was in need of re-decoration and suggested that this should be drawn to the attention of the Doctors as there was an obligation in the Lease.
b Police Aerial Rent: The Clerk reported that SCCs valuers had suggested an increase to Ł650 from the present rent of Ł500. It was agreed to accept this offer.
c Land:
(1) Finger Post Damage: Nothing further to report.
(2) Claimed Land: Nothing further to report.
(3) Westmore Green: It was agreed that Tatsfield Pre-School be permitted to use the Green for the purposes of a cake stall on the third Thursday of every month.
d Tree Replacement Programme: This matter had been adjourned for discussion from the last meeting and Eileen Pearce summarised the recommendations of the report by Down to Earth Professional Tree Management. It was agreed that the work in respect of the two trees requiring immediate attention should be put in hand as soon as possible and that estimates for work should be obtained. It was also agreed that the longer term recommendations should be considered by the new Council with a view to establishing a long term programme of work.
e Village Pond: Eileen Pearce reported that Windmill Nurseries had inspected the Pond on 8 April but they did not consider any work was required. After discussion, it was agreed that some thinning out was required and that Windmill Nurseries should be asked to deal with this.

11 Meetings to attend:
(a) Surrey CC Heritage Conference: 15 April 9.30-3.45 at Dorking Halls - cost Ł7 per head.
(b) Surrey Rail Forum: 20 April at 10.00 am at County Hall, Kingston - Denis Hayes to attend.
(c) SCAPTC Seminar for New Councillors: 9 June at E Horsley V Hall.
(d) E Surrey Police Open Day: 18 April at Reigate Police Station - 11 am - 4 pm.
(e) E Surrey Parishes Liaison Group: 20 April at 8.00 pm in Village Hall
(f) PCPG Meeting: 20 April at 8.00 pm in WI Hall.
(g) AONB Forum: 23 April at Dorking - Ian Mitchell to attend.

12 Correspondence
a Rubbish Dumping: Colin Davis had written drawing attention to a recurrence and it was agreed that the matter should be publicised in the Parish Magazine and the Clerk should write to residents in the immediate vicinity.
b Fun Run: A letter of thanks had been received for the use of Westmore Green.

13 Any Other Business:
a Abandoned Cars: It was noted that there were a number of abandoned cars in the Village and Bob David agreed to obtain details and notify TDC.

8 Notified Items (continued)
a Standing Orders: As all the other business on the agenda had been dealt with, the Chairman resumed discussion of this item. Eileen Pearce immediately proposed that because of the lateness of the hour, further discussion should be adjourned. The proposal was put to the vote and there were 3 votes in favour and 3 votes against. The Chairman reluctantly decided that he was bound to use his casting vote in favour of the motion and the discussion of the matter was adjourned.

The meeting closed at 12.04 am.

MINUTES of a Meeting of Tatsfield Parish Council held on the 17th May 1999 in the Parish Room, Westmore Green, Tatsfield at 8 pm.
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Present: Mrs M Boadella (in the Chair)
Mr Bob David Mr Tony Erbes
Mrs W Maddison Mr Ian Mitchell
Mrs Dorothy Reeve Mr David Wood

Apologies: Mrs Tina Fry (TDCouncillor),

In attendance: Mr John Sandiford (Clerk), Mr Harry Pettifor (SC Councillor) and 9 parishioners.

1. Election of Chairman
The Clerk confirmed that all councillors had signed declarations of acceptance of office. The retiring Chairman, Denis Hayes asked for nominations for the office of Chairman. The following nominations were made:-
(a) Ian Mitchell proposed by Bob David
(b) Margaret Boadella proposed by David Wood
The matter was put to the vote and there were 4 votes in favour of Margaret Boadella and 2 votes in favour of Ian Mitchell with 1 abstention. Denis Hayes declared that Margaret Boadella was elected as Chairman. Denis Hayes then withdrew from the meeting and Margaret Boadella took the chair...
Margaret Boadella paid tribute to the work of Denis Hayes over many years both as Councillor and as Chairman. This was endorsed by all present.

2. Election of Vice-Chairman
The Chairman then asked for nominations for the office of Vice-Chairman. Wendy Maddison proposed Tony Erbes and as there were no other nominations, the Chairman declared Tony Erbes duly elected as Vice-Chairman.

3. Minutes
The minutes of the meeting held on the 12th April 1999 were approved and signed by the Chairman as a correct record subject to the addition of the following paragraph:-
10f Tatsfield in Bloom: Bob David reported that (a) a grant of Ł500 had been made by TDC (b) Ibbett Moseley had sponsored the event in the sum of Ł700 and (c) litter clearing had started.

4. Appointment of Committees and Delegation of Responsibilities
It was agreed that:-
(a) the existing members of the Building Committee who were Messrs David, Erbes and Mitchell should be re-appointed and that Denis Hayes should be invited to be a co-opted member of that Committee;
(b) Bob David should continue to be the Councils representative on Oxted CAB; and
(c) Dorothy Reeve should be the Councils representative on the Tatsfield School Governors.
(d) all remaining matters should be considered at the next meeting.

5. Matters Arising
a Village Greens:
(1) Gas Connection to 4 Wedgewoods: The Clerk indicated that he was still awaiting a full reply from British Gas.
(2) Damage by Thames Water: This matter was still being followed up

6. Planning Matters
a It was reported that the following action had been taken

0/922 Parkwood Golf Club, Chestnut Avenue: The previous objection had been re-iterated.
99/393/4 The Old Telephone Exchange, Ship Hill: No object ion had been lodged to the
application for the erection of a porch but an objection had been lodged to the application for
Certificate of Lawfulness of a proposed use based on the fact that the proposed accommodation amounted to a second dwelling which had been ruled out by the Inspector on earlier appeal.
99/091 34 Westmore Road: An objection had been lodged on the ground that the fence was not in keeping with the locality.
99/437 Plumtrees, Hillside Road - An objection had been lodged based on the fact that the
development was in MGB and on the large increase in size.
b District Plan: Ian Mitchell indicated that the informal hearing would start on 22 June and it was possible that a representative of the Counc to obtain funding, the Millennium Committee either had to be properly established with its own constitution or it had to be a Committee of the Parish Council. The Clerk indicated that non-Council members of a Committee had no vote except in four cases, one of which was the management of a festival. As a Council Committee, minutes would have to be kept as part of the official Council records. After discussion it was agreed that the Council would, in principle, be willing to set up a Millennium Committee, the details of which would be discussed at the next meeting.
f Tatsfield Vern Association: A written report circulated by Denis Hayes was noted.
g. Surrey Hills AONB Forum: Ian Mitchell reported that the Forum wished to involve Parish Councils in discussions about various topics which concerned them and he had indicated that Tatsfield would wish to be involved with the Land Use and Transport Planning Group. Further details would be sent to the Clerk in due course.

10. Council Aims & Objectives
a L-shaped Field Committee: Bob David indicated that there were matters with which this Committee could deal but these could await the appointment of committee members at the next meeting.

11. Notified Items
a Standing Orders: Following the decisions reached at the last meeting, it was agreed that the discussion of the draft standing orders should be continued. The following matters were then agreed:-
Para 14(a) Agreed subject to the amendment of fourteen to ten in the third line.
Para !4 (b) and (c) Deleted in full.
Para 15(a) Deleted and para 14(a) of Ian Mitchells draft substituted.
Para 15(b) Deleted and para 14(b) of Ian Mitchells draft substituted.
Para 16 Agreed.
Para 17 Deleted and para 16 of Ian Mitchells draft substituted.
Para 18 Agreed.
Para 19 (a) - (c) Deleted and para 18 (a) & (b) of Ian Mitchells draft substituted.
Para 20 Deleted and para 19 of Ian Mitchells draft substituted.
Para 21 Agreed.
Para 22 Deleted and para 21 of Ian Mitchells draft substituted.
Para 23(a) Deleted and para 22(a) of Ian Mitchells draft substituted.
Para 23(b) Agreed.
Para 24 Agreed.
Para 25 (a) Agreed subject to the deletion of statutory or ordinary in the first line, except in the most trivial cases in the second and third lines and at the offices of the District Council where they are located in the third line.
25(b) Deleted and para 24(b) of Ian Mitchells draft substituted.
Para 25(c) - (f) Deleted.
The heading Contracts before the commencement of para 26 to be deleted and the heading Declaration of Interest substituted.
Para 26(a) & (b) Agreed.
The heading Contracts to be inserted prior to the commencement of Para 27.
Para 27 (a) - (e) Agreed as being Para 26 (c) - (g) of the Groups draft.
Paras 28, 29 and 30 Agreed as paras numbered 27, 28 and 29 in the Groups draft.
b Surrey Heritage Strategy 1999 Review: The Clerk indicated that the last meeting of the Parish Council had agreed that Eileen Pearce and Ian Mitchell would formulate and submit any views or comments which they considered relevant. No comments had been considered necessary.
c Biggin Hill Airport: Ian Mitchell reported that some Tornados and Jaguars might land and take off on 21 and 22 August in order to take part in an airshow on the South Coast. This would be dependent on the situation in Kosovo and Serbia. The Operators had made an application to extend the operating hours by a total of 2 hours per day from 0.700 until 22.30 hrs. This was to be considered by Bromley LB shortly and would probably be followed by public consultation.
d Annual Parish Meeting: Deferred for consideration at the next meeting.
e Shopping Week: The Clerk reported that the last Council had indicated its support for such an event but had left the final decision as to whether such an event was organised to the new Council Bob David indicated that he felt that the earliest such an event could be organised would be October as no arrangements had yet been considered. The Post Office would shortly change hands and it remained to be seen whether the new owners would wish to take part. In answer to a question from Ian Mitchell, he indicated that any decision as to whether there would be a pet show had not been taken nor had any definite arrangements been made in respect of an alternative attraction.

12. Village Hall
a Building Project Committee: Ian Mitchell reported that the Committee was dissatisfied with the volume of work and had arranged for an additional amount to be retained over and above the normal retention. It was hoped that this would bring about an improvement in the situation.
b Management Committee: Bob David reported that (a) that a very good video of the opening ceremony had been taken and was doing the rounds; (b) a Lotteries Board Charities Grant for Ł3,000+ had been granted to assist with the cost of new stage lighting which would be very state of the art; (c) a disclaimer sign had now been erected in the car park and (d) the dispute with the curtain maker was being dealt with by the Clerk.
c Little Acorns Pre-School: The Clerk read a letter from the Pre-School requesting permission to erect a shed (12 x 10) at rear of Village Hall. After considerable discussion, it was agreed by 4 votes to 2 against that this would not be allowed and that the Management Committee would have to consider the problem of insufficient storage space for the Pre-School.

13. Property & Land Maintenance
a Property:
(1) Surgery: Tony Erbes reported that quotations for the repair of damp penetration to the Surgery were still not available. If necessary, he would consider seeking quotations for the work from other contractors.
(2) Surgery: The Clerk reported that the Lease provided for the Drs to keep interior in good and substantial repair and, in particular, to redecorate in every fifth year. The lease started on 25 March 1990 and so redecoration should have been carried out in the year ending 25/3/95 and, again, in the year ending 25/3/2000. The Clerk was asked to take the matter up with the Drs by telephone in the first instance.
b Police Aerial Rent: The Clerk reported that the Council at its last meeting had agreed to accept the offer of Ł650 but he had actually negotiated an increase to Ł675. This had yet to be confirmed by SCCs valuers
c Land:
(1) Finger Post Damage: The Clerk reported that the claim had now been paid in full
(2) Claimed Land: Nothing to report.
(3) Rubbish Dumping: The Clerk indicated that at the last meeting it had been agreed to publicise this matter and to send letters to residents in the immediate vicinity. Bob David agreed to supply appropriate details of households to which the letters should be sent.
(4) Westmore Green: It was agreed to allow the use of the Green (a) by Tatsfield /Vern Association for an Awareness Day (to generate interest in the visit to Vern in 2000) probably on 11 September and (b) by the Horticultural Society for its Autumn Plant Sale on Sat 9 October 1999
(6) Green Apple Awards: Bob David reported that TDC had invited the Parish Council to consider entering for a Millennium Heritage Award. He did not consider that this was something which the village would wish-to enter. This was agreed.
d Tree Replacement Programme: The Clerk reported that the last Council had agreed that the immediate work should be put in hand and that the longer term recommendations should be considered by this Council. There was some uncertainty as to whether the immediate work had been carried out and Tony Erbes agreed to look into the matter and report back.
e Pond: Tony Erbes also agreed to contact Windmill Nurseries to indicate that some clearance work should be carried out in the autumn.
f Tatsfield in Bloom: Bob David reported that the judging would take place on Monday 12 July and that there were 9 other villages in Tatsfields section of the competition. The Committee had met and all work was proceeding according to plan.

14. Meetings to attend:
(a) SCAPTC Seminar for New Councillors: 9 June at E Horsley V Hall - nobody indicated that they would definitely be able to attend.
(b) SCAPTC General Meeting: 25 June at 7.30 at Salfords Village Hall - Margaret Boadella and Tony Erbes hoped to attend.
(c) SCC Community Transport Forum: 14 September at 10.00 am at Bluehouse Lane Social Centre, Oxted.

15. Correspondence
a Millennium Celebrations: The Clerk reported that TDC were compiling details of all events in a Millennium Diary. It was agreed to pass details to the Millennium Committee.
b Post Office: The Clerk reported that Mr S Spooner who would be taking over the Post Office with effect from 27 May was considering making an application for an off-licence and wished to know if there would be any objection to such an application from the Parish Council. After advice from the Clerk and general discussion of the matter, it was agreed that no indication could be given unless and until a formal application had been made when the Parish Council would be given formal notice.
c Housing Strategy Statement: The Clerk reported that TDC intended to update the 1998-2001 Housing Strategy and was asking for comments on the content, layout or anything else which the Council considered important. A response was requested by 28 May and the Chairman indicated that she would go through the documents and, if necessary, discuss them with other members
d Surrey Rail Forum: The Clerk reported that SCC had requested comments on the 1999 Assessment of the provision of the type and level of rail services. Denis Hayes had drafted a suggested reply which the Clerk read to the meeting. This was agreed subject to the draft being corrected in certain minor respects. The Clerk undertook to deal with the matter.

16. Any Other Business
a Westmore Green: David Wood indicated that, as one of the organisers, he wished to have permission to use the Green on 5 September for the prizegiving at the Tatsfield Scarecrow Weekend. This was agreed.
b Council Directory: It was agreed that the question of up-dating the Directory should appear on the next agenda.
c Abandoned Cars: Bob David agreed to chase up this matter.

The meeting closed at 12.08 am.

INDEX OF MINUTES