Tatsfield Parish Council Minutes

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JULY TO SEPTEMBER 2003

MINUTES of a Meeting of Tatsfield Parish Council held on the 14th July 2003 in the Parish Room, Westmore Green, Tatsfield at 8 p.m.

Present: Mr David Wood (in the Chair).
Mr Jon Allbutt Mrs M Boadella
Mr Alan Fry Mr Tony Erbes
Mr Ian Mitchell

In attendance: Mr John Sandiford (Clerk), Mr Bob David (TD Councillor) and 3 parishioners

Apologies: Mr Harry Pettifor (SC Councillor) and Mrs W Maddison

1. Minutes
The minutes of the meeting held on the 9th June 2003 were approved and signed by the Chairman as a correct record subject to the inclusion of Ian Mitchell as among those present.

2. Matters Arising:
(a) Affordable Housing: The Clerk reported that the survey form had been distributed with the July edition of the Parish Magazine. Replies were due back by 1 August. The Chairman commented that there appeared to be considerable interest in the village.

3. Appointment of Committees & Delegation of Responsibilities
The Chairman indicated that, at his request, the Clerk had circulated a list showing the appointments and areas of responsibility that he had agreed following the preferences indicated by members at the last meeting. This list was agreed.

4. Planning Matters
(a) Current Applications: Jon Allbutt reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.
(b) Sundry Planning Matters
(1) Conservation Areas & Listed Buildings: Ian Mitchell indicated that he was compiling a list of buildings that could possibly be submitted to Tandridge and he was taking photographs of each building to facilitate that consideration.
(2) SCC Structure Plan Public Examination: The Clerk indicated that the examination in public would take place between 18 November and 5 December. The Parish Council would be notified if it is to be invited to be a participant. Representations can, in any event, be made about the proposed changes and about the matters for discussion. Ian Mitchell agreed to look at the papers and take appropriate action.
(3) Procedure for Consideration of Applications: Alan Fry indicated that he felt that the present procedure was not working and needed some reconsideration. After discussion, it was agreed that members needed to ensure that they undertook the appropriate enquiries and that plans were available for inspection prior to the meeting.
(c) Planning Councillor: Margaret Boadella

5. Finance
Annual Accounts 2002-03: The Clerk indicated that he had hoped to circulate a copy of the Annual Accounts as agreed by the Internal Auditor. Unfortunately the Internal Auditor had not completed his inspection of the accounts due to pressure of work. It was hoped that he would do so in the next week and a copy of the accounts would then be circulated. It meant that a special meeting would have to be called to approve the accounts and it was agreed that the Chairman should arrange this once the accounts were available.
(a) Annual Audit: The Clerk indicated that the audit for the year ending 31 March 2003 would take place on 26 August 2003.
(b) Parish Council Election; The clerk indicated that he had been informed that the total charge for the 2003 election would be £1384.30. This was included in the cheques listed in Appendix B.
(c) Insurance Renewal: The Clerk indicated that the question of an increase in cover of some items still needed consideration and it was agreed that a Finance Committee meeting would be arranged to consider the matter following the special meeting to approve the accounts.
(d) Grants:
(1) Tatsfield Working Men’s Club: The Clerk indicated that he had written to the Tatsfield Working Men’s Club following the last meeting requesting further information and indicating that no decision could be reached until such information was forthcoming. No information has as yet been forthcoming.
(2) East Surrey Community Mediation: The Clerk reported that he had received a letter explaining the services offered by this organisation and asking for financial support. He was asked to seek further information.
(3) Oxted CAB: The Clerk had received a request for the customary financial grant and he had therefore included a grant of £150 as contained in the Budget.
(e) Payments: as at Appendix B were approved.

6. Highways & Rights of Way
(a) Highway Matters:
(1) White Lane: As Alan Fry had been unable to attend, Margaret Boadella had attended a meeting of the SCC Joint Tandridge Steering Group considering proposals for White Lane. She reported that it was intended to arrange a traffic census to establish the present traffic flow. It was felt that further time should be allowed to appreciate the effect of the new roundabout at Titsey Hill as it seemed that there had only been one accident since it opened.
(2) Miscellaneous : Tony Erbes expressed concern at the out-growing roadside vegetation that was impeding sight lines and causing danger to pedestrians. It was agreed that the matter should be drawn to the attention of Surrey Highways and, in appropriate cases, to the attention of the land owners.
(b) Rights of Way:
(1) Tatsfield Bridleways Association: Jon Allbutt indicated that no meeting had yet taken place.
(2) General Rights of Way Matters:
(i) Surrey CC Rights of Way Report 2002/03: The Clerk drew attention to this report that had been placed in circulation.
(ii) Pilgrims Farm Pilgrims Lane, Titsey: The Clerk indicated that a Notice had been served by Surrey CC on the owner of this farm requiring clearance of crops growing over FP30 and 31.

7. Reports
(a) County Councillor: In the absence of Harry Pettifor, the Clerk reported on his behalf that:-:
(1) Clacket Lane Sandpit: The application for variation of the conditions had been refused.
(2) White Lane: He had chaired the first meeting of the Task Group that had been held on 9 July when Margaret Boadella and District Councillor Bob David had been present.
(3) Transportation Select Committee: He had suggested to the Committee that, in future, cycles routes should be not be approved unless funding was available for the complete project because experience showed that incomplete routes were not used. He understood that this suggestion would be included in the recommendation to the Executive.
(b) District Councillor: Bob David reported as follows:
(1) Westmore Road: He regretted that, despite very strong objections from residents, from himself and from the Parish Council, this application had been approved.
(2) Green Box Scheme: He reported that the recycling of glass, textiles nd tin cans would be included in the scheme as from 6 October.
(3) Genetic Manipulation: There had been a public meeting recently on this matter that had been well attended.
(4) Overgrowing Hedges: Local residents had expressed concern and he instanced several locations that were particularly bad.
(c) Police Matters: Philip Clarke reported that there had been some petty vandalism of TIB signs and hanging baskets. This was very regrettable and he had asked the local Beat officer to make his presence known at suitable times. He also confirmed that arrangements had been made to restrict parking for the Children in Need Charity Day. Ian Mitchell reported that two men involved in local burglaries had recently been sentenced to imprisonment.
(d) Biggin Hill Airport: Ian Mitchell indicated that there was a meeting of the Joint Consultative Committee in the coming week.
(e) Transport matters: Alan Fry drew attention to a notification from Surrey CC indicating that certain evening services would be withdrawn as from 29 September 2003 due to the need to make financial savings The most local service affected would be the Metrobus service 410 Redhill to Oxted.
(f) SCAPTC AGM & General Meeting: Margaret Boadella indicated that she had been unable to attend this meeting on Saturday 12 July 2003 because of horrendous traffic jams.
(g) Tatsfield School: Margaret Boadella indicated that she had attended her first Governors meeting that had been mostly concerned with the proposed extension. It was agreed that she would ask if a copy of the minutes of Governors meetings could be made available to the Parish Council and placed in circulation for all members to see.
(h) Tandridge LA21: Ian Mitchell indicated that it had been hoped to provide an additional green box for the expanded recycling collection but finance had not allowed this. Residents would therefore be asked to place the glass, textiles, etc in a separate bag that would then be sorted by the collectors at the roadside. There would be an advertising campaign preceding the launch and this would be headed by Tandridge Ted.

8. Notified Items
(a) Children in Need Fun Day – 2 August: The Clerk drew attention to the details of the organisation submitted by Louise McRandall, copies of which had been circulated to all members. The Chairman indicated that a copy of the insurance policy had just been provided and the Clerk was asked to consider whether this was adequate. The Chairman also agreed to speak to the owners of local licensed premises to ensure that only plastic glasses were used for consumption of alcohol outside their premises.
(b) Future Aims & Objectives and Parish Plan: The Clerk reported that the last Council had not set out any objectives other than the completion of the Village Hall extension and improvements. After discussion, it was agreed that detailed aims and objectives could not be formulated until detailed consideration of the Parish Plan recommendations had been full considered. This consideration was on-going by the Steering Committee and a report would be submitted to the Parish Council in due course. Reports of the latest meeting of the Steering Group were circulated to members.
(c) Risk Assessment: Following the last meeting, the need to consider the frequency of various inspections and the members responsible for those inspections was agreed and the Chairman indicated that he would go through the Risk Assessment and make suggestions for approval.
(d) Westerham Practice Surgery: The Clerk indicated that he supplied a copy of the Lease to Dr Skinner but had heard nothing further.
(e) Traffic Census: Tony Erbes indicated that the records of the last traffic census would be placed in circulation for members to see. He hoped to arrange for the current census to in September/October and the observation points would be the same as on the previous occasion so that the results were directly comparable. Jon Allbutt suggested that it might be sensible to arrange high visibility jackets for the observers to wear.

9. Village Hall
(a) Management Committee: Margaret Boadella reported that the Millennium Commission had approved a grant of £33,300 for additional work to the Hall. There was a suggestion that the first floor storage rooms could be used for meetings etc but this could involve a change of use. Ian Mitchell volunteered to canvass the matter with Tandridge Planning Department. The Management Committee had still to decide what to do about the Hall floor and quotations were being obtained for the exterior repainting. The Committee would like the Parish Council to arrange for the boundary hedge with the Police House to be cut. The Chairman volunteered to look into this.
(b) Lease: The Clerk reported that he had received a letter from Mr Taylor dated 16 June indicating that he would “remind the Charity Commission of the position” and respond to him shortly. The Clerk had then telephoned Mr Taylor’s office on two occasions subsequently, only to be told on the 9th July that Mr Taylor was on holiday until the 18th July but that it did not appear that there had been any response from the Charity Commission.

10. Property & Land Maintenance
(a) Property: .
(1) Barnfield/Maesmaur Road Land: The Chairman indicated that he and Jon Allbutt had looked at this site and they considered that a fence could be erected to define the are within which cars could be parked at a cost of approx £70.
(2) Possessory Land: The Clerk suggested that the Parish Council needed to make a decision about these parcels of land and he was asked to supply all members with details of the various parcels of land. It was agreed that an informal group under the Chairman would then discuss the matter further.
(b) Tree Survey: Jon Allbutt asked for the position to be clarified and then indicated that he would contact Down to Earth to clarify details of the short term work. Tony Erbes indicated that he thought that there was some vegetation being dumped on Parish Council land in Ricketts Hill Road. This would be investigated..
(c) Tatsfield in Bloom: Jon Allbutt reported that judging had taken place on 7 July and he felt that the village had put on a very good show. The outcome would not be known until September. The judging of Tatsfield in Bloom would take place in the coming week. Unfortunately, there had been some petty vandalism again this year at the outset of the preparations but the damage had been repaired without too much difficulty. It was however disturbing to think that there were individuals who would cause such damage. He expressed thanks to all the volunteers involved in the work and this was heartily endorsed by all members.
(d) Newlyn, Ricketts Hill Road: Ian Mitchell indicated that he had arranged to meet Ken Munday to agree the front boundary.
(e) Pond: Nothing to report except that Wendy Maddison had indicated her satisfaction with the work carried out by Aquajoy.
(f) L-shaped Field: The Chairman indicated that the leveling had not been completed due to the illness of Chris Lehan. Alan Fry said he thought it was important that the work should be completed so that it could be used by the local youth during the School Summer holidays. The Chairman agreed to see what could be done to expedite the matter. The Clerk was asked to look into the insurance position.

11. Meetings to attend:
(a) SCAPTC AGM & GM: Surrey Community Action AGM: Tuesday 15 July at 10.30 a.m. at East Horsley Village Hall.
(b) Surrey Minerals Replacement Plan 2004-2016: The Clerk drew attention to the Public Meeting on 14 July.
(c) SCC Tandridge Local Committee: 18 July 2003 at Council Offices, Oxted at 10.15 a.m.
(d) SCAPTC New Councillors Seminar: 23 September 2003 at West Horsley Village Hall from 7.00 – 9.00 p.m. at a cost of £23.50 per member.
(e) Surrey CVYS Afternoon Workshop “Connexions – One Year On”: 10 September 2003 at Carlton Hotel, London Road, Guildford 1.30-5.30 p.m.

12. Correspondence
(a) Draft Surrey Compact: The Clerk drew attention to the draft Compact, copies of which had been circulated to all members together with a feedback form. It was agreed that the matter would be discussed at the September meeting so that a response by the Parish Council could be submitted by 3 October 2003, the closing date for responses.
(b) Football Facilities Strategy for Surrey: The Clerk drew attention to this survey seeking information about football projects that require capital investment. Details had been passed to Margaret Boadella and Jon Allbutt. Alan Fry indicated that he asked the Clerk to respond and a copy of the response had been placed in circulation.
(c) Quality Parish & Town Council Scheme: The Clerk drew attention to booklet circulated by DEFRA , copies of which had been circulated.
(d) Tandridge DC Community Strategy 2003: The Clerk drew attention to this document, a summary of which had been circulated to all members.
(e) Planning & Compulsory Purchase Bill 2002: The Clerk drew attention to the letter from the Leader of Surrey CC on this matter.
(f) SCAPTC: The Clerk drew attention to an appeal clerks and councillors not to provide assistance to non-members but instead to suggest that they became members.
(g) ODPM Consultation on Indemnities for Relevant Authority Members & Officers: The Clerk drew attention to this Consultation that concerned the provision of indemnities for members and/or officers. Comments were required by 6 October 2003. It was agreed that it would be placed in circulation.
(h) Standard Boards for England: The Clerk drew attention to the revised edition of the guidance booklet that he had circulated to all members. He also drew attention to a video and workbook produced by the Board that was designed to help councillors review the contents of Code of Conduct and identify how it applies to them. It was agreed that it would be desirable to view this together so that the workbook could be answered in the way intended. The Chairman agreed to co-ordinate arrangements.
(i) Surrey Minerals Replacement Plan – Issues & Options Consultation: The Clerk drew attention to this consultation to decide how Surrey will meet new Government targets for mineral production, responses to which were required by 30 September. This would be placed in circulation.

13. Any Other Business
(a) Local Directory: Ian Mitchell asked that members should check the latest draft and advise him of any corrections and/or amendments.
(b) National Census: Ian Mitchell drew attention to the fact that the Tatsfield population had decreased by approximately 100 in the 10 year period since the last Census.
(c) Ship Hill: Tony Erbes pointed out that a seat in Ship Hill seemed to have disappeared and it was agreed that this should be replaced.
(d) Tatsfield PFA AGM: Alan Fry indicated that a new committee had been elected and he was hopeful that progress would now be made.
(e) Westmore Green Play Area: Concern was expressed about the surface of the play area and the Clerk was asked to draw the matter to the attention of Tandridge DC.

The meeting closed at 10.35 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 18th August 2003 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.
Present: Mr David Wood (in the chair)
Mr Jon Allbutt Mrs Margaret Boadella
Mr Alan Fry Mr Ian Mitchell

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

And 2 parishioners.

Apologies: Mr Tony Erbes and Mrs Wendy Maddison

1. Minutes
The Minutes of the Meeting held on the 14th July 2003 were approved and signed as a correct record.

2. Matters Arising:
(a) L-shaped Field: The Chairman reported that the work of rolling and levelling had been completed and the final account amounted to £1020 + VAT. This included £170 for a load of top soil in addition to the quoted figure of £850. It was agreed that this account should be paid. The Clerk drew attention to the letter from Cornhill, copies of which had been circulated, indicating the terms of cover and he confirmed that no additional premium was involved. It was agreed that the frequency of grass cutting would very much depend on weather conditions and that this would be a matter for monthly inspections. Jon Allbutt indicated that he considered that the grass should be cut to 2” as this would provide better wear.
(b) Newlyn, Ricketts Hill Road: Ian Mitchell confirmed that he had agreed tha line of the boundary with Mr Munday and he would arrange for the Clerk to write confirming the agreement.

3. Finance
(a) Accounts for the year ending 31st March 2003: The Clerk had circulated to all members copies of the Annual Account and the Annual Return in which he had inserted suggested replies to the questions contained in Part 2 of the Return. The Chairman proposed that the Annual Account and the Annual Return, copies of which are attached to these Minutes, be approved and adopted. This was approved unanimously.
4. Village Hall
(a) The Chairman drew attention to the letter dated 18 July 2003 from Mr Roger Taylor which enclosed a copy of a letter from the Charity Commission dated the 9 July 2003. The Clerk indicated that, in his letter, Roger Taylor suggested that it might be preferable to discuss the matter with the Management Committee and thereafter revert to the Charity Commission with a scheme that clarified the various ownerships and defined the various responsibilities. After discussion, it was agreed that there should be discussions as suggested by Roger Taylor and that the Chairman, Tony Erbes, Margaret Boadella and Alan Fry should represent the Parish Council.
5. Any Other Business
(a) Tatsfield Directory 2003/4: Ian Mitchell indicated that only the Chairman had responded to his appeal for amendments and he felt sure that there were still further matters requiring amendment. He appealed to members to check their draft copies and let him have outstanding information.
(b) Westmore Green: Jon Allbutt agreed to supply the Clerk with details of the accident that had occurred at the site of an inspection cover. The Chairman also agreed to inspect the cover to ascertain which service was involved. When these details were available, a report could be sent to the Insurance Company.
(c) Parkwood Road: Ian Mitchell indicated that he had been consulted about the dispute that was taking place about access over this road. He reported that he had made clear that this was not a matter in which the Parish Council had any jurisdiction. He considered that all members should be aware of the matter and should make sure that they did not become involved.
The Meeting closed at 8.42 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 8th September 2003 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.
Present: Mr David Wood (in the chair)
Mr Jon Allbutt Mrs Margaret Boadella
Mr Tony Erbes Mr Alan Fry
Mrs Wendy Maddison Mr Ian Mitchell

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

And 1 parishioner.

1. Apologies:
None

2. Minutes
The Minutes of the meeting held on the 18th August 2003 were approved and signed as a correct record.

3. Matters Arising:
(a) Conservation Area & Listed Buildings: Ian Mitchell indicated that he had not had any response from fellow members.
(b) Tatsfield Local Directory: Ian Mitchell that he had not heard from fellow members with any information and he indicated that he would have to delete the entries where information was incomplete. The Chairman appealed to members to give the matter their immediate attention.

4. Planning Matters
(a) Current Applications: Margaret Boadella and Alan Fry reported on the applications listed in Appendix A and the action as shown by Appendix A was agreed.
(b) Sundry Planning Matters:
(1) The Clerk reported that SCAPTC had requested a copy of any response made in respect of the DEFRA Consultation document on Agricultural Use and Management of Agricultural Land.
(2) Tony Erbes felt that the decision to approve the most recent planning application for Plumtrees, Hillside Road, Tatsfield, would cause difficulties with neighbouring owners. It was noted out that the approval had been given despite a strong objection from the Parish Council.

5. Finance
(a) Accounts for the year ending 31st March 2003: The Clerk indicated that the Auditor had requested an amendment to the Annual Return. This had been discussed with and approved by David Sinclair, the Internal Auditor. It was unanimously agreed that the Annual Return be amended accordingly in accordance with the copy attached to these Minutes.
(b) Grants:
(1) East Surrey Mediation: As requested at the July meeting, the Clerk had circulated information concerning this organisation. After discussion, it was agreed that a decision should be adjourned until the Finance Committee had met to consider the general situation.
(2) Parkwood Road: The Clerk drew attention to the fact that the grant of £200 previously made in this matter had been returned by Mr Ian Godfrey as there was disagreement amongst the frontagers about access. He had added the sum of £10 by way of interest.
(3) Village Hall: The Clerk reported that he had received an application for provisional funding of £2,154.75 for the provision of a new floor. This represented the required 10.25% third party funding required in connection the Hall Committee's application for a SITA Community grant. It would only be payable if and when the SITA grant was approved. Approval from SITA would not be forthcoming before March 2004 and therefore payment of any grant by the Parish Council would not be required before the commencement of the next financial year on 1 April 2004..Two quotations had so far been obtained, the higher of which was £15,000 and it was on this figure that the grant had been calculated. After discussion, it was agreed to defer any decision in the matter until the matter had been discussed by the Finance Committee and until the Council's policy in respect of the Hall generally had been settled.
(c) Police Aerial: The Clerk drew attention to the fact that the Police Authority had removed the aerial from the Parish Room prior to the expiration of its agreement with the Parish Council on 25 July 2003. Payment had been made of the proportionate amount of rent at £675 p.a. to the date of expiration.
(d) Payments : The payments listed in Appendix B were approved

6. Highways & Rights of Way
(a) Tatsfield Safe Routes to School Project: The Clerk drew attention to the fact that work on Stage 1 of this project had commenced on 26 August. It was hoped that work would be complete in 3 weeks. Members expressed dissatisfaction at the rate of progress and felt that it was very unlikely that the work would be completed in the period of 3 weeks.
(b) Highway Matters: Nothing to report.
(c) Rights of Way Matters:
(1) CP136 and CP139: The Clerk indicated that he had been asked to confirm that the Parish Council did not wish to proceed with the applications for registration of footpaths CP136 (Greenway to Goatsfield Road) and CP139 (Maesmaur Road to Ninehams Road) until the Bridleway claims CP481 and CP482 had been determined. This had been agreed at the meeting on 13 January 2003 but Surrey CC wished to have confirmation by letter. This was agreed.
(2) CP481 and CP482: Jon Allbutt reported that he was still trying to arrange a meeting with the Bridleways Association over these matters.

7. Reports
(a) County Councillor:
(a) Harry Pettifor reported on the following matters:
(1) Bridleways: He understood that a report would be presented to the Tandridge Local Committee on 26 September recommending that a Map Modification Order be made. He wished to know whether there had been change in the views of local residents. In response, Jon Allbutt indicated that there had been no change but that the grounds were extremely narrow and this was the real problem.
(2) Local Bus Services: He indicated that costs were shooting up and the County Council could not afford to increase its subsidy. The result would inevitably be a reduction in services.
(3) County Hall: It seemed almost certain that there would be a move to Woking. He opposed this move, mostly on financial grounds.
(4) White Lane: He was strongly opposed to any proposal to make White Lane one way in the Tatsfield to Oxted direction because he considered that this would cause major traffic problems.
(b) District Councillor:
Bob David reported on the following matters:
(1) School Corner: He understood that Orange were appealing against the refusal by Tandridge DC of planning consent for its mast. The appeal would be dealt with by way of written representations.
(2) Village Hall: He wished to make clear that the 10.25% contribution required had to come from a body other than the Hall committee.
(3) Highway Hedges: He had pressured Surrey Highways to cut back the hedges fronting Ship Hill and this had been done very well. He was hoping to persuade Surrey Highways to make this a regular commitment.
(4) Police: He was intending to discuss recent vandalism and other matters with the Local Inspector.
(5) White Lane: He hoped that the Parish Council would discuss the matter and form a view as the solution that it considered best in all the circumstances.
(c) Police Matters: Ian Mitchell had nothing to report.
(d) Biggin Hill Airport: Ian Mitchell indicated that traffic levels were beginning to rise but they were still considerably below the 1998 level. Bromley had recently given permission for the Airport to be used by the RAF on two occasions.
(e) Transport Matters: Alan Fry indicated that bus services between Biggin Hill and Bromley were being made more frequent and this would improve the connections for local residents. This was as a result of increased funding from Transport for London. He had been asked to complete a questionnaire by the East Surrey Transport Committee and also a Best Value Review and would welcome any comments from members.
(f) Children in Need Fun Day: The Clerk indicated that Louise McRandall would be submitting a full report for the October Parish Council Meeting. The day had been very successful and it was agreed that the clear-up after the event had been very good.
(g) Affordable Housing Survey: The Clerk reported that Andrew Smith of the Rural Housing Trust had indicated that there had been over 40 responses to the Questionnaire. He was satisfied that these responses had established that a housing need existed and he was preparing a Report and Analysis. This should be ready in sufficient time for copies to be distributed prior to the October meeting of the Parish Council. Andrew Smith had indicated that he would be happy to attend that meeting to present the Report personally and the Clerk was asked to make arrangements accordingly.

8. Notified Items:
(a) Future Aims & Objectives: Consideration was given to the report from Gerald South, the Chairman of the Appraisal Steering. This report set out certain matters in the Appraisal that the Group considered were worthy of attention by the Parish Council. These items were then discussed and the following conclusions reached:-
(1) Recommended Action 1 - Younger People: It was agreed that a group under the chairmanship of Margaret Boadella should be established to identify the needs of young people in the village and thereafter to report to the Parish Council. The members of the group to include representatives of the young people of the village. Jon Allbutt indicates his willingness to serve as a member.
(2) Recommended Action 6 - L-shaped Field: General discussion took place with regard to the development of the Field. It was agreed that past efforts by the Parish Council to develop the Field had identified the planning difficulties involved. It was agreed that the matter should be considered in conjunction with Recommended Action 1 above.
(3) Recommended Action 24 - Dog Litter Bins: It was understood that Tandridge DC would install and supply additional bins if requested to do so. The Clerk was requested to write accordingly and ask that three additional bins be installed, one on Ship Hill and two on Tatsfield Green.
(4) Recommended Action 27 - Finance: It was agreed that the financial implications involved in the Appraisal recommendations should be taken into account in the budgetting process of the Parish Council.
(5) Recommendation Action 31 - Police: It was agreed that a group comprising Ian Mitchell, Tony Erbes, Margaret Boadella and the Chairman would meet regularly with the Parish Constable to discuss matters of concern.
(6) Recommended Action 54 - Accessibility of Footpaths: It was considered that this aspect was already covered by the Parish Council in the normal course of its business.
(7) Recommended Action 67 - Tatsfield Village Website: It was unanimously agreed that there should be discussions about the creation of a Tatsfield website. Ian Mitchell was of the view that it would be desirable for there to be an official Parish Council website that was separate from but linked to the Community website. It was agreed that Ian Mitchell and Jon Allbutt would arrange to have discussions with the Steering and Bobby Collins. It was further agreed that the Clerk should take part in these discussions as he would be directly involved once the Parish Council website was set up.

The Chairman drew attention to a consultation organised by Eileen Pearce on behalf of the Steering Committee into the proposal to hold a Tatsfield Weekend during which a number of activities based on local clubs, organisations and businesses would take place. He urged members to give their views on the form provided and to encourage other residents to do so.
(b) Risk Assessment: The Chairman indicated that, at his request, the Clerk had circulated copies of the Risk Assessment with his suggestions as the frequency of inspections and the individual councillors who would carry out those inspections. These suggestions were discussed and agreed and the Clerk was asked to finalise the Risk Assessment document and circulate copies to all councillors. Jon Allbutt agreed to prepare an Inspection Report Form for completion by members with the object of providing documentary evidence of the inspections and to save time at meetings.
(c) Westerham Practice Surgery: The Clerk indicated that he had heard nothing further in this matter other than a letter dated 21 July from Peter Ainsworth MP indicating that the practice running the surgery had not at that time reached any decision on closure. He also indicated that he had been assured that if any decision is made there would be full formal consultation which will include Tandridge DC and East Surrey PCT. He had promised to keep the Parish Council informed on any development.
(b) Traffic Census: Tony Erbes indicated that he was proposing to hold the Census on Tuesday 4 November and Wednesday 5 November as these dates were the comparable dates for the last Census. However, as it appeared that Ian Mitchell and Alan Fry would be on holiday at that time, he agreed to reconsider the matter. He would be arranging for the production of the appropriate forms for completion by the Census takers.
(c) Composting Scheme: Jon Allbutt indicated that the original temporary Planning Consent was due to expire shortly and it was necessary to submit an application for a permanent consent, the fee for which was £55.00. It was agreed that, as with the original application, the Parish Council would pay the fee.

9. Village Hall
(a) Management Committee Report: Tony Erbes indicated that he had nothing to report.
(b) Hall Lease: The Clerk indicated that he had received a letter from the Vice Chair of the Management Committee indicating that it wished to discuss the way forward with the Parish Council. Copies of the letter were circulated to members and it was agreed
(1) That the Parish Council wished to accept the invitation to discuss the way ahead;
(2) That, before such a meeting was arranged, the Parish Council should decide its policy in the matter;
(3) That there was insufficient time to discuss the matter at the present meeting and that a special meeting be arranged for this purpose on Monday 29 September at 8.00 p.m.
(4) That the Clerk would circulate a memorandum setting out the matters that required consideration.

10. Property & Land Maintenance
(a) Claimed Land: The Clerk indicated that consideration had to be given to the Council's future policy in relation to the various areas of land that the Parish Council had claimed with the intention of obtaining a possessors title. He suggested that a formal decision should be made to abandon any claim whatsoever to (1) the land bordering the west side of Kemsley Road extending towards Aston's Acre (Mosscroft) and (2) Beech Avenue from the junction of Kemsley Road, because it would be impossible to establish exclusive possession in respect of those two pieces of land. This was agreed.
It was further agreed that the Finance Committee should consider the financial implications involved in fencing the following pieces of land: Hayes Pasture, Greenway/Goatsfield Road
1. Shaw Triangle, Westmore Road
2. Maesmaur Corner, Maesmaur Road/ Ship Hill
3. Land opposite Toronto House, Kemsley Road/ Paynesfield Road
4. Land between Beulah Cottage and Normanhurst, Kemsley Road
5. Woodland fronting Georges Road
6. Land corner of Maesmaur and Barnfield Road.
7. Woodland on east side of Ninehams Road
When the result of this cosideration was known, the question of whether to pursue the claims could be taken.
(b) Tree Survey & maintenance: Jon Allbutt indicated that he had looked at all the trees that been noted as requiring attention in the short term and he would be arranging to obtain three quotations in accordance with Standing Orders. He also drew attention to a tree in Shaw Triangle that required attention. This could only be dealt with if another tree on the opposite of the road was dealt with at the same time because they were propping one another up. He had spoken to the landowner who had agreed to inspect his tree. He would report back in due course. The ultimate decision would however depend on whether or not the Parish Council intended to pursue its claim.
(c) Tatsfield in Bloom: Jon Allbutt reported that the Organising Committee had overspent its budget and it could only afford to fulfill its winter planting programme if the Parish Council was willing to contribute a sum of approximately £300. The matter was referred to the Finance Committee for consideration.
(d) Pond: Wendy Maddison indicated that the next maintenance visit was due on 16 September. Jon Allbutt said he was concerned about invasive weed that required the correct treatment otherwise it would take over the whole pond in the spring. It was agreed that he would endeavour to discuss the problem with the contractor.
(e) Newlyn, Ricketts Hill: Ian Mitchell indicated that he proposed that the Clerk should write to Mr K Munday confirming the boundary line that had been and was shown on the plan, copies of which had been circulated to members. This was agreed.
(f) L-shaped Field: The Chairman confirmed that the Field had been rolled and levelled but further work was probably required before it could be opened to use by local young people. The Clerk indicated that he had circulated a letter from Cornhill indicating its requirements and he had confirmed that there would be no additional premium. The matter would now be considered by the group set up under Paragraph 8(a)(1).
(g) Westmore Green: The Clerk confirmed that details of the accident had been obtained and were being passed to Cornhill Insurance, The Clerk confirmed that Tandridge DC had indicated that it was aware of the Disability Discrimination Act requirements in relation to the children's playground and had confirmed that both the equipment and the surface meet the relevant standards. Jon Allbutt said his concern was the maintenance of the surface and he would take the matter up with Tandridge DC.
(h) Parish Room Letting: The Clerk had circulated details of the proposed use of the Parish Room for Tatsfield Long Life Learning. It was agreed that this initial course would be free of charge but consideration would have to be given to the matter if future courses were arranged.

11. Meetings to Attend
(a) SCAPTC Course for New Councillors: West Horsley Village Hall on 23rd September 2003 from 7.oo-9.00 p.m.
(b) East Surrey Parishes Liaison Group: 15 October 2003 at 7.30 p.m. in the Jubilee Hall, Whyteleafe School, Whyteleafe Hill, Whyteleafe
(c) SCAPTC General Meeting: 8 November 2003 at 2.30 p.m. ia the Soper Hall Hall, Harestone Valley Road, Caterham
(d) World's Biggest Coffee Morning: 26 September 2003 at 10.00-11.30 a.m. at Jack Farrell Room, Council Offices, Oxted

12. Correspondence
(a) Rural Services Standard 2003: The Clerk drew attention to this matter and indicated that the flyer produced by DEFRA had been placed on the Westmore Green Notice board. He had requested further copies and these would be distributed as soon as possible.
(b) Tandridge Access: It appeared that there was no one able to act as a representative.

13. Any Other Business
(a) Westmore Green Bus Shelter: The Chairman confirmed that he had arranged for Desmond Bishop to quote for the repairs following the recent vandalism
(b) Village Hall: It was agreed that a letter should be sent to Geoff Groom, the Chairman of the Management Committee, expressing best wishes following his recent illness.

The Meeting closed at 11.02 p.m.

MINUTES of a Meeting of Tatsfield Parish Council held on the 29th September 2003 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.
Present: Mr David Wood (in the chair)
Mr Jon Allbutt Mrs Margaret Boadella
Mr Tony Erbes Mr Alan Fry
Mrs Wendy Maddison Mr Ian Mitchell

In Attendance: Mr John Sandiford (Clerk),

1. Apologies:
None

2. Minutes
The Minutes of the meeting held on the 8th September 2003 were approved and signed as a correct record.

3. Matters Arising
It was agreed that any matters arising would be dealt at the next full Council meeting.

4. Finance
(a) Grants: The Clerk reported that at meeting of the Finance Committee on the 16 September, the Committee had discussed the following matters:
(1) East Surrey Mediation: The Committee recommended that a grant of £50 be made. This recommendation was accepted unanimously.
(2) Village Hall: The Committee recommended that provision be made out of the current year's budget for the provisional funding of £2,154.75 for the provision of a new floor. This represented the required 10.25% third party funding required in connection the Hall Committee's application for a SITA Community grant that would only be payable if and when the SITA grant was approved. As approval from SITA was unlikely to be forthcoming before March 2004, the Committee recommended that the current provision be carried forward into the budget for 2003/4. The recommendation was unanimously accepted.

5. Village Hall
The Chairman pointed out that the meeting had been called specifically to consider the Council's policy in relation to the Hall.
He noted that all members had been provided with copies of a letter dated 2 September 2003 from the Hall Management Committee, and with copies of the various enclosures to that letter, including a report by Bob David summarising the up-to-date position. The letter indicated that the Hall Management Committee accepted the view of the Charity Commission that the Hall Management Committee owned the Hall and that any further action would be on that basis. The Hall Management Committee had further agreed that it wished to have a meeting with the Parish Council to discuss the way forward, including the three options that were set out in the report by Bob David dated 27 August 2003. These options were:-
1. That the Parish Council accept responsibility for the structural maintenance of the Hall with the Committee being responsible for everything else;
2. That the Committee sells the Hall to the Parish Council for a nominal consideration in consideration of the Parish Council granting a lease for a minimum of 125 years in the form agreed in 2002. This provided for the division of repairing liability to be similar to that in 1 above.
3. In the event of neither 1 or 2 being acceptable, that the Hall Management Committee would be responsible for everything and would seek financial assistance from the Parish Council and other bodies as the need arose.

As requested at the last meeting of the Council, the Clerk had also circulated members with a comprehensive note advising on the three options and recommending that the Council adopted Option 2 as its policy.
The Chairman then invited all members in turn to put their views and to indicate their preference for the Option to be adopted. From this, it was clear that all members, without exception, were in favour of Option 2. Amongst the points made by members when expressing their views were the following:
1. That the Hall Committee was at present in the red to the extent of some £1900;
2. That the members of the Committee was not elected in accordance with the Constitution;
3. That the Council had always in the past been the "lender of last resort";
4. That the over-riding concern was to ensure the future well-being of the Hall;
5. That there was an obligation to ensure the proper management of the Hall;
6. That the Hall Management Committee had a responsibility to manage its finances properly;
7. That the Hall Management Committee had voted in favour of the adoption of Option 1.

It was then unanimously agreed that:
(1) That Option 2 as set out in the report dated 27 August 2003 be adopted by the Council as its preferred policy;
(2) That the invitation to meet the Hall Management Committee representatives be accepted and that the Council should be represented by Messrs. Wood, Erbes, Boadella and Fry (as agreed at the meeting on 18 August 2003 - Minute No.2003/49/4(a)).
(3) That, prior to that meeting taking place, the Clerk should seek advice from Roger Taylor (Hon Solicitor SCAPTC) as to the latest developments and, in particular, steps to be taken to reinforce and support any application by the Hall Management Committee to the Charity Commission to approve the action outlined in Option 2;
(4) That the Council should publicise its policy and the reasons for adopting it e.g. by the distribution of a flyer with a future issue of the Parish Magazine, including a response slip.

6. Highways & Rights of Way
(a) White Lane: The Chairman indicated that the future of White Lane was due to be determined by the Surrey CC Tandridge Joint Committee and its Chairman, Harry Pettifor, had asked for an indication of the Parish Council's view. The options were (a) to make it one way (b) to close it completely, or (c) to maintain the status quo allowing traffic in both directions. It was agreed unanimously that the status quo should be maintained. The Chairman undertook to advise Harry Pettifor of the decision.

7. Planning
(a) Current Applications: Tony Erbes reported on the applications listed in Appendix A and the action shown was agreed.

The Meeting closed at 9.25 p.m.

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