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

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

And 3 parishioners.

1. Apologies Mrs Wendy Maddison

2. Minutes
The Minutes of the meeting held on the 13th June and 24th June 2005 were approved and signed as a correct record.

3. Matters Arising: None

4. Tatsfield School
The Chairman reported that he had just received a report from Louise Jardella indicating that the Viability Study had been delayed because it had been necessary to visit the site to investigate drainage levels and other matters. She hoped to have the report within a couple of days following which there would be discussions with the School and the Governors to discuss community facilities and other matters. The Chairman indicated that he would continue to emphasise the urgency of the situation and David Hodge also indicated that he was of the same view and would try to ensure that all those involved were aware the programme must be kept up to speed. Margaret Boadella reported that she had attended a Governors meeting on 29 June and she endorsed the Chairman’s views.

5. Planning Matters
(a) Current Applications: Alan Fry reported on the applications listed in Appendix A and the action as shown in Appendix A was agreed.
(b) Sundry Planning Matters:
(1) Surrey Minerals and Waste Development Framework: Ian Mitchell reported that he had considered the draft and had had decided that no comment was required at this stage.
(2) Tomorrow’s Tandridge – Local Development Framework: Ian Mitchell reported that he had considered the draft that related to the Core Strategy and to Affordable Housing. He had drafted some comments that he would discuss with the Chairman before submitting them. This action was agreed and Ian Mitchell indicated that he would place a copy of the comments in circulation.
(3) M25 Widening: The Clerk reported that he had received from Titsey Parish Meeting a copy of the reply received from the Highways Agency. This indicated that a detailed noise assessment would be undertaken as part of the widening works. It indicated that particular attention would need to be given to this area of the motorway and if predicted noise levels exceeded threshold criteria, consideration would be given to identifying appropriate mitigation measures and potential design solutions. A public exhibition for Section 2 (junctions 5 to 7) might take place in 2007 at the same time as the publication of the Environmental Statement for Section 2. It was unlikely that work would commence before 2010
(4) Lusted Hall Lane Development: Jon Allbutt indicated that exact details of the trees to be removed from the site were not available and he was concerned at the failure to provide these details. The Chairman indicated that this matter had been raised in the comments submitted to Tandridge DC and he did not consider that anything further could be done at this stage.
(5) Planning Procedure: Discussion took place about site inspections following a report in a local newspaper that had been misconstrued by a District Council member. It was agreed that no further action should be taken as the practice followed by Planning Councillors had never involved actual site visits.
(c) Planning Councillor: Wendy Maddison

6. Finance
(a) Audit: The Clerk reported that the papers had been with David Sinclair, the Internal Auditor, since the beginning of May. David Wood indicated that he had spoken to David Sinclair who had stated that he had approved the accounts and would be returning them to the Clerk in the next few days.
(b) Payments : The payments listed in Appendix B were approved.

7. Highways & Rights of Way
(a) Tatsfield Safe Routes to School Project: It was noted that Surrey Highways had still not come back after the meeting at which they had promised to reconsider the position. David Hodge agreed to look into the matter and would be briefed about the background by the Chairman.
(b) Highway Matters:
(1) Lusted Hall Lane/Ricketts Hill Road: Nothing to report
(2) Traffic Speed Survey: David Hodge agreed to chase the matter up.
(3) Old Lane: At the Police Liaison meeting that immediately preceded the meeting, it was noted that, despite considerable efforts by the Police, the anti-social behaviour had not really diminished. Court proceedings were still pending and further action could be taken if suitable evidence was available.
(c) Rights of Way Matters:
(1) Barnfield Road: Jon Allbutt indicated that he was experiencing difficulty in obtaining a quotation for the installation of posts along the boundary. He would renew his efforts to obtain such an estimate. David Wood indicated that he had been assured that when a date was fixed for the installation of the posts, the cars would be removed.
(2) Public Footpaths 27, 30 & 31: The Clerk reported that notices to remove encroaching crops had been issued against Mr Skinner of Pilgrims Farm by Surrey CC.
(3) Public Bridleways: The Clerk reported that Bob David has written to Surrey CC with the following requests:
(1) PB511 – request for sign to be erected on Church Hill
(2) PB27A – request for “Horse & Rider” signs to be erected at Tatsfield Court Farm and at the other end
(3) Church Lane/Church Hill: request for sign to be erected at Clarks Lane junction and on south side of Tatsfield School

8. Reports
(a) County Councillor: David Hodge reported on the following matters:
(1) Tatsfield School: This was to be a top priority for him and he would ensure that progress was made
(2) Crossways Court: The Chairman drew attention to the difficulties experienced by residents because of the lack of public transport in and out of the village during the evenings and weekends.
(b) District Councillor: Bob David reported on the following matters:
(1) Council Housing Review: Tandridge had now agreed to follow the wishes of tenants and retain control and management. He understood that the Government would reluctantly accept this decision.
(2) Planning Enforcement: The District Council was carrying out a review of its enforcement procedures and the Parish Council would shortly be consulted on its views.
(3) Recycling: The contract had been renewed and the service would continue as previously but there were options to widen the scope of collections when finances permitted.
(c) Police Matters: Ian Mitchell had nothing to report other than the matters discussed at the Police Liaison Meeting that had immediately preceded the Council meeting.
(d) Biggin Hill Airport: Ian Mitchell indicated there would be a meeting of the Joint Liaison Committee the following week. He anticipated that the Airport Operator would be publishing its revised Master Plan at the end of the summer and it would then be possible to see how much notice had been taken of the comments submitted following the publication of the original draft Plan. He had personally lodged one complaint about over-flying.
(e) Transport Matters: Alan Fry indicated that there was a meeting of the Surrey Transport Assembly on 14 July but he was uncertain whether he would be able to attend.

9. Notified Items:
(a) Youth Activities: Jon Allbutt reported that he had been unable to attend a meeting of the Youth Steering Group the previous week. The next meeting was on 10 August.
(b) Risk Assessment:
(1) Tatsfield Green: Tony Erbes reported that he was concerned about an overhanging tree.
(2) Westmore Green: Jon Allbutt reported that he was very pleased with the way the children’s play area was now being maintained.
(c) Emergency Planning: Jon Allbutt reported that he hoped to have a draft Plan ready for discussion and approval before the next Council meeting in September.
(e) Tatsfield Green Fair and Children in Need Fun Day: The Chairman indicated both these functions were likely to be well attended and consequently he had received requests from the organisers of these two functions to use the L-shaped field for parking. He had therefore arranged for Chris Lehan to cut the grass in the field for which he understood that there was unlikely to be any charge. The Clerk was asked to prepare notices disclaiming responsibility for damage to vehicles.

10. Village Hall
(a) Management Committee Report:
(1) Saltbins etc: It was agreed that the meeting with the Hall representatives would take place on Wednesday 14th September.
(b) Village Hall Constitution: Nothing to report
(c) Village Hall Lease: The Chairman indicated that the Hall Committee were seeking a meeting to discuss the major differences that existed. It was agreed that this could only take place if the Parish Council’s solicitor, Roger Taylor, was in agreement. The Clerk was asked to discuss the matter with Roger Taylor.

11. Property & Land Maintenance
(a) General:
(1) Parish Room - Access: This matter would be discussed at the next meeting of the Finance Committee.
(2) Parish Room Redecoration: Tony Erbes reported that this work was proceeding but the Contractor had found that the window needed far greater repair than had been anticipated. The quotation for the additional work to the window frame was Ł1,625.00 + VAT. There would be an additional cost of redecoration of Ł600 + VAT.
(3) Car Park: The Chairman reported that he had not as yet written to the owners of the cars concerned but he would deal with this matter shortly. The Clerk was still awaiting details from the Contractors about clamping procedures.
(4) Vandalism: Tony Erbes agreed to obtain details of the cost of replacement electrical fittings.
(b) Tatsfield in Bloom: Jon Allbutt reported that final preparations were well in hand for the judging that would take place on 15 July. He expressed appreciation to the hard work of the many volunteers involved.
(c) Pond: A Maintenance visit had occurred in June. There was a suggestion that during this visit some fish had been removed and this would be investigated.

12. Meetings to Attend
(a) Surrey Community Action Rural Information Workshops: 18 or 19 July at Onslow Village Hall, Onslow, nr Guildford 6.00 for 7.00-9.00 (advice on funding, attracting volunteers, clients & workers for village based community or voluntary groups).

13. Correspondence
(a) Tandridge DC Key Worker Housing: The Clerk drew attention to details of the Key Worker Opportunities that were shortly to be available at Well Farm Heights, Godstone Road, Whyteleafe. It was agreed that details should be publicised in the Parish Magazine.
(b) Lockspound, Ricketts Hill Road: David Wood agreed to investigate an enquiry from a resident regarding the verge outside this property.

14. Any Other Business
(a) Byelaws: Jon Allbutt drew attention to the copy of the existing byelaws that had been circulated by the Clerk. He felt these might be in need of modernisation.
(b) Tatsfield Social Club: David Wood undertook to approach the Club with a view to removing the out-of-date advertising banner on the exterior of the Club.

The Meeting closed at 10.10 p.m.

APPENDIX A - PLANNING

RESULTS:-

Approved
04/1840 The Paddocks, Lusted Hall Lane (CLUED) No representation

Appeals Pending

03/483 Land adj Ship Hill (Orange PCS Ltd)
03/1128946 Land at Great South Street Farm (LBB)
03/1128638 Clacket Lane Sandpit, Clacket Lane
03/1687 2 Beacon Shaw, Approach Road
04/0674 Manor Livery, Manor Road
04/1254 The Paddocks, Lusted Hall Lane
04/1531 Fernlea, Old Lane Dismissed
04/1797 Land r/o Whygate & Valleyside, Goatsfield Road Dismissed

CURRENT APPLICATIONS:-

05/777 Land to NW of 42 Lusted Hall Lane
Demolition of existing garages; Erection of 2 x 1 bed, 4 x 2 bed Flats and 4 x2 bed and 3 x3 bed Houses (total of 13 affordable units) together with access road and associated works
.Recommendation: Comments lodged as agreed at special meeting on 24th June.

05/843 Woodlands, Old Lane
Erection of rear conservatory
Recommendation: No objection

05/854 .Plots 1 and 2 Vern Place
Erection of side conservatories
Recommendation: No objection

05/855 Plot 9 Vern Place
Erection of attached single garage at side
Recommendation: No objection but request condition restricting conversion to part of dwelling.

MINUTES of a Meeting of Tatsfield Parish Council held on the 12th September 2005 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m.
Present: Mr Alan Fry OBE QPM (in the chair) Mrs Margaret Boadella Mrs Wendy Maddison Mr Ian Mitchell Mr David Wood

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

And 2 parishioners.

1. Apologies Mr Jon Allbutt (illness) and Mr Tony Erbes (illness)

2. Minutes
The Minutes of the meeting held on the 13th July 2005 were approved and signed as a correct record.

3. Matters Arising: None

4. Tatsfield School
The Chairman reported that he had been informed that the County Council was on schedule with the programme that it had published earlier and both Architects and Builders had been appointed. The feasibility study should be complete by mid-October and the School had provided a shopping list of the facilities that it would like to have within the building. This had been passed to the Architects. He was, however, still concerned that the programme would slip and that the target opening date of September 2007 would not be achieved.
David Hodge indicated that the project was now being led by Beverley Spooner and he had made it clear that he wished to be involved in all meetings so that he could keep a very close eye on what was happening. The outline planning application would be submitted in November and he hoped that it would receive complete approval from Tandridge so that when it was referred to the Minister, it would not be “called in” as this would delay matters considerably.
In reply to questions from the Chairman and members, David Hodge expressed concern that no formal contact had been made with the Parish Council by Steve Evans, SCC Property Manager, about the proposed swap of the L-shaped Field for other land and/or facilities. He promised to ensure that contact was made and he would also ensure that the Parish Council Chairman was invited to important meetings with regard to the planning and progress of the project.

2. Planning Matters
(a) Current Applications: Wendy Maddison and Alan Fry reported on the applications listed in Appendix A and the action as shown in Appendix A was agreed.
(b) Sundry Planning Matters:
(1) Planning Procedures: The Chairman indicated that he had written to Bob Evans, the Director of Environmental Control at Tandridge DC with regard to the advice he had given that parish councillors should not approach residents who might be affected by planning applications. He had asked for an opportunity to discuss the matter and had had an informal meeting as a result of which Bob Evans had promised to write outlining his advice. Concern was expressed that members’ enquiries into applications would be restricted to the point where no meaningful enquiries could be made. It was agreed that the matter should be left in abeyance until the letter from Bob Evans was received and all members could see the exact details of the advice. It was felt that, if necessary, SCAPTC and other Parish Councils should be consulted.
(2) Kent Minerals and Waste Development Framework: The Clerk reported that Kent CC was about to submit its Statement of Community Involvement to the Secretary of State for approval and had circulated a copy for final by 27 Sept. Ian Mitchell indicated that he had looked at this and did not consider that any comment was required.
(3) Surrey CC Waste Development Plan: The Clerk reported that Surrey CC was at an early stage in the production of Waste Development Plan and was considering three new possible sites in addition to those that were the subject of consultation between Nov 2004 and February 2005. The new sites were some distance from the parish and it was agreed that no useful comments could be made, even though the final date of the 26th August had passed.
(3) Proposed Changes to Regional Planning Guidance – Waste & Minerals: The Clerk reported that he had received a copy of the proposed changes to be made by the Secretary of State on which comments were invited by 11th November 2005. Ian Mitchell indicated that he had looked at the matter and did not consider that any further comment was needed. This was agreed.
(4)Tandridge DC Local Development Framework: The Clerk reported that Tandridge DC had notified him that the Statement of Community Involvement had now been submitted to the Secretary of State for an examination into its soundness. It was agreed that no comment was necessary.
(c) Planning Councillor: Ian Mitchell

3. Finance
(a) Audit: The Clerk had circulated to all members a copy of the accounts as approved by the Internal Auditor together with a copy of the Annual Report containing a summary of the figures in the Annual Account. It was unanimously agreed that the Annual Accounts and the Annual Return be approved and that the Chairman should sign them.
(b) Grants: The Clerk reported that he had received a request for financial assistance from the Tatsfield Art Group for its Art Workshop to be in December. After discussion, it was agreed to make a grant of Ł75.

4. Highways & Rights of Way
(a) Tatsfield Safe Routes to School Project: Nothing to report.
(b) Highway Matters:
(1) Lusted Hall Lane/Ricketts Hill Road: It was noted that vandalism was still occurring to the telephone box and the Clerk agreed to contact the local resident concerned.
(2) Traffic Speed Survey: Nothing to report.
(3) Old Lane: At the Police Liaison meeting that immediately preceded the meeting, it was noted that the nuisance still persisted despite considerable police efforts to take action against those involved. The Chairman indicated that it was hoped that with new legislation that would shortly come into force, Tandridge DC would be able to take more effective action to support the Police.
(c) Rights of Way Matters:
(1) Barnfield Road: In the absence of Jon Allbutt, there was no report.

5. Reports
(a) County Councillor: David Hodge reported on that a new Highways Officer had been appointed and he wished to introduce a new system whereby minor road repairs were carried out on a regular basis. He was anxious there fore that the Parish Council, along with the District Councillor, should advise of any matters requiring attention so that he could ensure that they were dealt with.
(b) District Councillor: Bob David reported on the following matters:
(1) Housing Needs Survey: Tandridge was carrying out a survey of 6000 households and it was important that the households concerned should complete and return the survey questionaire.
(2) Property Maintenance: He wished to draw attention to a scheme run by Tandridge that gave advice and in some cases financial assistance to private property owners.
(3) Refuse Collection: He wished to draw attention to the fact that the refuse collectors were not allowed to empty wheelie bins unless the householder consented to them doing so. The reason for this was that the refuse collection vehicles used in Tatsfield were not equipped with appropriate lifting gear and consequently the collectors might cause damage to the bins.
(c) Police Matters: Ian Mitchell had nothing to report.
(d) Biggin Hill Airport: Ian Mitchell reported that the reduction in air traffic appeared to have bottomed out as numbers had stabilised. The secondary runway had been re-surfaced and the Operator was undertaking a further Noise Study. The next meeting of the Consultative Committee was on 20 October.
(e) Transport Matters: Alan Fry reported that he had recently attended the second Transport Assembly. The Assemblies were to be increased from the present three to four and Tandridge would now be in the Eastern Assembly with Reigate & Banstead and Mole Valley.

9. Notified Items:
(a) Youth Activities: The Clerk reported that he had received an invitation from Warlingham Parish Council to send a representative to a meeting that had been arranged to discuss the possibility of providing some funding for a Youth Worker for North Tandridge. He had passed a copy of the letter to Jon Allbut and indicated that the Parish Council would like to be represented. The meeting was due to take place in the next two weeks. In view of the illness of Jon Allbutt, Margaret Boadella agreed to deputise, if possible.
(b) Risk Assessment: Nothing to report.
(c) Emergency Planning: In the absence of Jon Allbutt, there was no report.
(e) Tatsfield Green Fair: It was noted that this had been a successful event.
(f) Children in Need Fun Day: The Chairman indicated that David Wood and himself had met the organisers prior to the event because of concern about the numbers that might be attending. In the event, the concern proved to be groundless and it was a very successful event.

10. Village Hall
(a) Management Committee Report:
(1) Saltbins etc: Nothing to report pending the meeting on Wed 14th September to be attended by the Chairman and Wendy Maddison.
(2) Any other matters: Margaret Boadella reported that the Hall Committee hoped to break even financially this year but there was concern that support for fund raising events was poor and efforts were being made to revive interest. She reported the sad death of Rose Bradshaw, a long time member of the Committee.
(b) Village Hall Constitution: Nothing to report
(c) Village Hall Lease: The Clerk reported that he had heard from Roger Taylor reporting that the Hall’s Solicitor had now indicated that the Charity Commission had agreed to a lease for a term of 125 years of the “building alone”. As this seemed to imply that the access was to be retained by the Hall, the Clerk had, at the Chairman’s request, asked for this point to be clarified. The letter from the Hall had also asked that there should be an early meeting to discuss matters. The Clerk had indicated that the Parish Council would wish Roger Taylor to be present at any such meeting and that the Parish Council remained firm in its requirements concerning the lease.
11. Property & Land Maintenance
(a) General:
(1) Parish Room - Access: Nothing to report.
(2) Parish Room Redecoration: In the absence of Tony Erbes, the Clerk reported that this had now been completed at a total cost of Ł2,279.00 ex VAT. In addition to the original quotation of Ł1,420 this included Ł234.00 for replacement and repairs to the utility boxes and security lights that had been damaged by vandals and Ł625 for the replacement of the external roof truss. It was noted that the rear window still did not open and that there was a leak from the roof. Tony Erbes would be asked to investigate.
(3) Car Park: The Chairman reported that he had written to the car owner but without any response. He was loath to resort to clamping and hoped that changes in the car parking arrangements with the building of the School might deal with the problem.
(4) Top of the Down, Ricketts Hill Road: The Clerk reported that the new owner of this property had applied for the grant of a legal right of access across Tatsfield Green to his property, The procedure involved was now laid down by statute and the Clerk was in correspondence with Mr Taylor’s Solicitors and with District Valuer Services.
(b) Tatsfield in Bloom: The Chairman congratulated all concerned in winning this year’s competition and this was endorsed by all members present.
(c) Pond: A further maintenance visit had occurred in early August. Wendy Maddison expressed concern that the water level was low and the pond required filling to improve both its appearance and its environment. She would make enquiries as to how this could be done.

12. Meetings to Attend
(a) World’s Biggest Coffee Morning: Friday 30 September at Council Offices, Oxted – 10.00-12.00
(b) Surrey Community Action Rural Community Action Workshop: 6 October 2005 – 7.00-9.00 p.m.
(c) SCAPTC Advanced Training Course for Councillors: Fri 28 October 2005 2.30-9.00 p.m. to Sun 30 October all day. Possibility of attending all or part and fees vary accordingly.
(d) Tandridge DC Telecoms Workshop: Tues 29 October 7.30-9.30 p.m. – presentation on telecommunications proposals – Ian Mitchell and Alan Fry to attend.

13. Correspondence – None.

14. Any Other Business
(1) Archive Storage: Ian Mitchell drew attention to details he had circulated as to the possibility of transferring certain records to the Surrey Record Office. As there was general agreement with his suggestion, he was asked to make further enquiries so that the matter could be discussed at the next meeting.
(b) Ver d’Anjou Association: It was noted that there was a public meeting in the WI Hall on 12 October to discuss the future of the Association.

The Meeting closed at 10.15 p.m.

APPENDIX A PLANNING

RESULTS:-

Approved
05/0466 05/0854 Land r/o The Old Ship (Advertisement) Plots 1 & 2 Land r/o The Ship
Comments made
No objection made

Refused
05/069505/0843 Land opposite Porziuncular, Parkwood RdWoodands, Old Lane
Objection lodged

AppealsPending

03/483 Land adj Ship Hill (Orange PCS Ltd)
03/112894603/1128638 Land at Great South Street Farm (LBB)
03/1687 Clacket Lane Sandpit, Clacket Lane
04/0674 2 Beacon Shaw, Approach Road.Manor Livery, Manor Road
04/1254 The Paddocks, Lusted Hall Lane
04/1812 Land between Vail Ridge & The Retreat, Kemsley Rd

CURRENT APPLICATIONS:-

05/1019 Hardcourt, Ricketts Hill Road
Demolition of existing garage/utility/store and erection of two storey side extension
Recommendation: Objection lodged on grounds that extension disproportionate and unneighbourly.

05/1027 The Chalet, Ninehams Road
Erection of single storey rear extension
Recommendation: Objection lodged on grounds that extension disproportionate and loss of small dwelling.

05/1084 2 Parkside Cottages, Rag Hill Road
Erection of single storey side extension
Recommendation: Objection lodged on ground of loss of small dwelling.

05/1100 Blencathra, 67 Paynesfield Road
Erection of pitched roof over garage/utility area
Recommendation: Objection lodged on grounds that development unneighbourly by reason of bulk resulting in over-development of site.

05/1153 104 Paynesfield Road
Conversion of garage with erection of pitched roof over to provide Granny Annexe; erection of single storey side extension to form garage.
Recommendation: No objection.

05/1226 Westerham Heights Farm, Westerham Hill, Westerham
Installation of 15 metre Lattice Mast accomodating 6 Antennas, 2 Dishes and ancilliary development (Consultation)
Recommendation: No objection.

05/1263 Wayside, Westerham Road, Westerham
Erection of pitched roof over garage with velux style window to front roof slope and dormer window and velux style window to rear roof slope
Recommendation: No objection.

05/1339 52 Paynesfield Road
Continued use of Church (Class D1) as offices (Class B1)
Recommendation: No objection subject to satisfactory further enquiries by Planning Councillor.