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MINUTES of a Meeting of Tatsfield Parish Council held on the 10th October 2005 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m. Present: Mr Alan Fry OBE QPM (in the chair) Jon Allbutt Mrs Margaret Boadella Mr Tony Erbes Mr Ian Mitchell In Attendance: Mr John Sandiford (Clerk), Mr David Hodge (Surrey CC Councillor) Mr Bob David (Tandridge DC Councillor)
And 7 parishioners.
1. Apologies Mrs Wendy Maddison (absence abroad) and Mr David Wood
2. Minutes The Minutes of the meeting held on the 12th September 2005 were approved and signed as a correct record. subject to the following amendments: (a) Para 3(a) Audit: The end of the first sentence to read “Annual Accounts”. (b) Para 3- Finance: add (c) Payments: The Payments listed in Appendix B were approved. (c) Para 4(b)(1) Lusted Hall Lane/Ricketts Hill Road: The sentence to read “the Clerk agreed to contact the resident who had raised the matter originally”. (d)Para 12(d) Tandridge DC Telecoms Workshop: The date to be corrected to 29 November. (e) The correction of the paragraph numbering on pp 44 and 45.
3. Matters Arising: None
4. Tatsfield School The Chairman indicated that he had received a letter from Steve Evans, the Surrey CC Valuer & Estate Manager, asking the Parish Council to confirm its position regarding the County Council acquiring the L-shaped Field. The letter also confirmed that the County Council would be responsible for the reasonable costs of external consultants appointed by the Parish Council to advise on the terms of any such acquisition. The Chairman indicated that at its meeting on the 14th February 2005 had unanimously agreed that the L-shaped Field could be included in the negotiations in exchange for another piece of land forming part of the site. This had been confirmed in writing to Louise Jardella and he did not understand why it was now necessary to repeat the matter. However, he invited members to indicate whether they were were still of the same mind. A wide ranging discussion took place during which David Hodge gave a detailed report on the progress so far achieved and also the steps that had still to be gone through before a final agreement could be entered into between the County Council, Mr Gordon Reeve and the Parish Council. He indicated that Building Contractors had already visited the site even though no building contract had been entered into. This was unusual and demonstrated the County’s wish to ensure that the project proceeded as quickly and smoothly as possible. He emphasised that he felt that Tatsfield was very fortunate that the County Council had committed so much money to enable a new school to be built and he was very anxious that the project should therefore proceed quickly. It was intended that there would be a Public Meeting to inform local residents of the detail of the project. The Chairman pointed out that the land swap with Gordon Reeve that had been mooted at the outset of this matter was no longer available because Mr Reeve had withdrawn that option and was negotiating with Surrey CC on the basis of a land swap of the existing school site in exchange for a 10 acre site for the new school.. There were possibilities that some of that 10 acre site could be made available by Surrey CC for community use but questions of the maintenance of such land would then arise and he felt that the Parish Council would not wish to undertake that responsibility. The Clerk pointed out that it might be necessary to obtain consent from the Secretary of State for the proposed transfer of the L-shaped Field and it was therefore agreed unanimously that (a) the Parish Council was happy for the land forming the L-shaped Field to be the subject of negotiations with Surrey CC with a view to it becoming part of the new school site and (b) a legal opinion should be obtained as to the procedure that would have to be followed in the event of agreement being reached. The Chairman then drew attention to a letter from Tatsfield WI indicating that it was considering the sale of its hall in Paynesfield Road for development. This sale was likely to produce £125,000-£150,000 and the Institute was proposing to donate these proceeds to either the Surrey CC or to the Parish Council to be used for the building of a new hall to be incorporated within the plans of the new school on condition that the Institute was granted the free use of the Hall for its meetings and activities. Discussion took place during which various concerns were raised as to the viability of the proposal and the difficulty of fitting it in with the School project. Jon Allbutt indicated that the Youth Group was very much in favour of the proposal but expressed regret that insufficient details were available about the School development to enable the Group to formulate its views with any certainty. The Chairman suggested that it would be helpful if the Group made known its wishes and aspirations in order that all parties were aware of them. The Chairman closed the discussion by wishing Tatsfield WI well and indicated that he was sure that the concerns that had been expressed by members would have been noted. 5. Planning Matters (a) Current Applications: Ian Mitchell reported on the applications listed in Appendix A.. Before any discussion took place relating Application No.05/1395, the Chairman and Tony Erbes both declared a predjudicial personal interest. As this meant that there was not a quorum of members present, no decision could be reached on that particular matter. The action agreed for that item and the other applications is shown in Appendix A. It was further agreed that the Clerk should write to the Tandridge Monitoring Officer pointing out the difficulty arising as a result of strict observance of the Code of Conduct. (b) Sundry Planning Matters: (1) Enforcement Guidelines: The Clerk reported that Tandridge DC had written requesting that all parish councils should make a written response to new draft Enforcement Guidelines that had been discussed at a meeting held on 19 September. The Chairman and Ian Mitchell had both attended the meeting and both expressed the view that the Guidelines needed strengthening for them to be of any real effect. It was agreed that the Chairman, in consultation with Ian Mitchell, would formulate and submit a response. (2) Planning Procedures: The Chairman reported that he had yet to receive from Bob Evans but he had agreed to attend an informal meeting with members and dates were being discussed. (3) SCC South East Plan: The Clerk drew attention to the leaflet entitled “The Future of Housing in Surrey” thaat had been circulated in which there was a Questionaire to which the PC was asked to reply by 31 October. The Chairman indicated that he and Ian Mitchell had attended a Seminar given by Tandridge DC on 4 October. The Chairman indicated that the draft Plan proposed that the overall increase in housing numbers between 2006 and 2026 for Tandridge DC should be set at 110 dwellings per year. Tandridge DC was of the opinion that this figure was both realistic and achievable on the basis that the average rate for 2001 to 2006 was 235. It was agreed that the Chairman would complete and return the questionaire. (c) Planning Councillor: David Wood (d) Roadchef: Ian Mitchell drew attention to the fact that Roadchef had been fined for its illegal advertisement. (e) General: The Chairman drew attention to correspondence in the Parish Magazine that suggested that the Parish Council should not consider anonymous complaints about possible planning infringements. This criticism was noted but it was felt that in the particular case, the Parish Council had had no jurisdiction in the matter and had merely noted that the problem existed without identifying those concerned. To have done otherwise might well have prejudiced the matter.
6. Finance (a) Audit: The Clerk reported that he had submitted all the Annual Report and all necessary information to the Auditor. (b) Budget for 2006/7: The Clerk agreed to arrange a meeting of the Finance Committee before the next meeting. Jon Allbutt asked that consideration was given by the Committee to a provision for a contribution to be made, along with other parishes, to the employment of a Youth Worker for the North Tandridge area. (c) Payments: The Payments listed in Appendix B were approved.
7. Highways & Rights of Way (a) Tatsfield Safe Routes to School Project: Nothing to report. (b) Highway Matters: (1) Lusted Hall Lane/Ricketts Hill Road: The Clerk reported that he had spoken to the resident who had originally brought the matter to the attention of the Parish Council and it appeared that there had been virtually no trouble over the last few months. However the resident feared that the trouble would return in the winter months and still wanted the telephone kiosk removed. He had however indicated that he understood that the regulations relating to the removal of kiosks had been changed and it was now possible to do this if there was another kiosk within 400/450 metres. The resident had checked that this was the case and had agreed that the Clerk should raise the matter with BT. The Clerk had therefore written BT accordingly. (2) Traffic Speed Survey: Nothing to report. (3) Old Lane: Nothing to report. (4) Lockspound, Ricketts Hill Road: The Clerk reported that the owner of this property had approached David Wood about the vegetation growing on the verge of Tatsfield Green that was obscuring her sightline. Jon Allbutt agreed to investigate the matter. (c) Rights of Way Matters: (1) Barnfield Road: Jon Allbutt indicated that he had nothing to report but he would endeavour to make a report at the next meeting.
8. Reports (a) County Councillor: David Hodge indicated that he had nothing further to report beyond what he had already reported under “Tatsfield School”. (b) District Councillor: Bob David reported on the following matters: (1) Council Tax: It appeared probable that Council tax would increase by 5% for the coming financial year. (2) Recycling: The new contract had commenced and rubbish and recyclable materials were now being collected on the same day. Plastic recycling was undergoing trials in a part of the district. (3) Licensing: He handed a schedule giving details of the application details made by licensed premises in Tatsfield to all members. (c) Police Matters: Ian Mitchell that there had 1 car theft recently that was thought to be opportunistic. (d) Biggin Hill Airport: Ian Mitchell indicated that he had nothing to report. The next meeting of the Committee would be on 20 October. (e) Transport Matters: Nothing to report.
9. Notified Items: (a) Youth Activities: Jon Allbut reported that he had attended a meeting on 28 September attended by representatives from Warlingham and Caterham Parish Councils and by Janet Johnson the SCC Tandridge Local Committee Officer. The meeting had agreed that there would be a follow-up meeting in November and that an agenda would be issued in advance by the Clerk of Warlingham PC. It was hoped that Parish representatives attending that meeting would give an indication of the extent of financial support that their Parish could offer for 2006/7. It was for this reason that he mentioned the matter under “Budget”. (b) Risk Assessment: Nothing to report. (c) Emergency Planning: Jon Allbutt reported that he had circulated a draft Plan to the members of the Steering Group and this would be considered at a meeting of the Group in the near future. (d) Parish Council Archive Storage: Ian Mitchell indicated that he felt it desirable for selected archives to be transferred to the County Record Office at Woking. This would not involve any cost and documents would always be available for inspection. He considered it desirable that copies of documents should, where necessary, be kept and this would involve a cost. He suggested that a provision of £100 should be made in the Budget. This was unanimously agreed and it was further agreed that the matter would be dealt with by Ian Mitchell with the assistance of the Clerk. (e) Tatsfield/Vern d’Anjou Society: The Chairman indicated that the public meeting would be held on 12 October in the WI Hall.
10. Village Hall (a) Management Committee Report: (1) Saltbins etc: The Chairman reported that he and David Wood had attended the meeting on Wed 14th September with representatives of the Hall Management Committee. No definite conclusion had been reached as to whether salt bins should be provided in the carpark area but it had been agreed that signs of disclaimer should be put up and David Wood had agreed to arrange this. The Police were to be informed that they were more than welcome to patrol the car park even though it was private property. (b) Village Hall Constitution: Nothing to report
11. Property & Land Maintenance (a) General: (1) Parish Room - Access: It was agreed that the matter would be discussed by the Finance Committee at its forthcoming meeting. (2) Car Park: It was noted that the offending vehicle had now been removed and consequently no further action was required. (3) Tree Survey: Jon Allbutt queried whether a new tree survey should be commissioned as he believed that the current survey was in its third year. It was agreed that the Clerk would provide him with details of the last survey and he would then make whatever arrangements were necessary for a new survey. (b) Tatsfield in Bloom: Jon Allbutt reported that, as a result winning this year’s Competition, it was possible that Tatsfield would be entered in the Britain in Bloom National Competition in which case it would be necessary to seek additional sponsorship. In the meantime, planning for next year was going ahead and winter planting was in hand. It was agreed that a Christmas tree should be provided in the village as this was so popular with residents. Tony Erbes agreed to organise this. (c) Pond: There was no report in the absence of Wendy Maddison.
12. Meetings to Attend (a) Local Works Campaign for Sustainable Communities Bill: Thursday 20 October 7.30 – 9.30 p.m. at Soper Hall, Caterham (b) 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. (c) Tandridge DC Telecoms Workshop: Tues 29 October 7.30-9.30 p.m. – presentation on telecommunications proposals
13. Correspondence (a) Surrey Infrastructure Development Plan: The Clerk drew attention to the consultation relating to this matter and indicated that details would be placed in circulation.
14. Any Other Business (a) Vandalism: Jon Allbutt reported that the Police had indicated that there was insufficient evidence to proceed against the youths he believed had been guilty of vandalising hanging baskets in the village. (b) Westmore Green Playground: It was noted that the standard of maintenance of the playground appeared have slipped recently. Jon Allbutt agreed to chase.
The Meeting closed at 10.50 p.m.
RESULTS:-
Approved 05/1019 Hardcourt, Ricketts Hill Road 05/1084 2 Parkside Cottages, Rag Hill 05/1100 Blencathra, 67 Paynesfield Road 05/1265 BT Tower, Beddlestead Lane
Refused 05/1027 The Chalet, Ninehams Road
CURRENT APPLICATIONS:- 05/1339 52 Paynesfield Road Continued use of Church (Class D1) as offices (Class B1) Recommendation: No objection but request any consent is made personal to applicant.05/1393
05/1395 Land north west of 42 Lusted Hall Lane Demolition of existing garages; erection of 2 x 1bed & 4 x 2 bed flats and 4 x 2 bed & 3 x 3 bed houses (Total 13 affordable units) together with access road and associated works). Recommendation: No objection but request that consideration be given to (a) an extension of close boarded fencing (b) condition restricting intrusive security lighting and (c) horse friendly road surfaces adjacent to bridleway.
05/1428 But an Ben, Ricketts Hill RoadRemoval of Condition 2 of Application 05/0178 to allow clear glazing to bathroom. Recommendation: No decision possible due to insufficiency of councillors able to vote.
Farleigh Cottage. Ricketts Hill RoadRetention of 3.6m high front gates Recommendation: To be considered by next Planning Councillor
MINUTES of a Meeting of Tatsfield Parish Council held on the 14th November 2005 in the Parish Room, Westmore Green, Tatsfield commencing at 8.00 p.m. Present: Mr Alan Fry OBE QPM (in the chair) Jon Allbutt Mrs Margaret Boadella Mr Tony Erbes 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 0 parishioners. 1. Apologies - None
2. Minutes The Minutes of the meeting held on the 10th October 2005 were approved and signed as a correct record.
3. Matters Arising: None
4. Tatsfield School The Chairman indicated that he had recently attended a meeting at the School when the latest plans had been displayed. The School had suggested certain amendments and these would be considered. The Project Manager had indicated that the proposal for a hall made by Tatsfield WI was a possibility. The Youth Project proposals had been discussed and a detailed letter had been sent to Catherine Wood, the Chairperson of the Project, detailing the facilities that were at present planned for the School. The Chairman expressed his considerable disappointment that the meeting on the 23rd November that had been arranged with the School Governors had been cancelled by Carol Gibbard, the Headteacher, because it appeared Surrey CC had still not met with Surrey Highways to discuss the access to the school. At this stage, David Hodge gave undertaking to look into the matter as a matter of urgency. The Chairman confirmed that a letter had been sent to the Valuer & Estate Manager making it clear that details of the project were needed before the Parish Council could formulate what it wanted in exchange for the L-shaped Field. It had been made clear that the Parish Council was more than willing to attend a meeting at any time but the progress to be made would be limited if the details of the project were not available beforehand. The SCAPTC Solicitor had also been asked to recommend a valuer to advise the Parish Council and, as soon as details were received, a formal approach would be made for preliminary advice as to the way in which the matter should be approached. 5. Planning Matters (a) Current Applications: David Wood reported on the applications listed in Appendix A. and the action agreed is shown in Appendix A. (b) Sundry Planning Matters: (1) Planning Procedures: The Chairman confirmed that a meeting to discuss the general position had been arranged with Bob Evans, the Director of Environmental Development for Tandridge DC, for 18 November at 6.30 p.m. In the meantime, the Clerk had circulated all members with a copy of the reply received from the Deputy Monitoring Officer that gave advice as to the action individual members should take to obtain a dispensation allowing them to participate in agenda matters in respect of which they had a prejudicial interest. Discussion took place as a result of which the Clerk was requested to send copies of the correspondence to SCAPTC to ask for its reaction to the advice given by the Deputy Monitoring Officer. The Clerk also drew attention to the recent Autumn Newsletter from SCAPTC. This contained an item relating to arrangements made by Parish Councils to deal with planning applications that do not involve a formal meeting. He distributed copies of the Newsletter to all members for consideration. (2) LB Bromley Unitary Development Plan: The Clerk reported that LB Bromley had published the modifications that it proposed to make to the Plan following the Inspector’s report published in April 2005. Representations could be made by 23 December and copies of the Modification document were available at Bromley libraries and on the website. Ian Mitchell agreed to consider the modifications and submit any response that was appropriate. (3) Surrey CC Waste Plan: The Clerk indicated that Surrey CC had prepared a draft Waste Plan for the purposes of consultation in the period between 31 October and 12 December 2005. He had been sent a copy of the draft Preferred Waste Plan and an Executive Summary of the Sustainability Appraisal and Jon Allbutt agreed to consider this and recommend the terms of any response that might be appropriate. (4) Surrey CC Minerals & Waste Development Framework: The Clerk reported that he had received a copy of the Statement of Community Involvement (SCI) that sets out how the County Council will involve people and organisations in the preparation of this Framework. Consultations had already been carried out on the original draft in May 2005 and, as a consequence, the original draft had been amended and comments were now invited on those amendments by 12 December. It was agreed that it was unlikely that any comments would be required as provision was made for the Parish Council to be included. (c) Planning Councillor: Jon Allbutt
6. Finance (a) Audit: The Clerk reported that the Audit had been completed satisfactorily on 13 October. The Annual Return was unanimously approved and accepted. (A copy is attached to these Minutes). The Clerk indicated that he was also required by the Auditor to indicate the desired date for the current year’s Audit. It was agreed that it would be 20 October 2006. (b) Budget for 2006/7: The Clerk reported that the Finance Committee had agreed a budget and copies of the proposed Budget with accompanying Notes were distributed to all members. The Chairman requested all members to consider the recommendations as to the precept and other matters carefully in order that a decision could be made at the December meeting. (c) Payments: The payments listed in Appendix B were approved.
7. Highways & Rights of Way (a) Tatsfield Safe Routes to School Project: Nothing to report. (b) Highway Matters: (1) Lusted Hall Lane/Ricketts Hill Road: The Clerk reported that BT had agreed the procedure to be adopted that involved the circulation of a letter to about 100 households in the immediate neighbourhood of the kiosk. The resident concerned was willing to hand deliver these letters. The Clerk was authorised to proceed. (2) Traffic Speed Survey: This was to be dealt with by the SCC Joint Local Committee. (3) Old Lane: It was noted that the nuisance was still ongoing. The Police had been very active and were taking action wherever it was possible to do so but the understandable reluctance of witnesses to give evidence was hampering this process. (c) Rights of Way Matters: (1) Barnfield Road: Jon Allbutt indicated that 20 meters of fencing would be required at a cost of £3.70 per meter. He reported that the adjoining owner had now erected a boundary fence and this effectively secured the boundary furthest from the road. At present there were some 9 cars parked in the area, some of which appeared to have been abandoned. As it was now understood that Tandridge would remove abandoned vehicles from this site if it had the permission of the Parish Council to use both Old Lane and Barnfield Road, the Clerk was requested to write indicating that the Parish Council had no objection whatsoever to contractors using the roads to remove vehicles.
8. Reports (a) County Councillor: David Hodge reported on the following matters: (1) Highway Maintenance: He was very concerned at the cost of highway maintenance and repairs and it was intention to raise this with the Transportation Committee. He considered that Surrey was being overcharged by its contractors. The maintenance gang was due to visit Tatsfield in the near future and he handed over a list of the work to be carried out. (2) Local Bus Information: He had written to the Parish Magazine with up-to-date information on fares and times for all the local bus routes and he handed a copy of this to the Clerk. (b) District Councillor: Bob David reported on the following matters: (1) Refuse & Recycling: Difficulties were being experience with the new arrangements but steps were in hand to deal with the problems. (2) Flytipping: He was pleased to report that a specialist officer, Richard Coles, had been appointed to deal with this problem. (c) Police Matters: Ian Mitchell had nothing to report (d) Biggin Hill Airport: Ian Mitchell indicated that publication of the Airport Master Plan was still awaited as was the Operators Plan for the future of the airport. (e) Transport Matters: Nothing to report. (f) Risk Assessment: Nothing to report.
9. Notified Items: (a) Youth Activities: Jon Allbutt indicated that the Youth Group would be meeting the SCC full-time Youth Officer shortly and the details provided by the School Project leader would no doubt be discussed with her. It appeared that the initiative by Warlingham PC for a part-time Youth Worker partly funded by the local Parish Councils was going ahead and he would be reporting further on this in due course. (b) Parish Emergency Plan: Jon Allbutt reported a meeting of the Steering Group would take place on the 18th November. (c) Tatsfield Vern Society: The Chairman reported that, as a result of the Public Meeting held on the 12th October, a new committee had been formed with David Richardson as chairman.
10. Village Hall (a) Management Committee Report: It was noted that the recent Barn Dance had raised some £400. It was also noted that an alcohol licence had been obtained under the new regulations and that the Committee had decided to apply for a SITA grant to finance improvements to the acoustics in the Hall. To obtain such a grant, the Hall needed to obtain “third party” funding of approximately £1,800 and an application for a grant from the Parish Council had just been received. It was agreed that consideration of this would have to be postponed to the next meeting at the earliest. (b) Village Hall Constitution: Nothing to report (c) Village Hall Lease: It was unanimously agreed that the public and press should be excluded whilst this matter was discussed as it involved the discussion of the terms of a legal contract to be entered into by the Parish Council.
11. Property & Land Maintenance (a) General: (1) Parish Room - Access: It was noted that the Finance Committee had recommended that a contingent provision be made pending developments arising from the development of the new school. (2) Top of the Down, Ricketts Hill Road: The Clerk indicated that the Council’s recommendation for the consideration for the grant of the right of way had been communicated to the owner’s solicitors. Evidence of the long user of the access had been produced. (3) Old Lane & Ricketts Hill Road: It was noted that garden rubbish was being dumped in the wooded areas adjacent to both roads. Jon Allbutt volunteered to have this rubbish collected in one place near to the roadside and Tandridge DC would then be requested to remove it. (b) Tatsfield in Bloom: Jon Allbutt report that Tatsfield as the winners of the 2005 South East in Bloom competition had accepted an invitation to represent the South East in Britain in Bloom 2006. This would involve a great deal of additional work and expense. The Committee had already started work and was very enthusiastic about entering the national competition. It would investigating ways of raising the additional funds required. (c) Pond: The winter maintenance visit had been carried out on 2 November. Wendy Maddison indicated that a large amount of weed had been removed. As she understood that the pond might well play a central part in the Tatsfield in Bloom display for the coming year, additional expense might well be involved.
12. Meetings to Attend (a) SCAPTC General Meeting: Saturday 19th November 2005 at Arbuthnot Hall, Shamley Green, Wonersh at 2.30 p.m. (b)SCAPTC Advanced Training Course for Councillors: 2 – 4 December at Dunford House, Midhurst (part or full time attendance)
13. Correspondence (a) Licensing Act 2003: The Clerk drew attention to a letter received from Tandridge DC giving an explanation of some of the issues arising from this Act. A copy had been supplied to all members. (b) Surrey CC Schools Admission Criteria: The Clerk drew attention to a consultation being carried out by Surrey CC about its admissions criteria for voluntary and controlled schools. Members were invited to complete a Survey and return it by 16 December. (c) Countryside Agency Questionaire on National Parks, the Broads and AONBs: The Clerk drew attention to a request from the Agency Consultants to complete a questionaire designed to (a) raise awareness of the statutory duty to have regard to the purposes of these designations in exercising or performing Parish Council functions (b) to give the Agency a better understanding of the extent to which relevant authorities are aware of and are fulfilling this duty and (c) to help the Agency identify the types of advice and guidance that would aid future compliance. The Surrey Hills AONB was partly within the Parish boundaries and consequently the Parish Council was a relevant authority under the provisions of the Countryside and Rights of Way Act 2000. After discussion, the Clerk was authorised to complete the questionnaire and return it.
14. Any Other Business (a) Lockspound, Ricketts Hill Road: Following the last meeting, both Jon Allbutt and David had visited this property. It appeared that the problem that was causing the resident concern was that 2/3 small saplings on the verge had grown to such an extent that they were impeding the sightline. The resident was willing to have these trimmed down if the Parish Council agreed. The Clerk was authorised to write giving permission accordingly. (b) Christmas Tree: It was agreed that a sum of up to £75 could be spent on the purchase of a tree for the village centre.
The Meeting closed at 10.48 p.m.
PLANNING
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