DRAFT MINUTES
CHEARSLEY PARISH
COUNCIL
DRAFT MINUTES OF THE
MEETING OF THE PARISH COUNCIL HELD ON MONDAY 19TH JUNE 2017 IN THE
VILLAGE HALL AT 7.30PM
PRESENT
Councillors: Nic
Brown (NB), John Lewis (JL), Martin Hearmon (MH), Paul Bown (PAB), Clive Harriss
Parish Clerk: Helen
Spurgeon
Responsible
Finance Officer: Robert Parkes (RP)
Parishioners: There
were 2 Parishioners
DECLARATIONS OF
INTEREST
There were no interests declared.
PARISHIONERS
QUESTION TIME
Fenella Tillier handed over to the Parish Council old minute
books dating back many years. There are many PC documents in storage which are
to be put into archives. It is hoped to make these historic documents available
to the public.
Fenella asked about the walnut tree outside her house which
is in need of attention. ME is
mapping the trees in the village that the Parish Council are responsible for. ACTION: ME to produce report/map prior to next meeting. It can then be
determined what work is required to be done by the tree surgeons.
A parishioner expressed concerns over the hedge by the
Cricket Club. This is the responsibility of the Cricket Club and they should be
contacted directly.
1. APOLOGIES
Julia Witcher (JW), Michael Edmonds (ME),
John Howard (JH).
2. APPROVAL OF MAY 2017 MINUTES
Minutes were agreed as a true record and signed by Chairman, Nic Brown.
3. MATTERS ARISING FROM PREVIOUS MINUTES
·
Insurance
policy review & asset register. RP supplied the insurance company
details. ACTION: NB & Clerk to review the asset register.
·
War
Memorial repair and conservation. ACTION: Clerk and JL to arrange to meet to complete War Memorials Trust Grant
Application form.
·
Signage for
Village Green. The first ‘No Parking’ sign has now been removed.
·
Bus
Shelters. The new bus stop signs are now up. MH has spoken to Jon Parry and instructed him to carry out the
improvement work to the bus shelter interiors over the summer holidays. Jay in
the shop is speaking to his ice-cream supplier to see if they are able to supply
a replacement litter bin outside the shop.
·
Communication.
ACTION: Clerk to contact JW to see if a Chearsley PC Facebook page has been set up.
·
Kerbing. The
kerbing work in Dark Lane has been completed.
·
Defibrillator.
An electricity supply to the bus shelter is needed. ACTION: JL to follow up with Paul Oliver
or appropriate electrical contractor.
·
Planning: 2-4 Winchendon Rd. NB has
circulated the views of the Parish Council to AVDC. There is a large deviation
from the original plans. We are awaiting a proposal from VAHT.
·
Creation of
a new bank account to manage Village Hall funds. ACTION: RP
to open a sub-account specifically to receive stage payment from AVDC.
·
Nominating
an asset of community value – Chearsley Stores. NB is waiting to hear back
from the shop owners.
·
Working
with other PCs. This will continue to be done on an informal basis.
·
Street
furniture for village green. NB suggested the Copperfield hooded 90 litre
litter bin which can either be attached to the ground using ballast or bolted. ACTION: NB to send out summary of various litter bin options including square bins
before the next meeting for councillors to agree. Maximum cost of £300
per bin. ACTION: NB to investigate the options for railings.
·
BCC grass
cuts. The PC are unhappy with the current service. BCC do not seem to be
cutting according to the grass cutting map. It may be better to devolve rather
than continue with BCC. ACTION: PB to find out exactly where and
when the grass is cut and the cost of it and to determine what our grass
cutting needs are. ACTION: Clerk to
email PB the contact details of
Graham King.
4. PLANNING
·
17/01836/COUAR
– Land at Chilton Road, Chearsley
ACTION: Clerk to submit no objections to AVDC.
·
17/01807/APP
– Land adjacent to Grove Farm, Chearsley Rd, Long Crendon
Construction
of cattle yard.
ACTION:
Clerk to email ME and Mike Hawkett to request their
comments. Site meeting to be arranged following receipt of comments.
·
Planning
applications – unanimous or majority decision
It
was agreed to continue with the current AVDC format of ticking a box to record
whether the PC has no objections, supports or opposes the application. If any
of the Councillors wish to record the number of votes for or against a decision
and the names of those Councillors voting, this can be done in the Minutes.
5. CORRESPONDENCE
·
An email was received regarding funds
available for communities disrupted by HS2. The PC agreed that Chearsley would
not be eligible for this funding.
·
An email was received from AVDC regarding
emergency reception and rest centres. It was agree that whilst the Village Hall
is being rebuilt the Cricket Club would be put on the register and then the new
Village Hall from April 2018. ACTION: Clerk to respond to AVDC.
6. CONTRIBUTIONS FROM AVDC AND BCC
COUNCILLORS
Clive Harriss, our new BCC Councillor,
introduced himself and aims to attend the PC meeting whenever possible.
7. FINANCE
It was recorded in the June Finance Report
that the PC has now moved to automated banking. A claim has been submitted to
HMRC for a refund of VAT for £1900. Two items were scheduled for payment: road
signs and the Clerk’s salary & expenses.
8. REPORTS FROM COUNCILLORS ATTENDING
MEETINGS AND OUTSIDE ORGANISATIONS
JL and
JH attended the Haddenham & Long
Crendon Local Community Area Forum on 15th June. Notes from the
meeting have been circulated by JL and
will be filed with the Minutes. A sum of £5.2k has been ring-fenced within LAF
2017/8 budget to support new traffic calming measures undertaken in the
village. This sum will have to be match-funded by the PC. The PC will have to
forward a specific proposal when the recommendations from the Feasibility Study
are received – hopefully in the next fortnight.
Financial Regulations and Risk Assessment– RP will continue to produce a monthly
finance report and a more detailed quarterly report. This will be trialled for
a couple of months and then PC governance will be built around it. Any feedback
from the PC is welcomed.
10. MIKE HEYBROOK’S FOOTPATHS REPORT
JH
met with Mike Heybrook and all gates are now in working order. Mike will
consider the possibility of replacing some of the gates via the ‘Donate a Gate’
scheme run by the Chiltern Society and Bucks CC. ACTION: JH to update further at next
meeting.
11. CHEARSLEY FLAG AND PC LOGO
Some initial designs were distributed. Long
Crendon School are producing some further options. ACTION: NB to bring complete dossier of
ideas to next meeting.
12. NEW DOG BIN AT STONEY FURLONG
It was agreed to go ahead with the new dog
bin. ACTION: Clerk to order with AVDC.
13. LAF FUNDING FOR IMPLEMENTATION OF
TRAFFIC CALMING MEASURES
This was covered under point 8 above.
14. INCREASE FOR VILLAGE MOWING
We currently pay £100/cut for parish mowing
(Village Green, war memorial etc) and £150/cut for parish footpath mowing. The
current contractor is asking for an increase. It was agreed this was reasonable
due to the expense of the equipment needed. ACTION: PB to take on as part of his work
looking at the BCC grass cuts.
15. PROPOSAL FOR VILLAGE EVENT ROAD SIGNS TO
SLOW TRAFFIC
The organising committee of the Classic Car
Show have requested PC support for road signs carrying a message such as
“Village Event Ahead – Please Slow Down”. These could be used for all future
village events. If 4 signs are purchased, the cost is £140 (£35 each) plus
costs of inserts as required. It was agreed to go ahead with the purchase. ACTION: JH.
It was noted that the PC should apply for a
road closure for Remembrance Day this year.
16. PARISHIONERS QUESTION TIME
A Parishioner asked what was happening with
the repairs to Aylesbury Road. The PC is committed to getting the roads
improved but the repairs won’t be scheduled until next year. Cllr Clive Harriss
is supporting this work.
A Parishioner enquired about the pruning of
the holly hedge on Hicks Path. ACTION: NB to speak to Ian.
A Parishioner requested that during
meetings it is made clearer where we are on the Agenda and which topics we are
discussing. A large amount of work is done by email between meetings in order
to progress thing more quickly.
17. ITEMS FOR INFORMATION
It was agreed to purchase the Red Ensign
flag to be flown on Merchant Navy Day on 3rd September 2017. ACTION: Clerk.
18. DATE AND TIME OF NEXT MEETING in
Chearsley Village Hall
·
Monday 17th July 2017 at 7.30pm (This
will be the last meeting in the Village Hall)
·
It was agreed not to hold a meeting in August
due to holidays.
