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Minutes: 19th February 2018

DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 19^TH FEBRUARY 2018 IN THE CRICKET CLUB AT 7.30PM

PRESENT

Councillors:                                         Nic Brown (NB), John Lewis (JL), Martin Hearmon (MH), Julia Witcher (JW), John Howard (JH), Paul Bown (PAB), Michael Hawkett

Parish Clerk:                                       Helen Spurgeon

Parishioners:                                      There were 38 Parishioners

DECLARATIONS OF INTEREST

JW declared an interest in the planning application for Chilton Road and excused herself from that part of the meeting.

PARISHIONERS QUESTION TIME

• A parishioner requested that the village noticeboard be lowered.
• A parishioner expressed thanks for the clearing of Dark Lane footpath.
• A parishioner informed the meeting that stones are coming off the drive onto the road at 7 Church Lane and asked whether there was a stipulation to have a yard of granite sets. ACTION: PC to find out.
• The corner of the church car park is getting worn away by lorries. A parishioner asked if anything can be done to prevent this. NB reported that there is a big initiative this year to look at trees and verges in Chearsley.
• A parishioner commented on the entrance to Hicks path, it is on a gradient and her mobility scooter is tipping. NB explained that this would all be part of the village improvement works for 2018.

1.       APOLOGIES

Michael Edmonds (ME), Robert Parkes (RP)

2.       APPROVAL OF JANUARY 2018 MINUTES

Minutes were agreed as a true record and signed by Chairman, Nic Brown.

3.       PLANNING

·         18/00308/APP – Land South-West of Chilton Road, Chearsley

There were two representatives from Rectory Homes present at the meeting in order to answer any questions that may arise. Some parishioners were unhappy with Rectory Homes being present at the village meeting so it was agreed that Rectory Homes would hold a separate information meeting on Monday 26^th February in the Cricket Club. The AVDC comment date of 28^th February will therefore need to be extended. ACTION: Clerk to confirm extension date with AVDC tomorrow. The two representatives from Rectory Homes left the meeting.

·         The Village Plan was discussed. It was intended to give a guide to the direction of the village and the number of new houses. No more infill in the lanes, development to be on the edges of the village and the need for smaller, affordable houses was agreed by the majority. It suggested 10-20 new homes over the next 20 years. The Vale of Aylesbury Local Plan (VALP) from November 2017 classifies Chearsley as a small village with no requirement for any more housing.

·         A parishioner commented that there is enough house building going on in neighbouring villages to meet demand.

·         A parishioner asked if there was anything different with this new application from the previous one that was rejected. The current application has improved landscaping,  9 houses this time rather than 10 previously, this application does not include a village hall overflow car park, there is one bank of houses rather than two in the previous application. There have been two previous planning applications for this piece of land, both of which were dismissed on appeal. This application is very similar to the previous one with visual character being the main issue.

·         This time the planning application is being put through by Rectory Homes rather than the landowner.

·         Chearsley does not have a strategic plan. The VALP is an emerging plan where Aylesbury Vale has to build around 15,000 new homes over the coming years.

·         A parishioner commented that the 2 main reasons to refuse this application are that the land is outside village limits and is in an area of attractive landscape. Also, it is agricultural land and there is a public footpath with views out over the site which will be lost.

·         It was questioned whether village infrastructure can support the extra housing.

·         NB urged parishioners to write in to AVDC with their views.

·         JL informed the meeting that the PC are being asked by AVDC to put in an appropriate S106 project. If this development goes ahead a sport and leisure contribution will be generated.

·         Each of the councillors gave their views on the application. Everyone opposes the application. It is no different to the previous application and there is the risk of more development in the future. The reasons for opposing the application need to quote from the planning inspectors report from the previous application. The PC should go ahead and supply a S106 project to AVDC.

·         The PC resolved to oppose the application. ACTION: NB to draft reasons for opposition for Clerk to submit to AVDC.

·         16/03565/APP – 2-4 Winchendon Road, Chearsley HP18 0DP

This application is significantly different to the original application which was for 9 houses. It is now for 5 houses: 2 x 2 bed rentals, 2 x 3 bed affordable housing on a shared equity scheme and 1 x 4 bed freehold to be sold.

·         A parishioner asked if the scheme can be changed but this is highly unlikely.

·         A parishioner commented that the site may end up being much larger if the other two houses are knocked down in the future. She said that the site is in an area of attractive landscape, outside the village limits and is at the entrance to the village.

·         VAHT will be building the houses.

·         Some of the reasons to object to this application are similar to the reasons to object to the Rectory Homes application. However, this is a brownfield site. Each application is assessed on its own merits.

·         A parishioner thanked the PC for allowing everyone to express their views.

·         JW commented that in the VALP Chearsley would have windfall sites which are brownfield and Winchendon Road fits into this category.

·         NB reported that the application was previously refused on too many dwellings on the site.

·         A parishioner commented that the village needs to be able to say what type of housing is needed.

·         JW reported that the footprint of the houses in this application is closer to what is there currently.

·         A parishioner asked whether Rectory would change their plan to include affordable housing.

·         A parishioner said that the view from Cuddington will be of these two blocks of houses.

·         Each of the councillors gave their views on the application. JW and PAB need more time to consider and will come back with their view by Friday 23rd February. JH, MH and JL support the application. JL commented that the application brings affordable housing to the village and that the existing houses are an eyesore. He is concerned that the site could get sold to another developer. The PC’s requests for change have been met. There are no sight line issues. He is however concerned that it may set a precedent and there could be further infill.

·         The parishioners were asked to show their view: the majority support this application.

·         The parishioners were thanked for attending and contributing to the meeting.

·         18/00485/APP – 5 Bernards Close, Chearsley HP18 0BX

Side extension. ACTION: Clerk to submit no objections to AVDC.

·         17/04592/APP – 2 Bernards Close, Chearsley HP18 0BX

After careful consideration and a site visit in December, the PC supported this application.

4.       MATTERS ARISING FROM PREVIOUS MINUTES

·         UK Power Networks. To be contacted regarding the mess left behind following work at village hall. Village hall are picking this up.

·         Stockwell on Church Lane.  Clerk confirmed that the Stockwell is covered by public liability insurance. Grants: ACTION: JH to identify 2 or 3 community charities and liaise with Derek Allen regarding work required.

·         Grit bins. Bins are to be repaired by Bucks Landscapes and a new one to be located by Stoney Furlong. ACTION: NB to chase up.

·         War Memorial repair and conservation.  NB confirmed that the war memorial is owned by the PC which is documented in old minutes. ACTION: JL to produce requirement statement for contractors to quote against. Advice from other parishes, such as Shabbington and Thame, who have completed similar projects needs to be sought.

·         Trees. NB now has a map plotting all the trees the PC are responsible for.

·         Bus stop. ACTION: JH to look at the installation of a noticeboard inside the bus shelter to display children’s art work.

·         Defibrillator. Clerk confirmed that the PC are insured for defibrillators up to the value of £5000. A number of volunteers have come forward to help with the defibrillator.

5.       CORRESPONDENCE

There was no correspondence outside the Agenda items.

6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Nothing new to report.

7.       FINANCE

·         The monthly finance report has been circulated to Councillors. At present there is just over £26,000 in the bank.

·         The sum of £1,400 was donated by the village, from the proceeds of the summer fair. The PC would like to record their thanks for this.

·         Orders for Payment

·         Cricket Club rental £20.

·         H Spurgeon £230

·         Bank charges £6.50

·         Ringway Jacobs – feasibility study £4512.56

8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

There were none.

PAB has been sent an invitation to the TfB focus group on 14^th March 4pm to 6pm but he is unable to attend. ACTION: JW to advise PAB if she is able to attend instead.

9.       DEVOLUTION OF GRASS CUTTING

PAB has emailed BCC requesting the 2018 grass cutting schedule.

10.   MAINTENANCE AND MANAGEMENT OF THE NEW PC WEBSITE

We need to ascertain what is involved in maintaining the website. JL agreed to take this on initially to see how much work is involved.

11.   GENERAL DATA PROTECTION REGULATION (GDPR)

Clerk attending ‘Data protection & freedom of information’ training on 14^th March. JL was given the authority to also attend a course if required.

12.   BEST KEPT VILLAGE COMPETITION 2018

It was agreed to consider entering the competition in 2019.

13.   S106 CONTRIBUTION CHILTON ROAD DEVELOPMENT, SPORT/LEISURE PROJECT

Current ideas are play park, cricket pavilion, car parking. A response needs to be drafted and submitted to AVDC.

14.   UPDATE ON TRAFFIC CALMING MEASURES

There has been a lack of response from AVDC. ACTION: JH to continue to chase.

15.   TREE REPORT

NB now has the tree map from ME.

16.   PARISHIONERS QUESTION TIME

There were no questions.

17.   ITEMS FOR INFORMATION

·         Planning Liaison Conference at The Gateway, AVDC, 20^th February 2018 17.30-19.30, JH & PAB to attend.

·         JH & PAB gave their apologies for the next PC meeting.

·         Format, date and location of April AVM to be confirmed. ACTION: Clerk to agenda for next meeting and confirm with Angela Gray if the new village hall will be available then.

18.   DATE AND TIME OF NEXT MEETING in Chearsley Cricket Club

·         Monday 19^th March 2018 at 7.30pm

Agenda: CPC meeting 19th February 2018

CHEARSLEY PARISH COUNCIL

NOTICE IS HEREBY GIVEN THAT THE NEXT MEETING OF THE PARISH COUNCIL WILL BE HELD ON:

Monday 19^th February 2018 at 7.30pm in Chearsley Cricket Club

Councillors are summoned to attend.

AGENDA

Declarations of Interest, in accordance with Sections 30(3) and 235(2) of the Localism Act 2011 Councillors to declare any personal, prejudicial or pecuniary interests pertaining to the Agenda.

Parishioners Question Time, 10 minutes will be set aside to receive representations from members of the public.

1.     Apologies for Absence

2.     Approval of Minutes – Monday 15^th January 2018

3.     Matters Arising from previous Minutes

4.     Planning

·         18/00308/APP – Land South-West of Chilton Road, Chearsley

Erection of 9 residential dwellings (Use Class C3) and creation of a new access off Chilton Road, including parking and garaging, landscaping and all enabling and ancillary works.

Case Officer: Simon Dunn-Lwin. Comment date: 28^th February 2018

·         16/03565/APP – 2-4 Winchendon Road, Chearsley HP18 0DP

Demolition of existing dwellings and residential redevelopment to create 2 x 2 beds, 2 x 3 beds and 1 x 4 bed dwellings and revised access.

Case Officer: Simon Dunn-Lwin. Comment date: 6^th March 2018

5.     Correspondence, any outside Agenda items

6.     Contributions from AVDC and BCC Cllrs

7.     Finance

·         Monthly finance report (NB)

8.     Reports from Councillors attending meetings and outside organisations

9.     Devolution of grass cutting (PAB)

10.  Maintenance and management of the new PC website (NB)

11.  General Data Protection Regulation (GDPR) (NB)

12.  Best kept village competition 2018 (all)

13.  S106 contribution Chilton Road development, sport/leisure project (all)

14.  Update on Traffic Calming Measures (JH)

15.  Tree Report (ME)

16.  Parishioners Question Time – 10 minutes will be set aside to receive representations from members of the public.

17.  Items for Information

·         Planning Liaison Conference at The Gateway, AVDC, 20^th February 2018 17.30 – 19.30, JH & PAB to attend.

18.  Date and Time of Next Meeting in Chearsley Cricket Club

·         Monday 19^th March at 7.30pm

The Minutes and Agenda of the Parish Council can also be viewed at chearsleypc.blogspot.co.uk

Helen Spurgeon (Clerk)

Minutes: 15th January 2018

DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 15^TH JANUARY 2018 IN THE CRICKET CLUB AT 7.30PM

PRESENT

Councillors:                                         Nic Brown (NB), John Lewis (JL), Martin Hearmon (MH), Julia Witcher (JW), John Howard (JH), Michael Edmonds (ME), Clive Harriss

Parish Clerk:                                       Helen Spurgeon

Responsible Finance Officer:      Robert Parkes (RP)

Parishioners:                                      There were 27 Parishioners

DECLARATIONS OF INTEREST

There were no interests declared.

1.       APOLOGIES

Paul Bown (PAB), Michael Hawkett

PC AGREEMENT sought to re-arrange the agenda.

2.       APPROVAL OF NOVEMBER 2017 MINUTES

Minutes were agreed as a true record and signed by Chairman, Nic Brown.

BUDGET 2018/19

Presentation of 2017/18 achievements. This was presented by JH and included the role of the Parish Council, village improvements carried out during 2017/18 and potential village improvements to be carried out during 2018/19.

Summary of 2017/18 expected outturn and 2018/19 proposed budget. This was presented by JL.

Formal laying of budget proposals. It was proposed to increase the precept by £2,000 to £34,000.

A copy of these presentations will be available on the Parish Council website.

PARISHIONERS QUESTION TIME

• A parishioner enquired whether the precept will remain at the current level. NB explained that there may be another year with a £2,000-£3,000 increase then the PC may be able to reduce the precept unless there are any unforeseen events. The increase in the precept is to fund specific projects. JL explained that many services will devolve from district to parish council over the coming years so regular expenditure will increase. NB also explained that many years ago the PC planted a number of trees in Chearsley that are now having to be maintained at a cost.
• NB read out a statement from PAB. ‘’Councillor Paul Bown apologises for being unable to attend this evening’s meeting. However, he wishes to convey his view that the precept for 18/19 should be no higher (and preferably much lower) that the previous year and that the PC must find a way of carrying out all intended works within budget guidelines and seek a wider debate on the specific traffic calming plans being proposed.’’ NB does not share this view.
• Part of the new traffic calming measures will include new road markings at the village entry points. A parishioner enquired as to how the road markings on Aylesbury Road will remain when the road surface keeps disappearing. This is a Thames Water issue caused by a faulty water main and pipework. The road surface is much better now than it was 6 months ago following recent repairs. The Cuddington to Chearsley road needs resurfacing and the gulleys need cleaning regularly. Thames Water and Transport for Bucks need to work together to resolve this issue before any new road markings are painted.
• Cllr Clive Harriss expressed his view that he is in support of the precept increase for Chearsley. As there are fewer people in Chearsley it does have a bigger impact when the precept is increased than it would in a larger parish. 
• A parishioner commented that they are pleased the PC is dealing with the trees in the village. A number of trees are falling down and there is ivy and brambles that need cutting back. ME is undertaking a tree survey to determine which trees the PC are responsible for. UK Power Networks were cutting back ivy by the village hall today but they have left a mess where they were working. ACTION: NB to write to UK Power Networks. Work needs to be carried out on footpaths next year that are overgrown and inaccessible. Parishioners were asked to inform the PC of any issues with trees.
• Chilton Road is due to be resurfaced by March. A parishioner enquired as to who makes this decision. It is decided by Bucks County Council.
• A parishioner commented that potholes in Bernards Close were reported to BCC and repaired the next day. The quality of the repairs is variable.
• A parishioner enquired what the dragons teeth are which are due to be painted at the village entry points as part of the new traffic calming measures. They are white teeth painted on the road surface (similar to bunting).
• A parishioner commented that the PC are carrying forward large amounts of money each year as projects are taking longer than anticipated to complete. He enquired whether the PC are getting a better feel for how long projects will take. JL explained that the PC are getting better, learning how to drive the authorities and plan the work and hope to improve further. Clive Harriss added that slippage does happen. The parishioner felt it was better to plan for the work and have slippage than to delay the work.
• A parishioner enquired as to how we can measure the success of traffic calming. JH explained that speed tests had been carried out and the worst area for speeding was Aylesbury Road. The PC have access to the Sentinel Speedwatch device and this can be used to follow up on the speeding.
• JL asked for a show of hands from parishioners if there were in support of the proposal of a precept of £34,000. All parishioners were in agreement.
• JL gave an update to the meeting on the defibrillator. The case has been fitted to the wall outside The Bell, the defibrillator will be installed shortly and once it is operational the PC will inform the village.
• NB gave an update to the meeting on the new Chearsley PC website. It is about to go live and there will be lots of information on there such as agendas and minutes of meetings, a link to AVDC planning and much more.

To formally approve 2018/19 budget.

ME gave his view that councils should keep costs down. He has concerns over devolved government and that there is no cap on parish councils. ME came to the meeting with 3 amendments: to spend only what we need to spend with a precept of £9,000, to reduce the precept or to keep the precept at £32,000. He is concerned that parishioners do not pay twice. After what he has heard at this meeting, ME will not come forward with any amendments.

Councillors voted on the proposed 2018/19 budget, the majority of councillors were in favour and the budget was approved.

• JL informed the meeting that the Village Hall invites all Chearsley residents to a meeting on 29^th January at 8pm at Willow Corner, School Lane to agree the sale of a 3ft strip of land to a neighbour with all proceeds going to the Village Hall. Details are in the Chearsley News.

3.       MATTERS ARISING FROM PREVIOUS MINUTES

• Stockwell on Church Lane.  RP enquired whether this is covered by public liability insurance. ACTION: Clerk to check with insurance company. PC needs to consider whether the stockwell should have a fence around it. ACTION: JH to look into the availability of grants.
• PC logo. This is now complete.
• Grit bins. These have now been refilled. Bins are to be repaired by Bucks Landscapes and a new one to be located by Stoney Furlong. ACTION: NB to chase.
• Grove Farm. Nothing further to report with regards to the bad smell. ACTION: MH to continue to monitor.
• War Memorial repair and conservation.  ACTION: JL to produce requirement statement for contractors to quote against. Advice from other parishes, such as Shabbington and Thame, who have completed similar projects needs to be sought.
• PC Governance. It was agreed that it is not necessary to produce a separate Risk Assessment document as this is already covered by the Financial Guidelines.
• Trees. ACTION: ME to identify on a map trees the Parish Council are responsible for.
• Madges Farm development. JH did not manage to get hold of Long Crendon PC. The revised routing of construction traffic has not been published on the AVDC planning portal. ACTION: JH to contact Suzanne Winkels to get this amended.
• Bus stop. ACTION: JH to look at the installation of a noticeboard inside the bus shelter to display children’s art work.
• Defibrillator. NB confirmed that Cuddington have no insurance for their unlocked cabinet. ACTION: Clerk to inform insurance company of new defibrillator in locked cabinet at a cost of £1800 and seek their advice on whether this should be insured.

4.       PLANNING

No new planning applications received.

5.       CORRESPONDENCE

Correspondence was received from Venetia Davies asking the PC to agree to formally adopt the new Parish Council website. Councillors agreed to this. ACTION: Clerk to agenda for the next meeting the maintenance and management of the website and also the General Data Protection Regulation (GDPR).

6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Nothing new to report.

7.       FINANCE

·         The monthly finance report has been circulated to Councillors. At present there is just under £30,000 in the bank.

·         Orders for Payment

£720.48	AVDC -dog bins
£99.98	N Brown - lights
£6.50	Bank charges
£20.00	Cricket club- rental
£480.00	Peter Leybourne
£55.50	N Brown - Equip hire
£607.00	N G W Property Services
£230.00	H Spurgeon
£1,639.50	WEL Medical - Defibr.
£150.00	Julia Witcher – tree
£61.02	N Brown – various

·         Jacqui Porteous has agreed to act as Internal Auditor for the coming year.

8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

JH attended the December LAF meeting. The minutes have been circulated. The next meeting is in Haddenham.

9.       GRIT BINS

This was covered under point 3 above.

10.   PARISHIONERS QUESTION TIME

·         A discussion took place regarding the state of the pathways in the village. Farmyard Path and Hicks Path are both blocked by debris. A survey of all footpaths is needed. ACTION: Clive Harriss to ask whether BCC can help. A parishioner enquired whether the holly on Hicks Path can be removed. ACTION: NB to follow up. ME’s gate on Church Lane is difficult to open, ME agreed to have a look at it.

·         A parishioner spoke about speeding in the lanes in the village. It is difficult to police. It was suggested that a note be put in the Chearsley News and website.

11.   ITEMS FOR INFORMATION

JH will be attending the Planning Liaison Conference at The Gateway, AVDC, 20^th February 2018 17.30 – 19.30.

12.   DATE AND TIME OF NEXT MEETING in Chearsley Cricket Club

·         Monday 19^th February 2018 at 7.30pm