Minutes: September 11th 2014

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY SEPTEMBER 15TH 2014 IN THE VILLAGE HALL AT 7.30

PRESENT:
Councillors Brown, Edmonds Heybrook, Lewis, Cllr Mrs Towell.
5 members of the public, Parish Clerk,

APOLOGIES:
Cllrs Mrs Lazaruk and Mrs Witcher

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   THEATRE IN THE VILLAGES: There will be a theatre production at 7.30 on the 7th October in the Hall
   FOOTPATHS: It was reported that the footpath along the Chilton road has become badly over grown. The Chairman will talk to the landowner re clearance.
    
2. APPROVAL OF JULY 2014 MINUTES
   Agreed as a true record. once typographical errors corrected. Proposed Cllr Heybrook seconded Cllr Edmonds.
    
3. MATTERS ARISING FROM THE MINUTES
   Village Hall Improvements.
   There is an open day on the 22nd September to present the plans.
   Cllr Heybrook reported that the possibility of a cycle path to Haddenham was fraught with difficulties both practical and financial.
   It was agreed that the project should be held in abeyance until there were developments but it should be removed from the Village Plan
   Kerbing- Next agenda
    
4. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   The internal auditors have signed off on the accounts with their comments. The Parish Council agreed they would act on the Auditors recommendations.
   The External auditors have requested the following changes
   The Council tax support grant has been included in the precept and should be moved to
   Figures on the annual return will be adjusted to include this in other income.
   The deposit account figure to be included in box 7
   The dog bins will be included in assets not expenses.
   Copy minutes and bank statements to be sent to External Auditors.
                    
5. HIGHWAYS AND OPEN AREAS
   The VAS sign has been moved.
   Salt bins to be refilled.
   Cost of pothole repairs to be investigated.
   There will be additional warning signs on the bend at Grove Farm

ANY OTHER BUSINESS

• It was noted that the grass verges have been removed at the new house on the Aylesbury roads. They will need to be re-instated

DATE AND TIME OF NEXT MEETINGS
Monday 20th October and third Monday until Christmas

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Minutes: June 6th 2014

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY JUNE 6TH 2014 AT THE CRICKET PAVILLION AT 8.00 PM.

PRESENT:
Councillors Brown, Edmonds Heybrook, Mrs Lazaruk, Lewis, Mrs Witcher
10 members of the public, Parish Clerk, 

APOLOGIES:
Cllr Mrs Towell.

1. ELECTION OF CHAIRMAN
   Cllr Edmonds proposed Cllr Brown. Seconded Cllr Heybrook.  All agreed.
   Cllr Brown duly elected for the coming year
    
2. ELECTION OF VICE CHAIRMAN
   Cllr Mrs. Lazaruk proposed Cllr Lewis, seconded Cllr Mrs. Witcher.Cllr Lewis duly elected for the coming year.
    
3. APPOINTMENT OF RESPONSIBLE FINANCIAL OFFICER
   The Clerk was proposed by Cllr Brown, seconded Cllr Mrs. Witcher as responsible financial officer.
   All agreed.
    
4. APPOINTMENT OF REPRESENTATIVES TO VILLAGE HALL COMMITTEE AND PCC
   Next agenda
   
   
5. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Tractors are coming through village at regular intervals towards Grove Farm. Eight were counted between 3.30 and 4 pm on the 6th June.
   Contact Mr Lloyd to ask them to take more care and slow down, as the width of the vehicles make them a hazard even if they are within speed limit.
   The WI has requested a defibrillator in the village Cllr Mrs Lazaruk offered a demonstration.  The cost would be £ 800.00 they are installed with a break box or key code. Could be located behind the pub for example. Training would be given.
      
6. APPROVAL OF MINUTES MARCH 2014
   Agreed as a true record.
   
   
7. MATTERS ARISING FROM THE MINUTES
   There were no matters arising not covered elsewhere in the agenda.
    
8. MATTERS ARISING FROM THE ANNUAL PARISH MEETING
   Housing application comments to be included in the minutes – attached.
   School transport - The Parish Council is not aware of any problems at present.
   
   
9. DEVOLVED BUDGET
   The Chairman proposed looking into the possibility of a devolved budget for the Parish council. This would involve increasing the precept to give Parish Council more control over the way money was spent. This is only at the discussion stage, but would give the Parish Council the ability to address problems such as pot holes and safety and security of roads.   The County Council currently gets money for roads from the government and their priorities are A roads.  There is little money left for restoration of rad surfaces.
   The Chairman stated that the choice was between the status quo and additional cost to Parish.  Councillor Lewis suggested outlining general principles and indicating intentions and then gives the village a chance to comment at the budget meeting
    
10. HIGHWAYS AND OPEN AREAS
    A survey of the lane has been carried out by Highways. Give Way signs have been reinstated and white lines will be repainted in July on the Aylesbury Road and green Junctions
    A site meeting has been requested for site meeting for kerbing in Dark lane (ref 458719)
    HGV traffic through village has been reported to Highways and addition signs requested (ref 464089)
    Best kept Village competition application has been submitted.
    It was agreed that the Shop might be asked to change their sign.
    Bus shelter rails need painting.
    Church Lane sign at junction of Shupps lane has been reported.
    Cycle Path to Haddenham: Cllr Heybrook reported that Network Rail not being very co-operative, as they did not see the scheme as being commercially viable. Substrans might help, as potential users could include School Children as well as commuters.
     
11. PLANNING
    The two housing developments on Chilton Road have both been refused by AVDC
    An application has been received for a Loft extension at South Mead Bernard Close
    Front extension at 2 Elm Brook Close, and grain and machinery store at Grove Farm.
    4 Bernard’s Close – approved
     
12. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    Approval of accounts and appointment of external auditor
    The accounts were approved by the Parish Council and BKR Haines watts re-appointed as internal auditors.

ANY OTHER BUSINESS

• It was noted that grants are available for cycle ways.   
• The attention of the Parish council was drawn to the fact that mending potholes could increase the speed of delivery lorries in the lanes.
• The chairman advised the meeting that he was still pursuing the idea of a library in an old red phone box.
• A letter has been received regarding undergrown overhanging the lanes, which has not been cut.  Highways to be consulted.

DATE AND TIME OF NEXT MEETINGS

21st July 2104, followed by 3rd Monday in Month until Christmas 2014.

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Minutes: March 2014

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY MARCH 2TH 2014 IN THE VILLAGE HALL AT 7.30 .PM.

PRESENT:
Councillors Brown, Lewis, Edmonds , Heybrook, Mrs Lazaruk, Mrs Towell, Mrs Witcher, 19 members of the public, Parish Clerk,

APOLOGIES:
Cllr Mrs Lazaruk,

PUBLIC SESSION (SUSPENSION OF STANDING ORDERS)

• Tree roots are exposed at the bottom of Dark Lane. Damage is being caused by construction traffic, skips, scaffolding delivery lorries etc. Small Lorries have been requested but Cllr Edmonds advised the parish Council that the Council only had powers of persuasion.
• Cedar Cottage extension is being looked at by the enforcement team to ensure that the extension is in accordance with agreed plans.
• The white lines painted on the road outside the shop need to be repainted.

1. APPROVAL OF MINUTES OF MEETING OF FEBRUARY 10TH 2014
   Agreed as true record.
    
2. PLANNING MATTERS
   Applications for extension to Cricket Ground. A site meeting will be held at 6.00 pm on Friday 14th February. Cllr Heybrook declared an interest.
   Comments received regarding the two housing developments on Chilton Road have been submitted to AVDC Development Control.
    
3. VILLAGE PLAN REPORT
   The Village Plan consultation results were summarised by Cllr Lewis. Work will go on with the Action Plan. AVDC and Community Action Bucks were supportive. The results were 49% response rate with 56% in favour of the plan, and 44% against.
   Cllr Lewis proposed the Parish Council formally adopt the document Chearsley 2014. To use the document to the maximum extent possible as a guide in future Policy making and decision making.
   Not to be absolutely bound to follow the document where it has clear and valid reasons, case by case, for not doing so, but in such cases state and record in the meeting minutes the reasons for departing from the document.
   To incorporate the action plan into everyday work with a view to giving effect to the actions as soon as possible.
   Within 4 years of the date of this resolution to establish a formal review of the document with the objective of producing an updated version within 5 years of the date of this proposal. Seconded Cllr Edmonds. All agreed.
   Cllr Edmonds congratulated Cllr Lewis and his team.
   The Chairman stated that Cllr Lewis and his team had behaved with integrity, and advised the meeting that he and Cllr Lewis had been invited to Cuddington Annual Parish Meeting to present their findings
    
4. HIGHWAYS AND OPEN AREAS
   Rubbish is being dumped on verges on the Aylesbury Road behind Old Plough Close. The Chairman will approach property owners.
   The diseased tree on The Green will be removed, together with the stump next to it.
   Best Kept Village competition – submission to be made.
   There is a consultation document on the AVDC website regarding School Transport. Secondary School Children will only get funding for transport to Lord Williams School in Thame and the Henry Floyd School in Aylesbury. There will be no funding for transport to Risborough School.
   A proposal has been received requesting a skate park by the Allotments,
   Cllr Heybrook agreed to look into the matter of River Maintenance

ORDERS FOR PAYMENT AND FINANCIAL MATTERS
       
DATES AND TIMES OF NEXT MEETINGS
April 28th 2014 Annual Parish Meeting

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Minutes: September 9th 2013

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY SEPTEMBER 9TH 2013 IN THE CRICKET CLUB PAVILLION

PRESENT
Councillors Brown, Edmonds, Lewis, Mrs Lazaruk, Mrs Towell, 13 member of the public, Parish Clerk,

APOLOGIES
There were no apologises

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Proposals for housing in the Village. The chairman advised the meeting that the integrity of the Parish Council was paramount and they would comment on applications as and when received. Cllr Edmonds advised the meeting that AVDC would act according to District plan.
    
2. APPROVAL OF MINUTES JULY 17th 2013
   Agreed as a true record, proposed Cllr Mrs. Towell, seconded Cllr Mrs. Lazaruk
    
3. MATTERS ARISING FROM THE MINUTES
   Covered elsewhere in the agenda
    
4. HIGHWAYS AND OPEN AREAS
   Dog bins have been finalized. The Chairman thanked Cllr Mrs. Towell for her actions.
   Chearsley has been named as runner up in Best Kept Village competition.
   Grass verges in Village will only be strimmed – policy has changed. Guidance notes will be issued to villagers.
   Cattle Station at Grove Farm - damage to verges has been reported. Visibility is bad on the bend and bakery waste being fed to cattle is attracting seagulls, and plastic is blowing around fields.
   A new planning application is likely to be submitted for electronic gates at the site.
   Local Area forum. Is has been suggested that Chearsley share a mobile VAS device with Cuddington.
    
5. PLANNING
   The View, Winchendon Rd. The Parish Council will not support the application as the site is in an area of attractive landscape, outside building line, and the objections are the same as they were in 2011.
    
6. VILLAGE PLAN
   Responses have been received from 80-90 people- and extension has been agreed on to allow further comments to be made. Summary of comments will be produced after the 20th September.
    
7. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   Payments approved
    
8. NOTICE OF VACANCY
   The Parish Council can co-opt a new member if less that 10 people ask for an election
    
9. CORRESPONDENCE
   Wychert Way Footpath
   Community Impact Bucks
   Rural services Network Newsletter

DATE AND TIME OF NEXT MEETINGS
14th October 2013

Meeting closed 9.00 pm

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Minutes: June 17th 2013

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY JUNE 17TH 2013 IN THE VILLAGE HALL

PRESENT
Councillors Lewis in the Chair, Mrs Lazaruk, Mrs Towell, 1 member of the public, Parish Clerk,

APOLOGIES
Cllrs Brown, Edmonds

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Thanks were received for the support received from the Parish council regarding the planning application at Bernard’s Close
    
2. APPROVAL OF MINUTES JUNE 17 2013
   Agreed as a true record, after amendment it item 13- the tree is a sycamore not a lime tree.
    
3. MATTERS ARISING FROM THE MINUTES
   Covered elsewhere in the agenda
    
4. HIGHWAYS AND OPEN AREAS
   Flag pole to be moved to the other side of the hedge, to the left of was memorial.
   Grove Farm damage to verges by lorries going in and out of site. This has been reported to Highways.
   It was agreed that the dog bins would be placed on Church Lane by the footpath opposite the Shupps Lane/Church Lane Elbow and at the bottom of church Lane.
   Church Lane road sign by Shupps Lane junction to be repaired.
   VAS application has been submitted. A license fee of £ 350.00 + VAT has been paid, which is returnable if the engineer does not find locations suitable.
    
5. PLANNING
   Tree works to trees on Footpaths when trees are overlooking private properties.
   Cllr Lewis declared an Interest, and asked what the policy was regarding trees planted in the past by Parish Council which were growing over private property. A survey of trees planted by Parish Council will be needed.
    
6. VILLAGE PLAN
   No further developments since last meeting.
    
7. UNMETERED ELECTRICITY SUPPLY
   Eon are trying to invoice Parish council for light at Church Piece that does not work. Proof of usage has been requested. It was suggested that it be removed completely
    
8. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   Accounts have been returned by internal auditors and approved. To be sent to external auditors by the end of the week.
    
9. UNMETERED ELECTRICITY SUPPLY
   Eon have been chasing payment for street lighting at Church Piece. They have been asked to provide details of usage as the light has not worked for some time.
    
10. CORRESPONDENCE
    Members code of Conduct Template
    Armed Forces Day Aylesbury Rugby Club Weston Turville 29th June
    Hydration Campaign
    Summer Activities in Aylesbury vale
    Rural Vulnerability Service
    Bucks SLCC AGM and Conference – 12th July

DATE AND TIME OF NEXT MEETINGS
29th July 2013- meeting was subsequently cancelled

Meeting closed 8.45 pm

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Minutes: May 28th 2013

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY MAY 28TH 2013 AT THE CRICKET PAVILLION AT 8.00 PM.

(RECONVENED MEETING DUE TO LACK OF QUORUM THE PREVIOUS WEEK)

PRESENT
Councillors Brown, Edmonds Mrs Lazaruk, Lewis, Mrs Towell.
1 member of the public, Parish Clerk,

APOLOGIES
There were no apologies.

1. ELECTION OF CHAIRMAN
   Cllr Edmonds proposed Cllr Brown. Seconded Cllr Mrs Towell. All agreed.
   Cllr Brown duly elected for the coming year
    
2. ELECTION OF VICE CHAIRMAN
   Cllr Brown proposed Cllr Lewis, seconded Cllr Edmonds. Cllr Lewis duly elected for the coming year.
    
3. APPOINTMENT OF RESPONSIBLE FINANCIAL OFFICER
   The Clerk was appointed as responsibe financial officer. All agreed.
    
4. RESIGNATION LETTER FROM CLLR LEIF HYTTEN
   Cllr Hytten has resigned due to pressure of work. Vacancy to be publicised.
   
   
5. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   The Parish council was advised that the Windows at the new property being built at the Martins, Turnip Close was in breach of planning consent. Parish Council will visit the site.
    
6. APPROVAL OF MINUTES 21stMARCH 2013
   Agreed as a true record, after amendment to show that the figure for kerbing was to be increased to £ 5,000.00 by drawing down from reserves.
    
7. MATTERS ARISING FROM THE MINUTES
   There were no matters arising not covered elsewhere in the agenda.
    
8. MATTERS ARISING FROM THE ANNUAL PARISH MEETING
   Traffic Calming
   Moving of Flag Pole
   Fete on 29th June 2013
   Question regarding allocation of Trust Funds
   Cycle Route to Haddenham
    
9. ACTION TAKEN ON FAILURE TO COMPLETE AUDIT OF PARISH COUNCIL ACCOUNTS
   The Chairman has been in contact with the auditors and agreed that late submission of the accounts will not happen again. The chairman has time and date of conversation on records, and has been assured by the Partner at Mazars that the case has been closed.
    
10. HIGHWAYS AND OPEN AREAS
    Recent Damage to Dark Lane verges. A Letter has been received from Mr Peter Crook regarding damage to dark Lane by delivery lorry. This has been reported to Highways. Letter of complaint to be sent to builders.
    Best Kept Village competition- application has been submitted.
    Heathrow Hub at Haddenham-a letter has been received from John Bercow MP promising to support any objections.
     
11. PLANNING
    AVDC amendments to Local Development Order –smaller extensions from 1st June
    Aylesbury Vale Local Plan Strategy –comments invited until 19th June - Councillors to be prepare a Comment for next meeting
    Tree works to trees on Footpaths when trees are overlooking private properties.
    Cllr Lewis declared an Interest, and asked what the policy was regarding trees planted in the past by Parish Council which were growing over private property. The chairman noted that it the Parish Council was responsible for all the trees planted in the past, there should be a substantial sum in the budget to cover the work. Next agenda.
    4 Bernard’s Close – approved
    Remaining tree on The Green. It was agreed after a show of hands that the last of the three lime trees should remain.
     
12. VILLAGE PLAN
    Cllr Lewis reported the steering group will publish a draft plan early in July and hold a public meeting on the 17th July. Comments will be requested with voting in early August. It was hoped that the results would be published early in November, with final report in January 2014.
     
13. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    Approval of accounts and appointment of external auditor
    The accounts were approved by the Parish Council and BKR Haines watts re-appointed as internal auditors.
     
14. CORRESPONDENCE
    Members code of Conduct Template
    Rights of Way Newsletter
    Textile Recycling for the Parish,
    Rural services network Newsletter
    Community Impact newsletter
    Protection for Bell Public House

DATE AND TIME OF NEXT MEETINGS
17TH June 2013
22ND July 2013

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