Minutes: September 28th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY SEPTEMBER 28TH 2015 IN THE VILLAGE HALL AT 7.30 PM

1. PRESENT
   Councillors Brown, Lewis, Bown, Howard, Heybrook, and Mrs Witcher
   9 members of the public, Parish Clerk,
    
2. APOLOGIES
   Apologies received from Cllr Edmonds
    
3. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   It was agreed to move to the discussion of the Steve Vear Memorial Tree and bench Location to the public session.
   Mrs Vear would like to see a tree planted either by the little two seater bench or where the Christmas tree is usually installed.
   She has selected a Prunus Royal Burgundy with coloured leaves.
   Cllr Heybrook pointed out that the Jubilee oak would eventually get very large, and the hornbeams are already taking up quite a lot of space.
   It was suggested that the Parish Council and the family hold a site meeting to look at possible locations, and that potential dimensions should be specified.
   The site meeting will confirm location without establishing any precedent, once they have details of tree size and bench style.
    
4. APPROVAL OF MINUTES JULY 20TH 2015
   The Chairman welcomed the two new members of the Parish Council, who signed declarations of acceptance of office.
   
   
5. MATTERS ARISING FROM THE MINUTES
   There were no other matters arising not covered elsewhere in the agenda.
    
6. PLANNING
   It was agreed that minutes of site meetings held in the previous month would be included with the minutes.
   A site meeting has been arranged for Prospect Cottage on the 9th October at 9.30 am. The Chairman declared an interest
    
7. RISK ASSESSMENT.
   The insurance company has confirmed that the list of items covered is generic, and does not reflect the actual assets held by the Council. A list of current assets with values attached.
    
8. HIGHWAYS AND OPEN AREAS
   VAS:  Cllr Brown wills liase with Mr. and Mrs. Lazaruck.
   Kerbing: A site meeting has been arranged with the contractors.
   New Flag Pole: It was agreed that a 6 metre high permanent flag pole should be installed near the war memorial, at a cost of £ 189.00 + fixtures and fittings and installation.
   £189.00 will be allocated against the current £900.00 Village projects reserve fund.
   Road Markings at the top of Church Lane – to be reported to highways those painted recently are not of a professional standard.
   New Noticeboard, approved but awaiting final quotes. Cllr Mrs. Witcher will seek quotes.
   Defibrillator:It was agreed previously that this will be funded by the proceeds of the Fete.
   It was reported that there is no fixed sum nominated. John Howard will come to the next meeting with a firm proposal.
   Red Cross will provide training and advice. Volunteers will be needed to take this training.
   Village Hall Improvements: Cllr Heybrook reported that the Committee had decided the original design was too expensive and unattractive, and a new architect has been appointed. Lynne Palmer of Thame. The £1400.00 spent on the original architect has been written off.
   Cllr Bown had suggested that the Village Hall Management Committee approach West Wind Oak Designs, who subsequent provided a design for consideration.
   The Village Hall will receive £95,000.00 from Stoney furlong development, but will need £350,000.00 Grants are being investigated.
   CHUF have asked to install a Notice Board on the Green to advertise availability. After some discussion, it was agreed that a temporary board would be acceptable, but nothing permanent. It was noted that CHUF made a big contribution to the youngsters in the village and should be supported
    
9. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   See attached.
   Cllr Bown suggested a project list to justify any potential increase of the Precept next year, based on the Village Plan.
    
10. SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    It was noted that the road on the Aylesbury bus stop side had been flooded again. This has been reported to Thames Water.
    Cllr Mrs. Witcher reported that people are still using Chilton Road, despite Road Closed signs, which is causing delay to works. The footpath alongside the road will be 5 ft wide to allow for wheelchair access.
     
11. DATES OF NEXT MEETINGS
    Monday19th October
    Monday 16th November

Meeting Closed at 9.15 pm

---

Minutes: July 20th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY JULY 20TH 2015 IN THE VILLAGE HALL AT 7.30 PM

PRESENT:
Councillors District Councillor Hawkett, Lewis, Edmonds, Heybrook, Bown, and Howard.
4 members of the public, Parish Clerk,

APOLOGIES:
Apologies from Councillor Brown and Councillor Mrs Witcher
Councillor John Lewis took the chair in the absence of the Chairman.

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Nothing raised
    
2. APPROVAL OF MINUTES JUNE 8TH 2015
   Minutes agreed as a true record after amendments.
    
3. MATTERS ARISING FROM THE MINUTES
   Cllr Edmonds volunteered to be the Parish council representative on the PCC
   Cllr Heybrook agreed to represent the Parish Council on the Village hall Management committee.
   Cllr Heybrook also agreed to monitor Footpaths.
   Defibrillator:The Fete Committee had agreed to allocate a quarter of the proceeded to help fund a defibrillator. Location to be discussed at next meeting. Cllr Howard will ascertain the amount of funding available.
   Cllr Hawkett suggested that the Cricket club be asked for a contribution. AVDC have funding to train first responders.
    
4. RISK ASSESSMENT.
   The values on the asset register agreed. These are to be submitted to insurance company with a request for premium to be reviewed.
    
5. PLANNING
   Cavings – School Lane and Bye ways the Green site meetings to be arranged on Friday 24th July AT 6.30
   Cllr Edmonds proposed leaving the decision to the authorities if there was no objection. If the Parish council objects they need to send a speaker to Development control Committee.
   It was agreed that site meeting minutes be recorded.
   There was no objection to the application for Bees Cottage Aylesbury Road.
   Post codes for new houses at Stoney Furlong and Chestnut View have been confirmed by AVDC
    
6. HIGHWAYS AND OPEN AREAS
   VAS- update required at next meeting.
   It if is faulty, a claim needs to be made from insurance company.
   Installation ponts to be located and marked.
   Kerbing – next agenda.
   New Notice Board.
   Next agenda
   Flag Pole: Prices for moveable flag pole have been obtained. £85.00 for mobile flagpole. The height should be the same size as exiting pole – The Village Hall representative will raise the matter at the next meeting.
   Foot path 4 diversion. It was agreed that the responsibility of moving the footpath was the landlords. No further action.
   Bus stop- Engineers will investigate. They have been advised that it is in conservation area
   A letter has been received from Mrs. Parkes regarding dog fouling in Dark Lane.
   It was noted that cars are ignoring the No Entry sign at the top of school Lane
   
   
7. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   Internal audit has been completed and action items noted. The internal auditor was satisfied that all queries were answered. Parish council will request an expenses report from the Auditor. All agreed.

SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM

• Light at Church Piece: This has been defective for some years. It used to be maintained by Walker. Village Plan did not included street lighting. It was agreed that no further action be taken.

Date and Time of Next meeting
Monday 21st September 2015

---

Minutes: June 8th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY JUNE 8TH 2015 IN THE VILLAGE HALL AT 7.30 PM

PRESENT:
Councillors Brown, Lewis, Edmonds, Bown , Howard, Bown ,and Mrs Witcher
5 members of the public, Parish Clerk,

APOLOGIES:
Apologies from District Councillor Hawkett.

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Footpaths: Footpath diversions need to be applied for by the owner of the property, and the Parish Council would consider the application once received. It was agreed that the Parish Council should not get involved before the Landowner. It was agreed that the procedure for changing the route should be clarified. All agreed.
   
2. APPROVAL OF MINUTES MAY 18TH 2015
   The Chairman welcomed the two new members of the Parish council, who signed declarations of acceptance of office.
   Minutes agreed as a true record. Proposed Cllr Lewis seconded Cllr Witcher.
   There were no matters arising not covered elsewhere in the agenda.
    
3. MATTERS ARISING FROM THE MINUTES
   Funding for a defibrillator has been earmarked from the proceeds of the Village fete.
   The bus stop sign has been repaired after damage.
   Benches on the Green and by the War memorial have been restored by volunteers.
   Bus Company will be approached to replace both bus stop signs, possible with electronic signs.
    
4. RISK ASSESSMENT.
   It was agreed that all expectations had been met. Assets on insurance policy to be reviewed and a new quote to be obtained. List to be annotated with current values. Next agenda.
    
5. PLANNING
   It was agreed that Stoney Furlong as an appropriate name for the new development at Chilton Road.
   A site meeting has been arranged at Bees Cottage at 9.30 am on Friday 13th
   Cllr Edmonds advised the meeting that procedures for planning applications had changed since the election.
   Work has started at the Lodge, Church Lane.
    
6. HIGHWAYS AND OPEN AREAS
   VAS will be moved to Winchendon Rd once it is operational
   Cllr Mrs. Witcher reported that the approved contractor has quoted for setts in Dark Lane opposite Walnut Orchard and below the Rosary. A meeting to be arranged at the end of the week for the chairman to meet the contractor.
   New Notice Board: Quotes have been obtained. Samples will be provided for the next meeting.
   Removal of Flag Pole: Prices are being obtained.
   Road Closures to be applied for 15th August and memorial Sunday
   The trees at the churchyard are being pollarded.
    
7. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   The Clerk has approached NAT WEST and obtained the necessary forms. It was formally agreed that the bank account be moved from Lloyds to NatWest, and the forms were signed.
   Approval of accounts and appointment of external auditor
   The accounts were be checked by Chairman and Vice Chairman, prior to approval by the Parish Council. This has been done.
   It was agreed Mrs. Jacqui Porteous be appointed internal auditor, as suggested at previous meeting.

SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM

• Mrs. Tillier reminded the meeting that the bus stops were in the conservation area and therefore light up electronic signs were not appropriate.
• Mrs. Witcher advised the Meeting that Mrs. Joy Payne would visit owners of properties affected by tree pollarding at the Churchyard.
• It was requested that names and addresses of all Councillors be circulated...

---

Minutes: May 18th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY MAY 18TH 2015 IN THE VILLAGE HALL AT 7.30 PM

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

APOLOGIES:
Cllrs John Howard and Paul Bown. The two new councillors were unable to attend due to prior engagements

1. ELECTION OF CHAIRMAN
   Cllr Lewis proposed Cllr Brown. Seconded Cllr Mrs. Witcher. There were no other nominations. Cllr Brown agreed to serve for the coming year. All agreed.
   Cllr Brown duly elected for the coming year. A declaration of acceptance of office was signed.
   The Chairman welcomed the newly appointed Parish Council, including the two new Councillors.
    
2. ELECTION OF VICE CHAIRMAN
   Cllr Mrs. Mrs. Witcher proposed Cllr Lewis, seconded Cllr Heybrook .Cllr Lewis agreed to serve for the coming year.
   Cllr Lewis duly elected for the coming year. A declaration of acceptance of office was signed.
   
3. APPOINTMENT OF RESPONSIBLE FINANCIAL OFFICER
   The Clerk was proposed by Cllr Lewis, seconded Cllr Edmonds 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
   Mrs. Tillier requested that all correspondence to the Parish Council be read out at the meeting, and to have correspondence included on the agenda. Councillor Edmonds proposed correspondence be added to the agenda after the public session.
   Traffic Calming: Mrs. Dormer requested an update on speeding problems on Winchendon Road. The bridge works at Cuddington Mill have increased the flow of traffic, along the Winchendon Road.
   Cuddington Parish Council has suggested a meeting with Dinton and Chearsley to address traffic issues. Cuddington are hoping to re-instate the Traffic Action group. Volunteers will be needed.
   Mrs. Tillier requested that that Parish Council appoint a footpath Officer. Next agenda.
    
6. APPROVAL OF MINUTES FEBRUARY 16 TH 2015
   Agreed as a true record. The informal meeting held in March is for information only.
   There were no matters arising not covered elsewhere in the agenda.
    
7. MATTERS ARISING FROM THE MINUTES
   Covered elsewhere in the agenda
    
8. MATTERS ARISING FROM THE ANNUAL PARISH MEETING
   Parking at Elm Brook Close: Plant and builders vehicles are being parked at the bottom of Dark lane and Elm Brook Close. Property owners have been contacted but the parish Council has no power to take any further action.
   Water Leak has been repaired in Dark Lane has been repaired – to be monitored.
   Road works on the bridge between Cuddington and Chearsley were more complex than expected, and an emergency extension was needed to finish work. The road will re-open on Friday 22nd May.
   The Chairman will write to Bucks CC re notification of closure and very inadequate signage There was also no prior notification of the road closure on the 17th May for the Race for Life
   Volunteers are needed for Action Items in the Village plan – this is to be included on agenda in future to review progress. Action has been taken on some of the items, but further input needed.
   Cllr Heybrook advised the meeting that he was still personally pursuing the possibility of a cycle track to Haddenham, although the cost factors currently make it impracticable. Cllr Heybrook will report back to Parish Council of there are any further developments.
    
9. HIGHWAYS AND OPEN AREAS
   Cllr Mrs. Witcher reported that the approved contractor has quoted for setts in Dark Lane opposite Walnut Orchard and below the Rosary and repairs to the two traffic islands at the top of School and around the Chestnut Tree.
   The Parish Council agreed to approve the start of the work, proposed Cllr Brown, and seconded Cllr Lewis. All agreed. It was noted that the contractor had suggested bollards in the driveway of affected properties , but it was agreed that this should be the responsibility of the individual property owners.
   Cllr Edmonds was concerned that the setts would increase the width of the lane if the contractor cuts into the bank. He requested that the installation of the kerbs should respect the width of the lane. There was also concern that setts on one side could cause additional erosion opposite.
   Cllr Brown will meet with the contractors prior to work starting
   Best kept Village competition application has been submitted.
   New Notice Board: It was suggested that a replacement notice board be installed at the bus shelter which would be fully glazed ,with one side locked and the other available for casual notices. The Chairman felt that the Parish council should not be responsible for CHUF notice board as well, but the two organizations could place and order together Pictures and quotes to be provided at next meeting.
   Benches at the war memorial need restoration Quotes to be obtained
   Removal of Flag Pole:It was agreed that it might be cheaper and more effective to get a new flag pole behind the war memorial, rather than excavate the concrete in the village hall grounds.
   Red Telephone Box: The Chairman is still pursuing this personal project.
    
10. PLANNING
    Bees Cottage, Aylesbury Road. A site meeting will be held on Friday 22nd May at 9.30 am
     
11. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    There were no orders for payment, The Clerk has done some research into Society Bank accounts and will approach Nat West regarding moving accounts from Lloyds
    Approval of accounts and appointment of external auditor
    The accounts will be checked by Chairman and Vice Chairman, prior to approval by the Parish Council
    It was agreed that BKR Haines Watts be re-appointed as internal auditors.
    Pension rules for Clerk to be checked

SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM

• Lower Green Lane Footpath – diversion to be considered.
• Defibrillator - a request has been made for a defibrillator in the village after an incident at the bus stop
• White Gates at entrances to village need restoration. Cllr Edmonds advised the meeting that micro grants might be available.
• The Parish Council was advised that there was a local auditor who might be prepared to carry out the internal audit
• Litter pick before Best Kept Village
• Volunteers will be needed to plant, scrub etc. Cllr Mrs. Witcher will coordinate

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.

DATE AND TIME OF NEXT MEETINGS
15th June 2015 (later changed to 8th June)
20th July 2015

---

Minutes: March 16th 2015

CHEARSEY PARISH COUNCIL
MINUTES OF THE MEETING HELD ON MONDAY MARCH 16TH 2015 IN THE VILLAGE HALL AT 7.30

PRESENT:
Councillors Lewis, Mrs Towell, Mrs Witcher, 6 members of the public, Parish Clerk.
Councillor Lewis took the chair in the absence of Cllrs Brown, and it was agreed that due to the shortage of Councillors a brief informal meeting would be held.

APOLOGIES:
Cllr Brown, Edmonds, Heybrook, Mrs Lazaruk

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Peacocks: Complaints have been received regarding peacocks in the gardens around Bernard’s Close.The owners have been contacted , but have not taken any action
   Heavy Good Vehicle:It was noted that the owners of the Buildbase lorry that had caused problems in Dark Lane had been contacted by the PSO.
    
2. FEBRUARY 16TH 2015 MINUTES
   These are to be amended to clarify the exact location of the footpath alongside the old Bakery. The Right of Way has been confirmed by the LAND Registry and AVDC plans. (See the attached map). The Parish Council apologized for the misunderstanding.
    
3. MATTERS ARISING FROM THE MINUTES
   There were no matters arising
    
4. VILLAGE PROJECTS
   Best Kept Village competition application to be submitted.
   VAS – Next agenda
   Kerbing: Measurements have been taken by approved contractor. He has suggested single row of sets with a shoulder. He also surveyed the sets around the island at the top of school lane and the island round the chestnut tree and quoted approx. £100.00 per metre for repairs.
   Cllr Mrs. Witcher will have figures for the Annual Parish Meeting. There is £ 6175.00 in the budget.
   Notice Board needs replacement. It was suggested that a glazed and partially lockable notice board be installed to allow public notices to be put up on the half the available space.
   Developments.
   Mrs Howard has agreed to design letter head – possibly the chestnut tree – next agenda
    
5. PLANNING APPLICATIONS
   Byeways the Green. Site meeting to be arranged
    
6. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   Cheques for dog bins and clerk signed.
    
7. PARISH ELECTIONS
   Information packs are available and will be distributed as requested.
    
8. ANNUAL PARISH MEETING
   This will be publicised prior to the meeting in April

SECOND PUBLIC SESSION

• It was noted that two quotes had been obtained for the kerbing, as there were a limited number of approved contractors
• Mr Bown advised the meeting that small lorries had been requested for the work at River view. The Chairman thanked him .
• The plaques have been put on the benches in memory of Mrs Duval. Benches need restoring.

DATE AND TIME OF NEXT MEETINGS
Monday April 20th 2015 in the Village Hall

---

Minutes: February 16th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY FEBRUARY 16TH 2015 IN THE VILLAGE HALL AT 7.30

PRESENT:
Councillors Edmonds, Heybrook, Mrs Towell, Mrs Witcher, 2 members of the public, Parish Clerk.
Councillor Michael Edmonds took the chair in the absence of Cllrs Brown and Lewis.

APOLOGIES:
Cllr Brown, Lewis, Mrs Lazaruk

1. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
   Heavy Good Vehicles: A delivery lorry nearly caused an accident in Dark Lane when a pedestrian walking her dogs was nearly pushed off the lane. There are restriction signs saying that the lanes are not suitable for heavy good vehicles but these are disregarded. Agenda item for Annual Parish Meeting.
   Cllr Mrs Witcher advised the meeting that the contractors were due before the end of the month to give a final quote for kerbing. The kerbs would be placed at the edge of the tarmac.
   It was advised that the road between Cuddington and Chearsley would be closed for up to a week for carriageway repairs.
    
2. REVISED NOVEMBER MINUTES
   Agreed as a true record
    
3. JANUARY MINUTES
   Agreed as a true record
    
4. MATTERS ARISING FROM THE MINUTES
   There were no matters arising
    
5. VILLAGE PROJECTS
   VAS – Next agenda
   Kerbing
   See above
   Village Hall Improvements: Mrs. Morbey advised the meeting that the quotations from the architects had come in much higher than originally estimated. The provisional quotation of £300 000.00 had increased to between £500 000. and £600 000.00 . There were no further developments.
    
6. PLANNING APPLICATIONS
   Replacement garage at The Barn Elm brook Close – no objection
    
7. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
   Figures from budget discussion agreed.
    
8. PARISH ELECTIONS
   Information packs will be made available once received from AVDC. Election will be publicised closer to the time
    
9. ANNUAL PARISH MEETING AGENDA ITEMS
   Requesting small lorries for deliveries in sunken lanes
   Electricity supply for the Green
   Moving flag pole to the other side of the hedge
   New Notice Board with glazing
    
10. ANY OTHER BUSINESS
    Best Kept Village Competition – next agenda to allow the Chairman to comment
    There will be a litter pick on the 4th March at 9.45 am outside the Bell Inn
    Footpaths: A report has been received that there is some confusion as to the exact location of the footbath alongside the Old Bakery in Church Lane.
    The Plaques for the benches in Memory of Mrs. Duval have been ordered.

SECOND PUBLIC SESSION

• It was noted that work on cedar Cottage in Dark Lane would start in the summer. Small lorries to be requested for deliveries
• Where potholes are reported they are gradually being repaired

DATE AND TIME OF NEXT MEETINGS
Monday March 16th 2015 in the Village Hall

---