26 Oct 2016

Minutes: 17th October 2016

DRAFT MINUTES

CHEARSLEY PARISH COUNCIL
MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 17TH OCTOBER 2016 IN THE VILLAGE HALL AT 7.30PM
PRESENT:
Councillors: Nic Brown (NB), John Lewis (JL), Paul Bown (PAB), John Howard (JH), Julia Witcher (JW)
Parish Clerk: Helen Spurgeon, Venetia Davies
Responsible Finance Officer: Robert Parkes (RP)
Parishioners:  There were 2 Parishioners

PARISHIONERS QUESTION TIME
A resident asked for an update on the installation of the noticeboard, highlighted the need for the pruning of a walnut tree in School Lane and gave objections to the planning application 16/03565/APP: 2-4 Winchendon Road.
  1. APOLOGIES
    Michael Edmonds (ME). Absent - Michael Heybrook (MH)
     
  2. WELCOME TO NEW PARISH CLERK AND RFO
    NB welcomed Helen Spurgeon and Robert Parkes to the Parish Council and highlighted the strengths of this new working relationship.
     
  3. APPROVAL OF SEPTEMBER 2016 MINUTES
    Minutes were agreed as a true record and signed by Chairman, Nic Brown.
     
  4. MATTERS ARISING FROM PREVIOUS MINUTES excluding Village Projects including Highways
    •    Overhanging hedge. ACTION: CLERK to monitor cutting back of hedge by Aylesbury Vale Housing Trust and Bucks County Council.
    •    Dog Bins. Councillors agreed to the purchase of 2 new dogs bins, to be situated close to the Village Green and the bottom of Church Lane at a cost of £308.21 excluding VAT (each). Councillors also agreed to the purchase of 4 dog bag dispensers and bags to be sited next to all dog bins at a cost of £79.00 excluding VAT (each) and £26.00 per 800 respectively. Responsibilities for replenishing the bags were agreed as: Village Green (NB), Bottom of Church Lane (PAB), Willow Farm (JH). ACTION: CLERK to order dog bins, dispensers and bags.
    •    AVDC planning portal. ACTION: Councillors and Clerk to register to receive planning alerts.
    •    Antonia Carr-Locke has confirmed attendance at the November meeting to give an update on the progress of the village hall.
     
  5. DECLARATIONS OF INTEREST
    There were no interests declared. It was requested this item precede Matters Arising on future Agendas. ACTION: CLERK to note.
     
  6. PLANNING
    •    16/02305/APP – The Lodge, Church Lane, Chearsley, Bucks, HP18 0DF
    NB attended the Committee Meeting. Planning was granted by AVDC. NB stressed his concerns over the lengthy waiting time to speak in support of the Parish Council’s objection and then the lack of discussion. ACTION: ME to give his view of the planning process at Committee Meetings at the November meeting.
    •    16/03609/APP – The Old Granary, Chilton Road, Chearsley, Bucks, HP18 0DN
    ACTION: JL to circulate plans for Parish Councillors comments. CLERK to notify AVDC Planning Department.
    •    16/03565/APP – 2-4 Winchendon Road, Chearlsey, Bucks, HP18 0DP
    It was agreed a site visit to be conducted on Saturday 22nd October at 10.30am. ACTION: CLERK to obtain copy of plans from AVDC or Architect, advertise site visit on Chearsley website and Notice Board. To also invite and inform ME and MH of site visit. COUNCILLORS to attend site visit. CLERK to notify AVDC Planning Department of Councillors comments.
     
  7. CORRESPONDENCE
    There was no correspondence outside the Agenda items.
     
  8. CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS
    There were none. ACTION: CLERK to invite ME (BCC) to update Councillors of BCC news at future meeting and invite Michael Hawkett (AVDC District Councillor) to attend future meeting to update Councillors on AVDC news.
     
  9. PC GOVERNANCE
    Following discussions with Leif Hytten it was proposed that the Parish website ‘chearsleypc.blogspot.co.uk’ would be updated with historic data and published information so that it is compliant with the Transparency Code. This to include Minutes of formal meetings, full and informative Agendas, details of every item of spending of £100 or more, end of year accounts and the annual governance statement, bank reconciliation statements, the internal audit report, names of Councillors, their responsibilities and which committees and outside bodies they are put onto by the council and a list of assets. In addition to accessing this website through its domain name, visitors will also be able to access the website through ‘chearsley.blogspot.co.uk’. It was also proposed that administrative rights should be signed over to Chearsley PC. ACTION: CLERKS to demonstrate the new PC website at the November meeting and obtain agreement from Councillors to website proposals. New Parish Clerk details have been uploaded to both websites.
     
  10. VILLAGE PROJECTS
    •    Kerbing and Verges. JW has obtained one quote but needs a further two. The contractors are not responding and we need to make a decision at the next meeting. ACTION: CLERK to obtain a list of contractors from TfB.
    •    HGV Working Party. JH informed of a further meeting on Monday 24th October to include the preparation of a joint submission on the findings of the recent HGV traffic surveys at the forthcoming TfB Autumn/Winter Conference, 1st November 2016.
    •    Speed in Village. ACTION: JH to enquire about consultancy from TfB and request attendance at the November meeting to outline speed restriction measures including the new Sentinal speed equipment.
    •    Village Walkaround. Following village walkaround, Dave Smith, LAT, has agreed to replace Giveway signs in village and remark white lines around Village Green. ACTION: CLERK to chase.
    •    Trees in Village. It was agreed to obtain a register of trees in the village so that a tree survey feasibility study can be produced. ACTION: CLERK to enquire with ME and Community Spaces at AVDC.
    •    Contractor/Village Handyman. PAB has meet with contractor to undertake village projects. The railings by bus stop are irreparable and require replacing. ACTION: PAB to obtain quotation for replacement railings. Installation of Village Noticeboard and erection of Flagpole arranged for w/c 24th October.
    •    Bus Shelters, new bus stop signs and timetable. It was agreed to obtain costings for tiling the roof of the bus shelters with slates and treating the wooden benches. ACTION: JH to obtain costings. JH confirmed the new bus stop signs, waste bins and timetable were in hand with Red Line and will be replaced soon.
    •    Provision of Welcome to Chearsley sign. It was agreed to proceed with the restoration/repainting of the white gates at the entrances to Chearsley. ACTION: NB to instruct handyman.
    •    Bollards and Signage for Village Green. Councillors agreed to the ‘No Parking’ signs at approximately £40-£45 each. ACTION: NB to order and arrange installation. Without resolving the parking issue, Councillors agreed that bollards could hamper the access of emergency vehicles. ACTION: COUNCILLORS to assess bollards on Saturday 22nd October.
    •    Footpath on Village Green. ACTION: CLERK to agenda for future meeting.
    •    Painting of Post Box. ACTION: CLERK to check responsibility with Royal Mail.
    •    Defibrillator. The idea of locating a defibrillator in a new red phone box was discussed ACTION: COUNCILLORS to discuss location of defibrillator on Saturday 22nd October. NB to ascertain usage of current phone box from BT.

  11. FINANCE
    a.    Orders for Payment.
    •    Bench Plaque - £40.00
    •    PCC Grant - £600.00
    •    Village Hall Rental – £900 (for 3 years)
    •    South Bucks Tree Surgeons - £504.00
    •    Electricity - £519.80
    Note: Santander repayment £567.42 to the Parish Council reserve fund.
    b.    Audit
    In hand with Mazars.
    c.    Pension auto enrolment obligations
    ACTION: JL to instruct JE Accountants.
    d.    Other
    Bank Mandate forms were distributed for completion. ACTION: Councillors to return to JL. RP to set up BACS transfers. CLERK to obtain quotation for administering payroll from JE Accountants. CLERK to notify Ruth Holland that Helen Spurgeon is now holding the Parish Council keys to the village hall.

  12. BCC WORKSHOP COMMUNITY INFRASTRUCTURE LEVY AND SECTION 106 AGREEMENTS
    It was agreed that Councillors would highlight Chearsley’s current infrastructure priorities so that BCC were better informed for Section 106 Agreements. ACTION: CLERK to circulate information with examples. COUNCILLORS to agree priorities. CLERK to submit to BCC.

  13. REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS
    There were none.
     
  14. ITEMS FOR INFORMATION
    •    TfB Autumn/Winter Conference. ACTION: JH and CLERK to attend.
    •    Single unitary authority. Councillors noted BCC vote approving the business case.
    •     Representatives of BCC to discuss proposals for streamlining local government.
    Councillors are invited to attend Cuddington Parish council meeting on 12/12/16.
    •    Christmas Tree. ACTION: JW to source. Lighting up agreed 9th December 2016
    •    Remembrance Wreath. ACTION: CLERK to order and arrange delivery. Remembrance Sunday 13th November.
    •    Referendum/Precept. ACTION: JL to respond.
    •    Parishioners Question Time. ACTION: CLERK to reinstate at the end of the meeting (as well as at the beginning).
     
  15. DATE AND TIME OF FUTURE MEETINGS
    It was agreed that the Parish Council would meet on the 3rd Monday of the month. The next meeting will be on Monday 21st November and Monday 12th December (Budget meeting). Councillors also agreed to an August meeting.
     
  16. DATE AND TIME OF NEXT MEETING:
    MONDAY 21ST NOVEMBER 2016 AT 7.30PM
    CHEARSLEY VILLAGE HALL

14 Oct 2016

Agenda: CPC Meeting 17th October 2016


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

 Monday 17th October 2016 at 7.30pm in the Village Hall

Councillors are summoned to attend.

A G E N D A
Parishioners Question Time
15 minutes will be set aside to receive representations from members of the public.
  1. Apologies for Absence
  2. Welcome to Helen Spurgeon, new Parish Clerk and Robert Parkes, new Responsible Finance Officer
  3. Approval of Minutes – Monday 26th September 2016
  4. Matters Arising from previous Minutes (26th September 2016) excluding Village Projects including highways
  5. Declarations of Interest, in accordance with Sections 30(3) and 235(2) of the Localism Act 2011 Councillors should declare any personal, prejudicial or pecuniary interests pertaining to the agenda.
  6. Planning:
    •    16/02305/APP - The Lodge, Church Lane, Chearsley, Buckinghamshire, HP18 0DF Demolition of existing garage/workshop, and erection of a detached two storey dwelling, plus amended parking to serve existing house.
    •    16/03609/APP - The Old Granary, Chilton Road, Chearsley, Buckinghamshire, HP18 0DN Single storey rear infill extension
    •    16/03565/APP - 2-4 Winchendon Road, Chearsley, Buckinghamshire, HP18 0DP Removal of existing dwellings and residential redevelopment to create 5 x 2 bed dwellings and 1 x 3 bed dwelling and 1 x 4 bed dwelling and revised access.
  7. Correspondence, any outside Agenda items.
  8. Contributions from AVDC and BCC Cllrs
  9. PC Governance, to discuss options for making chearsley.blogspot.co.uk a Transparency Code compliant website.
  10. Village Projects including highways
  11. Finance a.Orders for Payment, to note and sign cheques b.Audit, to inform of any progress c.Pension auto enrolment obligations (to commence on 1st February 2017), to consider.
  12. BCC workshop Community Infrastructure Levy and Section 106 Agreements, to note presentation and consider highlighting Chearsley’s current infrastructure priorities.
  13. Reports from Councillors attending meetings and outside organisations
  14. Items for Information •    TfB Autumn/Winter Conference - 1 November 09:00 to 14:00, AVDC, The Gateway, Aylesbury. •    Single unitary authority, to note Bucks County Council vote approving the business case for a single unitary authority in the county. •    Representatives of Bucks County Council to note attendance at Cuddington Parish Council meeting (12/12/2016) to discuss proposals for streamlining/modernising local government in Buckinghamshire.
  15. Date and Time of future meetings, to schedule future meetings.
  16. Date and Time of Next Meeting:
    Monday 21st November 2016 at 7.30pm Chearsley Village Hall

26 Sept 2016

Minutes: 26th September 2016



DRAFT MINUTES

CHEARSEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 26TH SEPTEMBER 2016 IN THE VILLAGE HALL AT 7.30 PM



PRESENT
Councillors:    Nic Brown (NB), John Lewis (JL), Paul Bown (PAB), Michael Edmonds (ME), John Howard (JH)
Parish Clerk: Venetia Davies (as interim Parish Clerk)
Parishioners:  There were 2 Parishioners


1.    APOLOGIES

Michael Heybrook (MH), Julia Witcher (JW).

2.    PARISHIONERS QUESTION TIME (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM

·         An overhanging hedge in Church Piece was reported to still be blocking the public footpath.  ACTION: CLERK to contact Aylesbury Vale Housing Association to ascertain responsibility.

3.    APPROVAL OF JULY 2016 MINUTES

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

4.    MATTERS ARISING FROM THE MINUTES

·         Missing dog bin at bottom of Church Lane.  ACTION: CLERK to notify AVDC.  Clerk to also ascertain number of dog bins and empties allocated to Chearsley and research costs for dog bag dispensers.  
·         AVDC planning portal.  Details circulated by JL.  ACTION: Councillors to register to receive planning alerts.
·         Pot holes. Some remaining.  Parishioners to be encouraged to report potholes on “Tell TfB” pages of BCC website: http://www.buckscc.gov.uk/transport/tell-tfb.  ACTION: CLERK to check if Margaret Morbey has included on chearsley.blogspot.com.
·         Kerbing.  Site meeting arranged with 3 contractors.  ACTION: JW to oversee and circulate proposals and timetables to Councillors.
·         Verges.  Site meeting arranged with 3 contractors.  ACTION: JW to oversee and circulate proposals and timetables to Councillors.  It was agreed that responsibility of verges and hedges in village lanes be ascertain in order to agree a policy and schedule.  ACTION: CLERK to determine and agenda for October meeting.



5.    PC Governance

·         Arrangements for appointment of new Parish Clerk. 
Job description circulated and agreed by Councillors (copy attached).  Interviews for a new Parish Clerk will take place w/c 26th September.  Given the appointment of a voluntary Responsible Finance Officer (below), it was agreed the hours for the new Parish Clerk would be 16 hours a month (as a trial).
·         Appointment of Advisor – Responsible Financial Officer
In order to bring a greater degree of financial expertise to the management of its financial affairs, the Parish Council decided to separate the roles of Parish Clerk and Responsible Financial Officer and resolved:
1.    To create a separate post of Responsible Financial Officer (RFO)
2.    That the RFO will be an Officer of the Parish Council in accordance with Statutory requirements
3.    That the RFO will operate in accordance with the Job Description annexed to the minutes of this meeting (attached).
4.    That the RFO will be an unpaid role
5.    That the RFO may attend and speak at Parish Council meetings as appropriate to his/her role
6.    That the RFO will not have voting rights on the Parish Council
In making this Resolution, the Parish Council noted the individual and collective responsibility of Councillors for the proper administration of relevant public funds and that the appointment of an RFO does not in any way remove or change that responsibility. Councillors agreed to appoint Robert Parkes to the role of RFO for a period of 1 year commencing 1st October 2016.  This period to be extendable subject to mutual agreement between the Parish Council and Mr. Parkes. 
·         Thanks were paid to Venetia Davies, Clerk to Cuddington and Ashendon Parish Councils, for acting as interim Clerk during the recruitment process of a new Clerk to Chearsley.  ACTION: CLERK to invoice Parish Council so that payments can be listed in Order for Payment.

6.    PLANNING

a.    Result of Site Meetings held:
·         16/02254/APP: Bramley House, Shupps Lane, Chearsley, HP18 0DE
Widen existing vehicular access.
Parish Council has submitted supports application to AVDC. 

·         16/02305/APP: The Lodge, Church Lane, Chearsley, HP18 0DF
Demolition of existing garage/workshop, and erection of a detached two storey dwelling, plus amended parking to serve existing house.
Parish Council has submitted opposes application to AVDC. 
ACTION: NB or ME to register to speak at Committee Meeting and attend.  Date to be advised.

b.    New applications
·         16/03486/ATC: The Boot, Watts Green, Chearsley, HP18 0DD
T1 Ash on left of drive entrance.  Crown reduce in height by 2metres and sides by 1.5metres. Raise up to 1.4metres.  T2 Holly.  Crown raise to 2.5metres.  Crown reduce by 4metres approximately (Keep triangular shape).  Bring in sides by 2-2.5metres to reshape and balance.

·         16/03284/ATC: Lammas Cottage, School Lane, Chearsley, HP18 0BT
Clear trees and ivy which is growing into the roof of the house and to make some steps from the footpath which would allow rear access to Lammas Cottage.

The Parish Council had no objections to the above new applications (6b).

7.    VILLAGE PROJECTS INCLUDING HIGHWAYS

·         Asset Management Focus Group (4th August).  PAB attended meeting and has chased Minutes to circulate.  Opportunities to talk about individual village issues were limited.  Concerns over HGV’s were noted but thought to be very much ‘work in progress’.  A positive outcome was it was indicated that ‘Unsuitable for HGV’ signage can be positioned at the start of major roads in villages, which could deter HGV vehicles from entering.  ACTION: PAB to request Minutes (again).  CLERK to contact Cllr Paul Irwin for progress report on HGV traffic survey findings.

·         Speed in Village.  In addition to concerns over HGV traffic through the villages, the issue of speed in Chearsley was discussed.  It was agreed methods of reducing speed need to be revisited.  ACTION: JH to request a representative from BCC attend a forthcoming meeting to outline speed restriction measures.   JH also suggested that speed limit stickers displayed on wheelie bins could help to deter speed.   ACTION: JH to investigate in time for October meeting. 

·         Local Area Technician.  Dave Smith, has been appointed the new LAT (Local Area Technician) for Chearsley (following a reduction in LAT’s from 18 to 14). Contact details: 0845 230 2882, 01296 382416, Mobile 07753 851303.  It was agreed to invite Dave Smith for a village walk around with Councillors.  ACTION: CLERK to request village walk around.

·         Contractor/Village Handyman.  It was agreed to appoint a contractor or village handyman to undertake the village projects below.  ACTION: PAB/CLERK to enquire with local contractors/handyman for:
1.    Painting of railings by bus stop.
2.    Installation of Village noticeboard.
3.    Erection of Flagpole (Note: Martin Herman has volunteered to be new flag officer).  The old flagpole to be donated to the Cricket Club.  ACTION: JH to expedite. 

·         ‘No parking’ signs near bus stop and around village green.  ACTION: NB to source.

·         New bus stop signs and timetable.  New bus stop signs and timetable to be sourced and placed inside bus shelter. ACTION: JH to arrange.

·         Provision of Welcome to Chearsley sign. The provision of a ‘Welcome to Chearsley’ sign on Chilton Road to be agreed at next meeting.  White gates on other approach roads to also be restored/repainted.  ACTION: CLERK to agenda for October meeting.

·         Bollards for Village Green.  The provision of bollards to protect the village green were discussed.  ACTION: NB to research.

·         Defibrillator.  JH confirmed this will be part funded by the Village Fete.  ACTION: JH to research final costs.  CLERK to ascertain if a grant is available towards costs of Defibrillator from AVDC Community Chest. NB agreed to the installation of the Defibrillator on the shop facing wall of Byeways cottage. ACTION: NB to arrange installation.

·         Salt Bins.  ACTION: PAB to assess in time for winter months.

8.    ORDERS FOR PAYMENT AND FINANCIAL MATTERS

a.    Orders for payment approved: £1,050.00
·         £348.00 Pollarding of Walnut Tree, Church Lane
·         £240.00 JE Accountants, Internal Audit
·         £462.00 Advertisement for Parish Clerk

b.    Audit 2015/16
JL confirmed that the Annual Internal Audit Report had been completed and submitted to Mazars, and that The Notice of appointment of date for the exercise of electors' right for the year ended 31st March 2016 has been displayed on the Notice Board. 

c.    Parish Council Bank Account
It was agreed all Councillors should be signatories.  ACTION: JL to request mandate form, complete with Councillors and submit. 

d.    VAT Return
NB is compiling invoices for a VAT return to be submitted by JE Accountants (Internal Auditor for the Parish Council).  ACTION: NB to notify Councillors in due course.

9.    ANY OTHER BUSINESS

a.    It was agreed an update on the progress of the new village hall would be warmly welcomed.  ACTION: CLERK to invite Antonia Carr-Locke and other Committee members to attend a forthcoming Parish Council meeting.
b.    Congratulations were paid to Fred Crawford, John Howard and team for the tremendous job in organising the Chearsley Classic and Vintage Fun Day held in September.  The show is now in its 5th year and the number of volunteer helpers has risen to 30. 
c.    JL bought to the attention of Councillors the proposals for streamlining local government in Buckinghamshire.  ACTION: Councillors are invited to attend Cuddington Parish Council meeting (Monday 12th December at 7.30pm, Bernard Hall) where representatives of Bucks County Council will be outlining its case.

10.  DATE AND TIME OF NEXT MEETING

·         Monday 17 October 2016
·         Monday 21 November 2016
·         Monday 12 December 2016
Subscribe to: Posts (Atom)