Agenda: CPC meeting 15th May 2017 AGM

CHEARSLEY PARISH COUNCIL

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

ANNUAL GENERAL MEETING

Monday 15^th May 2017 at 7.30pm in the Village Hall

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 will take place after Item 5.

1.     Election of Chairman

2.     Apologies for Absence

3.     Election of Vice Chairman

4.     Declaration of Acceptance of Office by Chairman

5.     Representatives of Committees/Working Groups

6.     Approval of Minutes – Monday 20^th March 2017

7.     Matters Arising from previous Minutes

8.     Planning

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

Amended plans. Removal of existing dwellings and residential redevelopment to create 5 x 2 bed dwellings and 1 x 3 bed dwelling and 1 x 4bed dwelling and revised access.

Case Officer: Abigail Chapman.  Comment Date: 17^th May 2017

9.     Correspondence, any outside Agenda items

10.   Contributions from AVDC and BCC Cllrs

11.   Finance

a.     Orders for Payment

·         BALC membership renewal - £76.69

·         MP Printers - £40.00 (Chearsley AVM leaflet)

b.     Audit 2016/17,

·         To note appointment of Jacqui Porteous, Internal Auditor and deadline of Annual Return as 30^th June 2017

·         Approval of accounting statements and annual governance statement.

c.     Finance Report – May 2017 (RP)

d.     Approval of expenditure of Village Hall funds (JL)

e.     Creation of a new bank account to manage Village Hall funds (JL)

f.      To propose a donation to the Village Hall fund under Section 137 (NB)

12.   Reports from Councillors attending meetings and outside organisations

13.   To formally review the Annual Village Meeting

·         To discuss parking at the end of Bernards Close

14.   PC Governance

·         To review Code of Conduct and Standing Orders

·         To approve the Equalities Policy

·         To discuss Financial Regulations and Risk Assessment

15.   Mike Heybrook’s Footpaths Report – to discuss

16.   Nominating an Asset of Community Value – Chearsley Stores

17.   Suggested flag for Chearsley (NB)

18.   Working with other PCs (NB)

19.   Street furniture for Village Green (NB)

20.   Parishioners Question Time – 15 minutes will be set aside to receive representations from members of the public.

21.   Items for Information

22.   Date and Time of Next Meeting in Chearsley Village Hall

·         Monday 19^th June at 7.30pm

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

Helen Spurgeon (Clerk)

Minutes: AVM 24th April 2017

DRAFT MINUTES

CHEARSLEY ANNUAL VILLAGE MEETING

Draft Minutes of Annual Village Meeting held in the Village Hall

Monday 24^th April 2017 at 7.30pm

Chairman: Nic Brown, Councillors: John Lewis, John Howard, Paul Bown, Julia Witcher, Martin Hearmon, Clerk: Helen Spurgeon. Attendance: 82 Villagers

Nic Brown, Chairman of Chearsley Parish Council, welcomed everyone to the meeting.

1.       Apologies

Michael Edmonds, Ken Birkby.

2.       Report from the Parish Council

·         Nic Brown introduced the members of the Parish Council, including Martin Hearmon as a new Councillor, Helen Spurgeon as the new Clerk and Robert Parkes as the new Financial Officer.

·         John Howard explained the role of the Parish Council in looking after the village.

·         John Howard listed the achievements of 2016/17. Improvements to the village included the new village notice board, new flagpole, ‘no parking’ signs around the green, refurbishment of the bus shelters, tree pruning, improvements to the War Memorial area. Planning for the future included surveys of HGV traffic through the village and a feasibility study for traffic calming measures.

·         The plans for 2017/18 were presented by John Howard. Planned improvements to the village include new traffic calming measures, kerbing work, refurbishment of the War Memorial, new railings and litter bins by bus shelters, installation of a defibrillator, removal of the telephone kiosk, bollards to protect the Village Green, power source to Village Green. Planning for the future includes lobbying for repairs to village approach roads and for restrictions on HGVs through the village, looking at speeding through the village and availability of parking spaces.

·         John Lewis explained how the Parish Council is funded and its decision to increase the Precept in order to carry out much needed improvements to the village. Spending figures for this year and next year were outlined.

·         Villagers were then invited by Nic Brown to ask any questions. The lack of rubbish collections from the full litter bins by the bus stops was questioned. ACTION: Clerk to contact AVDC. The poor condition of the shop front was raised, NB is in dialogue with the shop owner about this. Parking at the end of Bernards Close leading to poor visibility was raised. ACTION: to be discussed at the next Parish Council meeting. A concern was raised over emergency vehicle access to Dark Lane. NB expressed concerns over the infrastructure of the village roads in the coming years. A villager suggested a leaflet could be produced outlining village projects so that people can be more involved. NB encouraged everyone to attend Parish Council meetings. It was suggested that Parish Council meetings could be held on different nights, rather than always a Monday, to increase attendance.

3.       Village Hall update

Antonia Stratford, Chair of the Village Hall Committee, reported on the New Village Hall. Work is due to start in July with a planned completion date of March 2018. Antonia explained what had been done to date and the various committees that have been set up to manage the project. The new hall will be bigger than the current one at 264m2, it will have 2 rooms with a partition that can be opened for functions. The total cost of the project is £568,723. To date £506,335 has been secured through donations, grants and village fundraising. This leaves a shortfall of approx. £60,000 which is hoped will come from grants, the community and match funding from the Vickers and Heybrooks. On 8^th July there will be a closing event at the hall ‘Meadowsong’ and an auction of hall equipment. A villager asked if there were any plans to improve the play park. It will be closed during the build and there are no plans to improve it but this could be a future project. Antonia put out a request for volunteers to run a bar and bbq at Meadowsong. Don’t forget Aylesbury Vale Lottery and easyfundraising to raise funds for the Village Hall.

4.       The Bell

Sharon gave an overview of the many events that run at the village pub including Bingo Night, Quiz Night, Coffee and Cakes, Lunch Club, Higher or Lower, Bonus Ball, Meat Raffle. Themed events include Easter Egg Hunts, Summer Parties, Halloween. The Bell supports the Village Fete hosting a band and providing food. It is a big part of the local community.

5.       Chearsley Cricket Club

Terry Gadsby, the secretary, provided us with an update on the Cricket Club. An appeal was made for more senior players. Junior coaching has started and is very well attended. New ‘state of the art’ practice nets have been installed and look great. Several social events have already been organised and don’t forget the Cricket Club makes a great venue for hire.

6.       Classic and Vintage Fun Day

This is organised for Sunday 10^th September and promises to be a big event with 80+ vehicles already registered, a hurricane flypast confirmed and live music booked. The event hopes to raise £5k+ for the Cricket Club. Andy Yorke appealed for volunteers to help run the event.

7.       Chearsley and Haddenham Under Fives Pre-School (Chuf)

Hannah Eames from the voluntary management committee gave an update on Chuf. Over 100 children attend in Chearsley and Haddenham. Haddenham is full, Chearsley was struggling for numbers but is now doing well. There are 17 employees, 4 of whom live in the village and Hannah would like to thank all the staff for the work they do. Chuf are looking forward to moving to the new Village Hall next year and would like to thank the Cricket Club who will be housing them during the build. On May 21^st Chuf will be holding a summer party and bbq in Chearsley. Chuf are looking for new committee members if anyone is interested and you don’t need to have children at the pre-school.

8.       Chearsley Flower Festival

This will take place in the Church from 30^th June to 2^nd July. It will help raise funds for the Church which is running at a loss. Joy Payne, Church Warden, appealed for volunteers to make cakes, serve teas and help with flower arranging.

9.       Chearsley Village Fete

This will take place on 24^th June. There will be a mixture of stalls including cakes, bbq, bric-a-brac, WI, children’s. This year the money raised will be going to the Village Hall and will be match funded by the Vickers and Heybrooks. Angela Gray appealed for volunteers to help and for donations of prizes.

10.   Sue Jones, PCSO

Sue reported that crime rates are very low with the main crimes being thefts from cars, car thefts and shed thefts. Changes have been made within the policing structure. Waddesdon will lose one of its Police Officers but there will be no risk to PCSO’s.

11.   St Nicholas Church

Reverend Richard Phillips explained that the Church is here to serve everyone in the village and that the village also serves the Church too. Everyone is welcome to join activities such as the choir and bell ringing. The Church would like to do more to serve children and older people and work has already begun with local schools. Reverend Phillips’ contact details are available on the website.

12.   The WI

Anne Lee reported that the WI currently has 16 members and meets on the 3^rd Tuesday of the month in the Village Hall. It is about education, friendship and learning. Speakers come in, outings take place and there are singing and craft groups. Non-members are welcome, the next meeting is on May 16^th at 2pm. There will be a WI cake stall at the village fete.

13.   Supporting your village

As the meeting drew to a close, Nic Brown suggested ways to support Chearsley including attending village events, supporting local businesses, volunteering, looking after the neighbourhood. Thanks were given to Margaret Morbey for the work she does on the Chearsley News and the village website, an excellent source of information. Villagers were encouraged to subscribe to the Chearsley News via the website.

Nic Brown thanked all for attending and contributing to the meeting. The meeting ended at 9.40pm.

14.   A written report from Mike Heybrook, Footpaths Officer:

This AGM I have nothing to report except that there has been vandalism to the self-closing gates on Footpath No. 9. By the farm track and the railway, the latches have been bent back, perhaps by kicking, so that they didn't self-close unfailingly. I managed to repair one by welding. The gates are expensive and, apparently, now my responsibility.

If people want to misuse them, they may be replaced with just a style to everyone's detriment.

Otherwise I have not come across any obstructed footpaths within the parish. All seems well.

Date and Time of Next Parish Council Meeting in Chearsley Village Hall:

·         Monday 15^th May 2017 at 7.30pm

Agenda: AVM 24th April 2017

Chearsley Annual Village Meeting

Monday 24^th April 2017 at 7.30pm

in the Village Hall

AGENDA

1.  Apologies for Absence

2.  Approval of Minutes – 2016 Annual Village Meeting

3.  Matters Arising (from previous Minutes)

4.  Report and Accounts 2016/17 and Budget 2017/18

5.  Village Hall update

6.  Contributions from Village ‘groups’

7.  Open Discussion

8.  Date and Time of Next Meeting in Chearsley Village Hall

·       Monday 15^th May 2017 at 7.30pm – AGM

Nic Brown, Chairman

18^th April 2017

Minutes: 20th March 2017

DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 20th MARCH 2017 IN THE VILLAGE HALL AT 7.30PM

PRESENT

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

Parish Clerk:                                       Helen Spurgeon

Responsible Finance Officer:      Robert Parkes (RP)

Parishioners:                                      There were 3 Parishioners

DECLARATIONS OF INTEREST

There were no interests declared. 

PARISHIONERS QUESTION TIME

A parishioner asked whether the white gates at the entrances to the village have been repainted. They have and NB has finalised the new Welcome to Chearsley signs.

1.        APOLOGIES

Paul Bown (PAB), Michael Edmonds (ME), Margaret Aston.

2.       APPROVAL OF FEBRUARY 2017 MINUTES

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

3.       MATTERS ARISING FROM PREVIOUS MINUTES

·         Bank Mandate forms. The bank has requested these be redone due to too many crossings out. ACTION: JL to resubmit.

·         Trees in Village. There is no list of public owned trees in Chearsley. ACTION: ME to identify on a map trees the Parish Council are responsible for.

·         War Memorial repair and conservation. ACTION: Clerk and JL to complete War Memorials Trust Grant Application form.

·         Signage for Village Green. The ‘No Parking’ sign cannot be repositioned on Mr Slatter’s wall as his railings have been removed. ACTION: NB to remove the first ‘No Parking’ sign.

·         Bus Shelters. ACTION: NB to order new bus stop signs.  Improvements to the interiors of the bus shelters are needed. ACTION: NB to determine cost of new wooden benches and slate floor. JW raised a concern that the wood inside the bus shelter roof may be coming apart. ACTION: NB to look at bus shelter roof. JH put forward the idea of having a picture inside the bus shelter. It could be a children’s competition and be changed every season. ACTION: NB to contact Jay in the shop to see if he is able to replace the bin outside the shop.

·         Communication. ACTION: JW to set up Chearsley PC Facebook page. It was agreed we need a Chearsley PC logo which will probably be the new Chearsley flag. The deadline to submit entries for the Chearsley Flag Competition has been extended. CHUFF and local schools have been invited to submit entries. JL and JH are working on a village email database using Mailchimp. Once this is set up, it will be manage by the Clerk and anyone who wishes to receive the mailings will be able to subscribe.

4.       PARISH COUNCILLOR VACANCY

Martin Hearmon has been co-opted onto the Council.

5.       PLANNING

·         17/00686/APP – The Old Chapel, Winchendon Rd, Chearsley HP18 0DW

Site visit on 21/03/17 at 2pm. NB, JL, JW, MH to attend.

6.       CORRESPONDENCE

·         The Boot and village kerb damage. The owners would like to make a significant financial contribution to the Parish Council towards kerb repairs once their renovation works are complete. ACTION: Clerk to respond to email accepting the offer.

·         An email was received from a resident informing the Parish Council that the ‘No Parking’ signs by the Green are not working and a dust cart had to drive over the verges. ACTION: NB to update resident.

·         WI homemade cake sale on the Green Saturday 8^th April 12-2pm.

·         There will be no village show this year due to the rebuilding of the Village Hall.

·         Village events:

·   Flower Festival in the Church Friday 30^th June & Saturday 1^st July

·   Village Fete Saturday 24^th June

·   Classic Cars with Hurricane fly past Sunday 10^th September

·   NB suggested a street musicians festival

7.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

There were no contributions.

8.       FINANCE

·         Orders for Payment – cheques were issued for new flags for the flagpole and the Clerk’s salary.

·         It was decided not to enter the Bucks Best Kept Village Competition this year. Councillors felt it was better to wait until next year when a number of major village projects will be complete.

·         RP produced a draft finance report for the year ending 31/03/17. We are building up a fund and making good progress to complete several village projects. JH will need audited finance figures from RP for the LAF grant application.

9.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

There were none.

10.   VILLAGE PROJECTS

·         Kerbing. Councillors supported JL’s proposal to proceed with the kerbing work in Dark Lane.

·         TfB Feasibility Study. On Friday 24^th March at 10am Trevor Bonsor, the project engineer from TfB, is meeting with Councillors on the Green for a village walk around to discuss local concerns and priorities. The next step would be to produce proposals to address these concerns.

·         Defibrillator. BHF have confirmed that our grant application was unsuccessful. ACTION: JH to contact Claire Lazaruk and Angela Gray to ascertain whether village fete funds are available to put towards the purchase. Locating the defibrillator in an old red phone box is proving very complex so the bus shelter would seem the best location. An electricity supply to the bus shelter is needed. ACTION: NB to send electrical report to JL. ACTION: JL to contact Simon at Adam 1^st Electrical.

·         Quotation for new railings, litter bins and bollards. JL and NB met with a supplier who quoted for new railings to replace those by the bus shelter, 2 new litter bins to go by the bus shelters and bollards in either cast iron or timber for the Green. The grand total was over £14k with around 50% of the cost being for installation. We need to obtain more quotes. ACTION: JL and NB to meet to discuss project. JW suggested as a temporary measure to clean up the existing bin by the bus shelter and attach it to the railings so that the unsightly concrete post could be removed.

·         Pruning of horse chestnut tree. The survey of the tree recommended pruning. ACTION: JL to chase quote for pruning.

11.   ANNUAL VILLAGE MEETING (AVM) 24^th April

The AVM will need to be promoted and advertised well. ACTION: JH to email invitees, asking them to say a few words. Village hall users and car pool to be added to invitees. ACTION: JH to ask Alicia Howard to design a poster for the AVM which will go on the notice board, in the Chearsley News and be emailed out. Presentation slides will form a backdrop to the Agenda which will include the finance report. There will be a meeting to discuss the AVM (theme, method, messages) on Friday morning 24^th March, following the 10am feasibility study meeting. JL, NB, JH to attend. The Parish Council are trying to encourage the engagement of people in the village with this new approach to the AVM.

12.   PC GOVERNANCE

·         Code of Conduct and Standing Orders were approved and adopted by the Councillors. ACTION: Clerk to update and email out.

·         Equalities Policy – ACTION: Clerk to circulate to Councillors for comments.

·         Financial Regulations and Risk Assessment– RP recommends adopting the Financial Regulations and this was supported by the Councillors. ACTION: Clerk to send Risk Assessment to RP for comments. Clerk to send both documents to NB.

13.   PARISHIONERS QUESTION TIME

A Parishioner asked where Parish Council funds come from. They come from the Precept which is collected through Council Tax.

14.   ITEMS FOR INFORMATION

·         HS2 Update – 30/03/17 2pm, Quainton Village Hall, JH to attend.

·         Elections to Buckinghamshire County Council on Thursday 4 May 2017.

·         JW mentioned the parking on grass verges by CHUFF parents which is causing damage. ACTION: NB to speak to Hannah Eames.

15.   DATE AND TIME OF NEXT MEETING in Chearsley Village Hall

·         Monday 24^th April 2017 at 7.30pm (Annual Village Meeting)

Agenda: CPC meeting 20th March 2017

CHEARSLEY PARISH COUNCIL

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

Monday 20^th March 2017 at 7.30pm in the Village Hall

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, 15 minutes will be set aside to receive representations from members of the public.

1.     Apologies for Absence

2.     Approval of Minutes – Monday 20^th February 2017

3.     Matters Arising from previous Minutes

4.     Parish Council vacancy – to co-opt Parish Councillor

5.     Planning

·         17/00686/APP – The Old Chapel, Winchendon Rd, Chearsley HP18 0DW

Amendment to planning refusal ref. 16/03855/APP: Part single, part two storey side and rear extension, new roof to existing rear extension and erection of front porch.

Case Officer: Mr Amit Patel.  Comment Date: 5^th April 2017

6.     Correspondence, any outside Agenda items including correspondence regarding The Boot and village kerb damage.

7.     Contributions from AVDC and BCC Cllrs

8.     Finance

·         Orders for Payment

·         Precept – to note that the first half of the precept will be paid in the last week of April, with the second half in the last week of September.

9.     Reports from Councillors attending meetings and outside organisations

10.   Village projects

·         Kerbing, to gain approval to proceed with work in Dark Lane, Cllr JL

·         TfB Feasibility Study, Cllr JH to provide update

·         Defibrillator, to decide whether to continue to pursue a grant or self fund, all

·         Quotation for new railings, litter bins & bollards, Cllr JL

·         Pruning of horse chestnut tree, to decide whether to proceed, Cllr JL

11.   Annual Village Meeting (AVM), 24^th April, to discuss format of meeting and promotion of AVM.

12.   PC Governance

·         To amend, approve and adopt Code of Conduct and Standing Orders, having read prior to meeting

·         To approve the Parish Council’s equalities policy

·         To discuss Financial Regulations and Risk Assessment

13.   Parishioners Question Time – 15 minutes will be set aside to receive representations from members of the public.

14.   Items for Information

·         HS2 Update – 30/03/17 2pm, Quainton Village Hall, JH to attend.

·         Elections to Buckinghamshire County Council on Thursday 4 May 2017.

15. Date and Time of Next Meeting in Chearsley Village Hall

·         Monday 24^th April at 7.30pm

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

Helen Spurgeon (Clerk)