9 Jan 2016

Minutes: January 9th 2016

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY JANUARY 18TH 2016 IN THE VILLAGE HALL AT 7.30 PM
  1. PRESENT
    Councillors Brown, Lewis, Bown, Howard, Heybrook, and Mrs Witcher
    11 members of the public, Parish Clerk,
     
  2. APOLOGIES
    Apologies received from Cllr Edmonds
     
  3. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    Chestnut Tree: The parish Council has been advised that the tree has pruning wounds which are causing internal decay. Limbs are damaged. The damage is at crown break at about 15 ft.
    A second opinion has been requested. No decision has been taken as to further action but money has been allocated in the budget in case the tree has to be treated. There are also funds allocated in case a replacement is needed.  Replacement would be 20 to 30 ft. tree.
    This is only if the tree is condemned –
    Concern was expressed about parking by the letter box.  This can be dangerous at night when pedestrians have to walk on the road. The Chairman said that consideration might be given to widening the road around the Green.
      
  4. APPROVAL OF MINUTES  19th NOVEMBER   2015
    Agreed as a true record. Proposed Cllr Heybrook, seconded Cllr Howard after change of date to 9th December in item 6
     
  5. MATTERS ARISING FROM THE MINUTES
    It was noted that the cheapest quote for tree works was not the one selected at the damage was caused by inadequate workmanship and the contractor selected is known to Councillors
     
  6. PLANNING
    The Presentation for the Vale of Aylesbury Housing Trust for 2-4 Winchendon Rd needs assessment.  Further information has been requested. The Trust will do a presentation to the Village. No planning application has yet been submitted.
     
  7. VILLAGE PROJECTS
    VAS
    Paul Bown agreed to investigate the VAS system to determine the technical problems being encountered, the likelihood of finding the missing bases and to assess whether or not the system is likely to be viable.
    War Memorial area changes.
    Tree works will be carried out 26th Feb.  Footpath still to be arranged Cllr Lewis and Brown will approach rectory Homes
    Kerbing.
    New contractor has been approached –J Flannagan currently working at Stoney Furlong.
    Road markings around the Green.
    Highways to be requested to re do markings
    New Flag Pole
    This has been ordered – and is ready for delivery - 5 days’ notice requited.
    Defibrillator
    No further information. Shop owner needs to be consulted.
    It was noted that no power source needed
    It was agreed that the new notice board should be ordered,with carved lettering at the top.
    Chairman asked if railings should be removed – it was agreed that this might lead to more parking by bus shelter.
    Village Hall Improvements.
    There is information on website
    Public meeting to be held in the next few weeks.
     
  8. HIGHWAYS AND OPEN AREAS
    Roads round Green are not fit for purpose. The Chairman suggested consulting a traffic specialist for recommendations re funding and layout possibilities.
    It was noted that Long Crendon were considering removing traffic humps on the Thame Road.
    Cllr Lewis suggested that specifications should be prepared to identify potential areas for improvement.  Cllr Edmonds to be asked for most useful contact at Highways
    Signs could be placed outside properties adjoining the green asking people not to park on the road.
    A suggestion was made that a concrete slope on the edge of the Green would prevent further damage.
     
  9. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    See attached.
    A Precept of £16000.00 was agreed following the Budget Meeting
    It had  agreed that the bank account should be transferred from Lloyds to Nat West, and mandate forms were distributed for completion  and signature by Councillors.
     
  10. SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    It was noted that Utility vehicles could get past the cars parked on the green.
    A complaint has been received from a member of the public who wanted to hire the Hall was told that it was reserved for CHUF.  The gates are locked during the day.  The improved village hall will have two meeting areas to improve availability
    It was suggested that if the Chestnut tree has to be removed, the junction at the bottom of the Winchendon Road be widened.
DATES OF NEXT MEETINGS
15th Feb 2016
21st March 2016
18TH April 2016

9 Dec 2015

Budget Discussion: December 9th 2015

MINUTES OF THE BUDGET DISCUSSION MEETING OF THE PARISH COUNCIL

HELD ON WEDNESDAY9 9TH DECEMBER 2015 IN THE VILLAGE HALL AT 8.00 PM
  1. PRESENT
    Councillors Brown, Lewis, Bown, Edmonds, Heybrook, and Mrs Witcher
    10 members of the public, Parish Clerk,
     
  2. APOLOGIES
    Apologies received from Cllr Howard
The Chairman advised the meeting that the contribution for a band D property was £ 29.00 P/A, and to protect the village projects and improvements the precept would need to double...

Cllr Lewis presented proposed budget.  Expenditure currently higher than budget and projected expenditure would reduce the general reserve.

Kerbing funding to be spread over two years and increased to £7000, and an additional £1000 to be reserved for special projects...

It was agreed that there should be a separate item for the Devolution fund with a capital and expenses split.

Cllr Edmonds advised the meeting that the Devolution plans were a serious issue


It was agreed that the Devolved Budget would not affect the Parish Council funding in the coming year, but reserves were needed to prepare for the eventuality.

It was agreed that the precept should be increased to 16000.00

Minutes: December 9th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON WEDNESDAY9 9TH DECEMBER 2015 IN THE VILLAGE HALL AT 7.00 PM
  1. PRESENT
    Councillors Brown, Lewis, Bown, Edmonds, Heybrook, and Mrs Witcher
    10 members of the public, Parish Clerk, Representatives from Housing Trust.
     
  2. APOLOGIES
    Apologies received from Cllr Howard
    Presentation from the Housing trust re proposals for redevelopment of 3-4 Winchendon Rd.
     
  3. APPROVAL OF MINUTES 22nd October 2015
    Cllr Bown was not at the October meeting. After correction agreed as a true record.
    Budget figures and letter from Mrs Vear to be attached to minutes, together with file re memorial improvements.
     
  4. MATTERS ARISING FROM THE MINUTES
    There were no other matters arising not covered elsewhere in the agenda.
     
  5. PLANNING
    The Parish Council has been advised that the AVDC Housing Assn is considering replacing the two houses at 3-4 Winchendon Road with a new development of affordable housing. They have offered to do a presentation of their plans to the Parish Council. It was agreed that they would be invited to next meeting at 7.00 prior to budget discussions at 8.00 pm on 8th December
    There is a new AVD local Plan under discussion – distributed
    Elm brook Close –single storey extension over garage. No planning noitice has been received – it could be permitted development. Clerk to check with AVDC.
     
  6. VILLAGE PROJECTS
    VAS
    The Chairman has spoken to Claire and Adam Laz. Original plans for post siting from engineer are being looked for. Adam thinks he has a fix for the software problem.
    Bucks Metal Detectors Club will come out if required to search for posts. Improvements to war memorial
    War Memorial area changes.
    Three quotes have been received for tree works,
    £1600 + vat
    £ 1100 + vat
    £750 no vat
    It was agreed to go with the quote for £1100 as the company, Four Seasons is known to Councillors for their careful and responsible work.
    A price for pollarding the 3 hornbeams on the green and reduction of the walnut by phone to be requested in addition. Also seek quotations on dealing with dead wood in the horse chestnut tree at the road junction.
    Kerbing.
    The work will be carried out after Christmas. Contractors are being unresponsive – Highways to be asked for further recommended contractors.
    Cc Mrs. Aston
    A site visited has been arranged for 5th or 6th November.
    Road markings around the Green.
    Clerk has been unable to contact Highways re markings
    New Flag Pole
    This has been ordered – and is ready for delivery - 5 days’ notice requited.
    Defibrillator
    There will be no financial implications for the Parish Council. It is expected that the defibrillator will be funded entirely from the proceeds of the 2015 Village Fete. Cllr Howard will present a definitive proposal at next meeting.
    It was noted that a power source would be needed. 5 volunteers will be trained by Red Cross. The preferred location is on the shop wall. The Chairman will speak to the shop owner
     
  7. HIGHWAYS AND OPEN AREAS
    Steve Vear Memorial Tree.
    The family has confirmed that they would like the tree, probably a Cherry tree to be planted on the Green where the two seater bench is currently positioned, in line with the hornbeams.
    It was agreed that this was not precedent and a ‘one in one out policy will be adopted in future
    Traffic Island at the Aylesbury Rod end of Winchendon road – traffic violations in one way system – needs revisiting
    VAS
    Next Agenda
    Notice Board
    New Noticeboard, approved in principle but awaiting final quotes. Cllr Mrs. Witcher provided sample materials. The plan is for a board that is half glazed and half open. Pricing is £1400 for not glazed and £1700 for half glazed. Two further quotes awaited.
    Village Hall Improvements.
    No further developments. Chairman suggested the parish Council might offer to form joint committee with the Village Trust and Hall Management Committee in support of the plans.
    Cllr Lewis suggested approaching Antonia with offer of help and support from PC, if needed, all agreed Cllr Mrs. Witcher to speak to Antonia.
    Christmas tree – delivery 5th Dec, lighting 12th Dec. Paul to be approached to do lighting.
    Devolution – investigate of responsibilities from AVDC is likely to impact PC shortly (though not next year) Impact to be investigated
     
  8. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    See attached.
    Devolution - Will need to be taken into consideration for next financial year- Cllr Edmonds advised the meeting that County and District council were capped but Parishes were not - next meeting
    Bank account is being sorted out.
     
  9. SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    Foot path alongside development on Chilton Rd- this has been approved by AVDC- it was reduced for 6ft to 5ft. Work will be finished in April 16
    Complaints have been received about the brightness of the light on site – Mr. Vicars to be approached.
    Parking at top of village to be reviewed.
DATES OF NEXT MEETINGS
  • Wednesday 9th December – budget meeting preceded by presentation from AVDC Housing association
  • Future meetings to be 3rd Monday of the month
  • 18th Jan
  • 15th Feb
  • 21st March
  • Minutes to be issued 10 days in advance of each meeting and Councillors to be sent reminder a week prior with the agenda being issued. It is hoped that this will reduce the likelihood of last minute date changes due to lack of quorum
  • Distribution list will be passed round on excel spreadsheet

9 pm meeting closed.

19 Nov 2015

Minutes: November 19th 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON WEDNESDAY NOVEMBER 19TH 2015 IN THE VILLAGE HALL AT 7.30 PM
  1. PRESENT
    Councillors Brown, Lewis, Bown, Edmonds, Heybrook, and Mrs Witcher
    9 members of the public, Parish Clerk,
     
  2. APOLOGIES
    Apologies received from Cllr Howard and District Cllr Hawkett.

  3. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    Road Works at the junction of Chilton and Winchendon Rd have caused traffic difficulties, but it was noted that this has resulted in calming the traffic.
    The traffic lights were switched off for the Remembrance Day service, which was appreciated by the Parish council. It was expected that the work would be finished within a week.
    The drain by the bus stop that has been leaking on the Chilton road side of the Aylesbury road has been repaired
     
  4. APPROVAL OF MINUTES 22nd October 2015
    Cllr Bown was not at the October meeting. After correction agreed as a true record.
    Budget figures and letter from Mrs Vear to be attached to minutes, together with file re memorial improvements.
     
  5. MATTERS ARISING FROM THE MINUTES
    There were no other matters arising not covered elsewhere in the agenda.
     
  6. PLANNING
    The Parish Council has been advised that the AVDC Housing Assn is considering replacing the two houses at 3-4 Winchendon Road with a new development of affordable housing. They have offered to do a presentation of their plans to the Parish Council. It was agreed that they would be invited to next meeting at 7.00 prior to budget discussions at 8.00 pm on 8th December
    There is a new AVD local Plan under discussion – distributed
    Elm brook Close –single storey extension over garage. No planning noitice has been received – it could be permitted development. Clerk to check with AVDC.
     
  7. VILLAGE PROJECTS
    VAS: The Chairman has spoken to Claire and Adam Laz. Original plans for post siting from engineer are being looked for. Adam thinks he has a fix for the software problem.
    Bucks Metal Detectors Club will come out if required to search for posts. Improvements to war memorial
    War Memorial area changes.
    Three quotes have been received for tree works,
    £1600 + vat
    £ 1100 + vat
    £750 no vat
    It was agreed to go with the quote for £1100 as the company, Four Seasons is known to Councillors for their careful and responsible work.
    A price for pollarding the 3 hornbeams on the green and reduction of the walnut by phone to be requested in addition. Also seek quotations on dealing with dead wood in the horse chestnut tree at the road junction.
    Kerbing: The work will be carried out after Christmas. Contractors are being unresponsive – Highways to be asked for further recommended contractors.
    Cc Mrs. Aston
    A site visited has been arranged for 5th or 6th November.
    Road markings around the Green.
    Clerk has been unable to contact Highways re markings
    New Flag Pole
    This has been ordered – and is ready for delivery - 5 days’ notice requited.
    Defibrillator: There will be no financial implications for the Parish Council. It is expected that the defibrillator will be funded entirely from the proceeds of the 2015 Village Fete. Cllr Howard will present a definitive proposal at next meeting.
    It was noted that a power source would be needed. 5 volunteers will be trained by Red Cross. The preferred location is on the shop wall. The Chairman will speak to the shop owner
     
  8. HIGHWAYS AND OPEN AREAS
    Steve Vear Memorial Tree.
    The family has confirmed that they would like the tree, probably a Cherry tree to be planted on the Green where the two seater bench is currently positioned, in line with the hornbeams.
    It was agreed that this was not precedent and a ‘one in one out policy will be adopted in future
    Traffic Island at the Aylesbury Rod end of Winchendon road – traffic violations in one way system – needs revisiting
    VAS
    Next Agenda
    Notice Board: New Noticeboard, approved in principle but awaiting final quotes. Cllr Mrs. Witcher provided sample materials. The plan is for a board that is half glazed and half open. Pricing is £1400 for not glazed and £1700 for half glazed. Two further quotes awaited.
    Village Hall Improvements: No further developments. Chairman suggested the parish Council might offer to form joint committee with the Village Trust and Hall Management Committee in support of the plans.
    Cllr Lewis suggested approaching Antonia with offer of help and support from PC, if needed, all agreed Cllr Mrs. Witcher to speak to Antonia.
    Christmas tree – delivery 5th Dec, lighting 12th Dec. Paul to be approached to do lighting.
    Devolution – investigate of responsibilities from AVDC is likely to impact PC shortly (though not next year) Impact to be investigated
     
  9. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    See attached.
    Devolution - Will need to be taken into consideration for next financial year - Cllr Edmonds advised the meeting that County and District council were capped but Parishes were not - next meeting
    Bank account is being sorted out.
     
  10. SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    Foot path alongside development on Chilton Rd- this has been approved by AVDC- it was reduced for 6ft to 5ft. Work will be finished in April 16
    Complaints have been received about the brightness of the light on site – Mr. Vicars to be approached.
    Parking at top of village to be reviewed.
DATES OF NEXT MEETINGS
  • Wednesday 9th December – budget meeting preceded by presentation from AVDC Housing association
  • Future meetings to be 3rd Monday of the month
  • 18th Jan
  • 15th Feb
  • 21st March
  • Minutes to be issued 10 days in advance of each meeting and Councillors to be sent reminder a week prior with the agenda being issued. It is hoped that this will reduce the likelihood of last minute date changes due to lack of quorum
  • Distribution list will be passed round on excel spreadsheet

9 pm meeting closed.

22 Oct 2015

Minutes: October 22nd 2015

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY OCTOBER 22ND 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 Cllrs Edmonds, Bown and Heybrook, District Cllr Hawkett.
     
  3. PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    Residents of Chilton Rd are not happy about the new footpath from the Stoney Furlong Development down to the Village hall. It was noted that for health and safety reasons, the path needed to be wide enough for mobility vehicle or wheelchair.
    Councillors Brown and Lewis have attended several meetings regarding the development and a safe footpath is a requirement.
    It was noted that a petition opposing the footpath had been sent to AVDC, but the decision to build the path has already been taken and implemented.
    It was reported that the footpath sign at Hicks path had been replac4ed, and the old one had been left on the verge
     
  4. APPROVAL OF MINUTES 28th September 2015
    Cllr Lewis proposed, all agreed
     
  5. MATTERS ARISING FROM THE MINUTES
    There were no other matters arising not covered elsewhere in the agenda.
     
  6. VILLAGE HALL IMPROVEMENTS
    Cllr Lewis introduced Antonia Carr Locke, who presented the current plans. There will be a village meeting in November give the village an update on current plans. Video of the plans are on the website.
    The Chairman pointed out that not everyone in the village has access to the internet, and it was agreed that paper copies of the plans would also be distributed.
     
  7. PLANNING
    .
  8. VILLAGE HALL PROJECTS
    Improvements to war memorial
    Cllr Lewis proposed that the area be tidied up, hedge to be cut back and suggested removal of hawthorns Lower branches of the chestnut tree should be cut back, and silver birch should be removed. It was proposed that a new pathway (see plan).See attached plan
    Cllr Lewis proposed the tree work be done first. A quote had been obtained for tree work of £1100.00. All agreed to proceed with the project.
    A new flag pole has been ordered, delivery to be made after work is completed.
    Kerbing: The work will be carried out after Christmas. A site visited has been arranged for 5th or 6th November.
    Defibrillator: There will be no financial implications for the parish Council. Cllr Howard will present a definitive proposal at next meeting. It was noted that a power source would be needed. 5 volunteers will be trained by Red Cross.
     
  9. HIGHWAYS AND OPEN AREAS
    Steve Vear Memorial Tree.
    Councillor Brown proposed allowing the family to comment. Cllrs Lewis and Brown have had meetings with the family,(insert letter from KV)
    It was agreed that the options were either a tree by the sycamore opposite the pub, or a new tree by war memorial.
    It was agreed that the family would advise the Parish council of their decision
    VAS
    Next Agenda
    Notice Board
    New Noticeboard, approved but awaiting final quotes. Cllr Mrs. Witcher provided sample materials. The plan is for a board that is half glazed and half open. Pricing is £1400 for not glazed and £1700 for half glazed. Two further quotes to be obtained.
    Defibrillator
    It was agreed previously that .his 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.
    Discussed earlier in the meeting
     
  10. ORDERS FOR PAYMENT AND FINANCIAL MATTERS
    See attached.
    Cllr Brown suggested a project list to justify any potential increase of the Precept next year, based on the Village Plan. Next agenda.
     
  11. SECOND PUBLIC SESSION (SUSPENSION OF STANDING ORDERS) 15 MINUTES MAXIMUM
    Mr. Nigel Timberlake asked why the noticeboard could not be made by a conventional carpenter. He will take specs, and report back.
    Village Hall Hedge is Hall Management Committee responsibility. Cllr Brown suggested establishing a Hall/Trust/PC liaison committee.
    Christmas tree installation 5TH December, lighting 12th December
     
  12. DATES OF NEXT MEETINGS
    Monday 16th November 2015
    Budget Meeting Wednesday 9th December, at cricket pavilion if available
Meeting Closed at 9.20 pm

28 Sept 2015

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
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