Minutes: 15th January 2018

DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 15^TH JANUARY 2018 IN THE CRICKET CLUB AT 7.30PM

PRESENT

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

Parish Clerk:                                       Helen Spurgeon

Responsible Finance Officer:      Robert Parkes (RP)

Parishioners:                                      There were 27 Parishioners

DECLARATIONS OF INTEREST

There were no interests declared.

1.       APOLOGIES

Paul Bown (PAB), Michael Hawkett

PC AGREEMENT sought to re-arrange the agenda.

2.       APPROVAL OF NOVEMBER 2017 MINUTES

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

BUDGET 2018/19

Presentation of 2017/18 achievements. This was presented by JH and included the role of the Parish Council, village improvements carried out during 2017/18 and potential village improvements to be carried out during 2018/19.

Summary of 2017/18 expected outturn and 2018/19 proposed budget. This was presented by JL.

Formal laying of budget proposals. It was proposed to increase the precept by £2,000 to £34,000.

A copy of these presentations will be available on the Parish Council website.

PARISHIONERS QUESTION TIME

• A parishioner enquired whether the precept will remain at the current level. NB explained that there may be another year with a £2,000-£3,000 increase then the PC may be able to reduce the precept unless there are any unforeseen events. The increase in the precept is to fund specific projects. JL explained that many services will devolve from district to parish council over the coming years so regular expenditure will increase. NB also explained that many years ago the PC planted a number of trees in Chearsley that are now having to be maintained at a cost.
• NB read out a statement from PAB. ‘’Councillor Paul Bown apologises for being unable to attend this evening’s meeting. However, he wishes to convey his view that the precept for 18/19 should be no higher (and preferably much lower) that the previous year and that the PC must find a way of carrying out all intended works within budget guidelines and seek a wider debate on the specific traffic calming plans being proposed.’’ NB does not share this view.
• Part of the new traffic calming measures will include new road markings at the village entry points. A parishioner enquired as to how the road markings on Aylesbury Road will remain when the road surface keeps disappearing. This is a Thames Water issue caused by a faulty water main and pipework. The road surface is much better now than it was 6 months ago following recent repairs. The Cuddington to Chearsley road needs resurfacing and the gulleys need cleaning regularly. Thames Water and Transport for Bucks need to work together to resolve this issue before any new road markings are painted.
• Cllr Clive Harriss expressed his view that he is in support of the precept increase for Chearsley. As there are fewer people in Chearsley it does have a bigger impact when the precept is increased than it would in a larger parish. 
• A parishioner commented that they are pleased the PC is dealing with the trees in the village. A number of trees are falling down and there is ivy and brambles that need cutting back. ME is undertaking a tree survey to determine which trees the PC are responsible for. UK Power Networks were cutting back ivy by the village hall today but they have left a mess where they were working. ACTION: NB to write to UK Power Networks. Work needs to be carried out on footpaths next year that are overgrown and inaccessible. Parishioners were asked to inform the PC of any issues with trees.
• Chilton Road is due to be resurfaced by March. A parishioner enquired as to who makes this decision. It is decided by Bucks County Council.
• A parishioner commented that potholes in Bernards Close were reported to BCC and repaired the next day. The quality of the repairs is variable.
• A parishioner enquired what the dragons teeth are which are due to be painted at the village entry points as part of the new traffic calming measures. They are white teeth painted on the road surface (similar to bunting).
• A parishioner commented that the PC are carrying forward large amounts of money each year as projects are taking longer than anticipated to complete. He enquired whether the PC are getting a better feel for how long projects will take. JL explained that the PC are getting better, learning how to drive the authorities and plan the work and hope to improve further. Clive Harriss added that slippage does happen. The parishioner felt it was better to plan for the work and have slippage than to delay the work.
• A parishioner enquired as to how we can measure the success of traffic calming. JH explained that speed tests had been carried out and the worst area for speeding was Aylesbury Road. The PC have access to the Sentinel Speedwatch device and this can be used to follow up on the speeding.
• JL asked for a show of hands from parishioners if there were in support of the proposal of a precept of £34,000. All parishioners were in agreement.
• JL gave an update to the meeting on the defibrillator. The case has been fitted to the wall outside The Bell, the defibrillator will be installed shortly and once it is operational the PC will inform the village.
• NB gave an update to the meeting on the new Chearsley PC website. It is about to go live and there will be lots of information on there such as agendas and minutes of meetings, a link to AVDC planning and much more.

To formally approve 2018/19 budget.

ME gave his view that councils should keep costs down. He has concerns over devolved government and that there is no cap on parish councils. ME came to the meeting with 3 amendments: to spend only what we need to spend with a precept of £9,000, to reduce the precept or to keep the precept at £32,000. He is concerned that parishioners do not pay twice. After what he has heard at this meeting, ME will not come forward with any amendments.

Councillors voted on the proposed 2018/19 budget, the majority of councillors were in favour and the budget was approved.

• JL informed the meeting that the Village Hall invites all Chearsley residents to a meeting on 29^th January at 8pm at Willow Corner, School Lane to agree the sale of a 3ft strip of land to a neighbour with all proceeds going to the Village Hall. Details are in the Chearsley News.

3.       MATTERS ARISING FROM PREVIOUS MINUTES

• Stockwell on Church Lane.  RP enquired whether this is covered by public liability insurance. ACTION: Clerk to check with insurance company. PC needs to consider whether the stockwell should have a fence around it. ACTION: JH to look into the availability of grants.
• PC logo. This is now complete.
• Grit bins. These have now been refilled. Bins are to be repaired by Bucks Landscapes and a new one to be located by Stoney Furlong. ACTION: NB to chase.
• Grove Farm. Nothing further to report with regards to the bad smell. ACTION: MH to continue to monitor.
• War Memorial repair and conservation.  ACTION: JL to produce requirement statement for contractors to quote against. Advice from other parishes, such as Shabbington and Thame, who have completed similar projects needs to be sought.
• PC Governance. It was agreed that it is not necessary to produce a separate Risk Assessment document as this is already covered by the Financial Guidelines.
• Trees. ACTION: ME to identify on a map trees the Parish Council are responsible for.
• Madges Farm development. JH did not manage to get hold of Long Crendon PC. The revised routing of construction traffic has not been published on the AVDC planning portal. ACTION: JH to contact Suzanne Winkels to get this amended.
• Bus stop. ACTION: JH to look at the installation of a noticeboard inside the bus shelter to display children’s art work.
• Defibrillator. NB confirmed that Cuddington have no insurance for their unlocked cabinet. ACTION: Clerk to inform insurance company of new defibrillator in locked cabinet at a cost of £1800 and seek their advice on whether this should be insured.

4.       PLANNING

No new planning applications received.

5.       CORRESPONDENCE

Correspondence was received from Venetia Davies asking the PC to agree to formally adopt the new Parish Council website. Councillors agreed to this. ACTION: Clerk to agenda for the next meeting the maintenance and management of the website and also the General Data Protection Regulation (GDPR).

6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Nothing new to report.

7.       FINANCE

·         The monthly finance report has been circulated to Councillors. At present there is just under £30,000 in the bank.

·         Orders for Payment

£720.48	AVDC -dog bins
£99.98	N Brown - lights
£6.50	Bank charges
£20.00	Cricket club- rental
£480.00	Peter Leybourne
£55.50	N Brown - Equip hire
£607.00	N G W Property Services
£230.00	H Spurgeon
£1,639.50	WEL Medical - Defibr.
£150.00	Julia Witcher – tree
£61.02	N Brown – various

·         Jacqui Porteous has agreed to act as Internal Auditor for the coming year.

8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

JH attended the December LAF meeting. The minutes have been circulated. The next meeting is in Haddenham.

9.       GRIT BINS

This was covered under point 3 above.

10.   PARISHIONERS QUESTION TIME

·         A discussion took place regarding the state of the pathways in the village. Farmyard Path and Hicks Path are both blocked by debris. A survey of all footpaths is needed. ACTION: Clive Harriss to ask whether BCC can help. A parishioner enquired whether the holly on Hicks Path can be removed. ACTION: NB to follow up. ME’s gate on Church Lane is difficult to open, ME agreed to have a look at it.

·         A parishioner spoke about speeding in the lanes in the village. It is difficult to police. It was suggested that a note be put in the Chearsley News and website.

11.   ITEMS FOR INFORMATION

JH will be attending the Planning Liaison Conference at The Gateway, AVDC, 20^th February 2018 17.30 – 19.30.

12.   DATE AND TIME OF NEXT MEETING in Chearsley Cricket Club

·         Monday 19^th February 2018 at 7.30pm

Agenda: CPC meeting 15th January 2018

CHEARSLEY PARISH COUNCIL

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

Monday 15^th January 2018 at 7.30pm in Chearsley Cricket Club

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

1.    Apologies for Absence

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

3.    Matters Arising from previous Minutes

4.    Planning, to note that no new planning applications received

5.    Correspondence, any outside Agenda items

6.    Contributions from AVDC and BCC Cllrs

7.    Finance

·         Monthly finance report (RP)

·         Budget, to formally approve 2018/19 budget

8.    Reports from Councillors attending meetings and outside organisations

9.    Grit bins, replacement required in Lower Green Lane (JW)

10.  Parishioners Question Time – 10 minutes will be set aside to receive representations from members of the public.

11.  Items for Information

·         Planning Liaison Conference at The Gateway, AVDC, 20^th February 2018 17.30 – 19.30.

12.  Date and Time of Next Meeting in Chearsley Cricket Club

·         Monday 19^th February at 7.30pm

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

Helen Spurgeon (Clerk)

Minutes: 20th November 2017

DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 20^TH NOVEMBER 2017 IN THE CRICKET CLUB AT 7.30PM

PRESENT

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

Parish Clerk:                                       Helen Spurgeon

Responsible Finance Officer:      Robert Parkes (RP)

Parishioners:                                      There were no Parishioners

DECLARATIONS OF INTEREST

There were no interests declared.

PARISHIONERS QUESTION TIME

There were no questions.

1.       APOLOGIES

Michael Edmonds (ME), Paul Bown (PAB)

2.       APPROVAL OF OCTOBER 2017 MINUTES

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

3.       MATTERS ARISING FROM PREVIOUS MINUTES

•        Stockwell on Church Lane. This is being cleared on 21^st November. ACTION: NB to ask Derek Allen to write a formal proposal of the work required which can then be circulated to the PC. ACTION: JH to look into the availability of grants in more detail, particularly from a heritage angle. This work will need to be built into the budget for next year.

•        Hedge by the Cricket Club. To be cut back by the Cricket Club next spring.

•        Mike Heybrook’s footpath report. Mike Heybrook’s view is that the gates do not need replacing but the damage needs repairing.

•        Chearsley flag and PC logo. ACTION: JH to circulate the new PC logo. The flag has been put on hold.

•        New dog bin at Stoney Furlong. This has been installed.

•        Grit bins. These are to be repaired by Bucks Landscapes and a new one to be located by Stoney Furlong. ACTION: NB to chase.

•        Bus shelter works. The windows are awaiting installation.

•        Grove Farm. ACTION: MH to co-ordinate a response to AVDC regarding the bad smell.

•        War Memorial repair and conservation. The Church had no further information regarding the ownership of the war memorial. ACTION: JL to produce requirement statement for contractors to quote against. Advice from other parishes, such as Shabbington and Thame, who have completed similar projects needs to be sought.

•        2018/19 budget setting meeting has been arranged for 28^th November.

•        VALP. This was voted to go through at the district council meeting.

•        PC Governance. Financial Guidelines have now been approved by the PC. ACTION: RP to produce Risk Assessment document.

•                                Church Lane parking bays. To be discussed at the budget setting meeting.

•                                Chearsley map. With thanks to the WI, the map has now been updated.

4.       PLANNING

·         17/03808/APP – Woodbine Cottage, Church Lane, Chearsley HP18 0DH

ACTION: Clerk to submit no objections to AVDC.

·         17/04009/APP – Farthings Cottage, Watts Green, Chearsley HP18 0DD

ACTION: Clerk to submit no objections to AVDC.

5.       CORRESPONDENCE

There was no correspondence outside the Agenda items.

6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Mike Hawkett informed the meeting that the proposed Wainwrights development in Long Crendon would be going to planning committee.

7.       FINANCE

·         The monthly finance report has been circulated to Councillors.

·         Orders for Payment

·         South Bucks Tree Surgeons, as authorised at the October meeting.

·         Premier Windows £132.43 for work to the bus shelters.

·         Parish mowing £1360

·         BALC membership renewal £67

·         It was agreed to appoint Jacqui Porteous as the Internal Auditor for next year.

8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

There were none.

9.       DEVOLUTION OF GRASS CUTTING

To be discussed at the next meeting.

10.   TREES

Councillors agreed to proceed with the tree work around the village as quoted for by 4 Seasons. A discussion took place regarding a tree on School Lane opposite Old House. The residents of Old House are having issues getting the property insured because of the size and fragility of the tree. Councillors agreed to get a professional view on the condition of the tree, remove the ivy from the tree but to leave the scrub.

ACTION: ME to identify on a map trees the Parish Council are responsible for.

11.   TRAFFIC CALMING – PROGRAMME OF WORKS

The estimated budget for phase 1 is £20,000 including approximately £5,000 of LAF funding. Phase 1 includes work to the village gateways with new village signs and dragons’ teeth to make it clear that you are entering a village. The white lines and studs in the middle of the main road within the village will be removed. Redundant signage will be removed and some more traditional ‘Fingerposts’ will be used. Phase 2 will be discussed at the budget setting meeting.

12.   MADGES FARM DEVELOPMENT – TRAFFIC MANAGEMENT SCHEME

It came to the attention of the PC that the construction plans for the development at Madges Farm in Long Crendon included a Traffic Management Plan redirecting deliveries to the site from the A418 through Chearsley rather than Long Crendon. Chearsley PC were not consulted about this. Following correspondence with AVDC and BCC, deliveries will now go via the A418 and B4011. ACTION: JH to contact Long Crendon PC to have an informal discussion.

13.   LAF FUNDING APPLICATIONS

This year’s LAF funding is still to be claimed. It will be taken off the total bill from BCC. The PC are still awaiting the bill for the feasibility study.

14.   DEFIBRILLATOR

JL spoke to Cuddington PC; they used the British Heart Foundation who funded their defibrillator several years ago. Thame and Haddenham both used Well Medical at a fair price and have a lockable cabinet. Cuddington do not have a locking cabinet as they feel it is easier without a code and the area is safe. JL recommends a lockable cabinet with the code on the front, then the cabinet can be locked if there is any trouble. The price is £1639 including VAT which can be reclaimed. The PC has funds set aside of £1400 to pay for the unit and will fund the installation. ACTION: NB to check with Cuddington the insurance for an unlocked cabinet. Councillors agreed to purchase and install the defibrillator then organise training for first responders.

15.   PARISHIONERS QUESTION TIME

There were no questions.

16.   ITEMS FOR INFORMATION

·         Bus Stop. ACTION: JH to look at the installation of a noticeboard inside the bus shelter to display children’s art work.

·         Xmas tree. New lights have been purchased. The tree will arrive the last week in November with the official lighting up on 8^th December at 6.45pm.

·         Shed break-ins. There have been a number of shed break-ins in the village.

17.   DATE AND TIME OF NEXT MEETING

·         Councillors suggested that it may not be necessary to have a December meeting. There is a budget setting meeting on 28^th November. The results of this will be circulated and Councillors can then decide if a meeting is needed on 11^th December to ratify the budget.