14 Sep 2017

Agenda: CPC meeting 18th September 2017


CHEARSLEY PARISH COUNCIL

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

Monday 18th September 2017 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 17th July 2017

3.     Matters Arising from previous Minutes

4.     Planning

·         16/03565/APP – 2-4 Winchendon Road

The PC opposed the application. Recording of votes.

·         17/03067/APP – Donnalea, Aylesbury Road, Chearsley HP18 0BS

Demolition of existing dwelling & erection of 2 dwellinghouses with associated off-road parking.

Case Officer: David Spring. Comment date: 18th September 2017

·         17/03246/APP – Chearsley Barn, Chilton Road, Chearsley

Conversion & alteration of an existing agricultural barn into a dwelling house, including change of use of land within its curtilage, with access, parking & amenity space.

Case Officer: Bill Nicholson. Comment date: 29th September 2017

5.     Correspondence, any outside Agenda items including correspondence from a Parishioner regarding a tree near Orchard Close, Shupps Lane that needs pruning.

6.     Contributions from AVDC and BCC Cllrs

7.     Finance

·         Monthly finance report

8.     Reports from Councillors attending meetings and outside organisations including

·         TfB Stakeholder Conference (12/09/17), JH

9.     TfB Feasibility Study (JH)

10.  Application for LAF funding (JH)

11.  LAF Speed Sentinel(JH)

12.  Update on defibrillator (JL)

13.  Update on horse chestnut tree (JL)

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

15.  Items for Information

·         Vale of Aylesbury Local Plan - Parishes Seminar on 4th October 2017. JL & JW to confirm attendance.

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

·         Monday 16th October at 7.30pm

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

Helen Spurgeon (Clerk)

19 Aug 2017

Minutes: 17th July 2017


DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 17TH JULY 2017 IN THE VILLAGE HALL AT 7.30PM

PRESENT

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

Parish Clerk:                                       Helen Spurgeon

Responsible Finance Officer:      Robert Parkes (RP)

Parishioners:                                      There were 3 Parishioners

DECLARATIONS OF INTEREST

PAB declared an interest in the planning application for River View. 

PARISHIONERS QUESTION TIME

A parishioner expressed concerns over the hedge by the Cricket Club. This is the responsibility of the Cricket Club. ACTION: JH to chase the Cricket Club.

A parishioner expressed concerns that the public bus service may be reduced as it is not very well used. There have been staff on the buses checking their usage. NB raised the idea of a community bus with volunteer drivers for which grants are available. ME suggested diverting a main line bus such as the 280 via the villages once every couple of hours.

1.       APOLOGIES

There were no apologies.



2.       APPROVAL OF JUNE 2017 MINUTES

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



3.       MATTERS ARISING FROM PREVIOUS MINUTES

        Trees in Village. ACTION: ME to identify on a map trees the Parish Council are responsible for by September meeting.

        Insurance policy review & asset register. ACTION: NB & Clerk to review the asset register.

        War Memorial repair and conservation. ACTION: Clerk and JL to arrange to meet in September to complete War Memorials Trust Grant Application form.

        Communication. Chearsley PC Facebook page has now been set up.

        Defibrillator. An electricity supply to the bus shelter is needed. ACTION: JL to follow up with Paul Oliver or appropriate electrical contractor.

        Creation of a new bank account to manage Village Hall funds. A sub-account has been opened specifically to receive stage payment from AVDC.

        Street furniture for village green. It was decided to press on with the provision of new litter bins and railings despite not having the results of the feasibility study. ACTION: JH to chase the feasibility study report.

        BCC grass cuts. It was agreed that the top half of the village is well looked after with regards to grass cutting but the bottom half is not. It appears that BCC only cut half of what they were supposed to during the first cut. There is an issue of visibility for vehicles due to the overgrown verges. The PC need to get BCC to cut the areas they are supposed to cut and may need to organise an additional cut in between the BCC cuts. ACTION: PAB to speak to Graham King in detail and to draft a letter to BCC expressing our concerns.

        Emergency reception and rest centres. ACTION: JH to liaise with Cricket Club regarding the possibility of CCC being added to the register while the Village Hall is being rebuilt.

        Mike Heybrook’s footpath report. ACTION: JH to email Mike Heybrook to see if it is possible to get the work done by September.

        Chearsley flag and PC logo. To be completed by September. ACTION: NB to organise an informal meeting for Councillors to discuss the options.

        New dog bin at Stoney Furlong. This has been ordered.

        Increase for village mowing. A 10% increase has been agreed.

        Village event road signs. These have been ordered.

        Hedge on Hicks Path. Ian agreed to prune the hedge. ACTION: NB to confirm it has been done.



4.       PLANNING

        17/02210/APP – River View, Church Lane, Chearsley HP18 0DF

Proposed boundary wall. A site meeting will take place at 11am on Friday 21st July. ACTION: NB to respond to AVDC by 21st July.



5.       CORRESPONDENCE

There was no correspondence outside the Agenda items.



6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Mike Hawkett confirmed that he had no objections to the construction of the cattle yard at Grove Farm.



7.       FINANCE

·         The auditors have raised a number of queries with the Annual Return which are being dealt with.

·         The VAT refund has been received from HMRC and is now in the bank.

·         Expenditure to date is well within budget but there are a number of projects which need progressing. The PC need to press on with the bus shelter works. ACTION: MH to speak to Jon Parry. The invoice from the feasibility study is yet to be received. No work has been done so far on the parking bays on Church Lane. ACTION: NB to speak to contractor for specification/quote.

·         The only item for payment this month is the Clerk’s salary. It was agreed to fix the Clerk’s salary at a regular level of 20 hours per month. Any expenses that the Clerk incurs below £50 per month can be sent directly to the RFO to be reimbursed.



8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

There were none.



9.       LITTER BINS AND RAILINGS FOR THE VILLAGE GREEN

This was covered under point 3 above.



10.   CHEARSLEY FLAG AND PC LOGO

This was covered under point 3 above.



11.   GRASS CUTTING

This was covered under point 3 above.



12.   PARISHIONERS QUESTION TIME

A Parishioner asked what had happened to the Chearsley signs at the village entrances. They were removed for the white gates to be repainted. They will be replaced by new signs but the PC are waiting for the results of the feasibility study which is likely to recommend more ‘olde worlde’ signs to encourage traffic to slow down as it enters the village.



13.   ITEMS FOR INFORMATION

·         Report on dangerous driving by Ultraframe/Bibby Distribution HGV BP15 OWY. A branch was snapped off the horse chestnut tree during a dangerous manoeuvre by this lorry. Photographic evidence was captured. Initially, a poor response was received from Bibby to the complaint. Later, Bibby agreed to amend the driver’s route to avoid the village roads. JH has sent a report of the incident to the police and BCC. JH is still in correspondence with Bibby and is considering asking for recompense for the damage to the tree. Any further developments will be reported.

·         Report from potholes taskforce (PAB/MH/JH). An audit of potholes in the village is being carried out. Aylesbury and Winchendon Roads have been done with 15 potholes to report. Other areas are to be audited. The PC is reporting these potholes via the BCC website.

·         Feasibility study report. If this arrives before the next PC meeting, Councillors will meet to review the report.

·         Grove Farm. Complaints have been received regarding a strong smell and a large number of red kites circling around the farm looking for dead meat. ACTION: Clerk to contact AVDC environmental officer to investigate.

·         Final PC meeting in the Village Hall. From September PC meetings will be held in the Cricket Club. We look forward to enjoying the new Village Hall in the spring.

·         Unregistered land. There are a number of areas of unregistered land in the village which the PC are looking at registering for the use of the community. Councillors agreed for NB to start work on this with Honiballs legal team.



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

·         Monday 18th September 2017 at 7.30pm

16 Aug 2017

2-4 Winchendon Road – Amended Plans


2-4 Winchendon Road – Amended Plans





Amended proposals/plans have been received from AVDC for the redevelopment of 2-4 Winchendon Road by the Vale of Aylesbury Housing Trust.





16/03565/APP – CHEARSLEY
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.

Case Officer: Thandi Zulu


If local residents have any comments, please send them directly to the planning department at AVDC (Development Management, The Gateway, Gatehouse Road, Aylesbury, Bucks. HP19 8FF) for consideration or comment via the AVDC website.


Comment from the Chairman of the Parish Council re. the latest split of homes:

“Ideally the mix would be 2x rented, 2x shared ownership, 1 for sale but this remains subject to viability and so they cannot make commitments.

Obviously the Trust are an affordable housing provider and will provide as many affordable homes as they can but this may reduce to 3 affordable units (hopefully no less) if build costs are high. For the same reason they cannot confirm the final tenure mix between rented and S/O as this too will be subject to demand and financial viability.”



Chearsley Parish Council

16th August 2017

28 Jun 2017

Minutes: 19th June 2017


DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 19TH JUNE 2017 IN THE VILLAGE HALL AT 7.30PM

PRESENT

Councillors:                                         Nic Brown (NB), John Lewis (JL), Martin Hearmon (MH), Paul Bown (PAB), Clive Harriss

Parish Clerk:                                       Helen Spurgeon

Responsible Finance Officer:      Robert Parkes (RP)

Parishioners:                                      There were 2 Parishioners

DECLARATIONS OF INTEREST

There were no interests declared. 

PARISHIONERS QUESTION TIME

Fenella Tillier handed over to the Parish Council old minute books dating back many years. There are many PC documents in storage which are to be put into archives. It is hoped to make these historic documents available to the public.

Fenella asked about the walnut tree outside her house which is in need of attention. ME is mapping the trees in the village that the Parish Council are responsible for. ACTION: ME to produce report/map prior to next meeting. It can then be determined what work is required to be done by the tree surgeons.

A parishioner expressed concerns over the hedge by the Cricket Club. This is the responsibility of the Cricket Club and they should be contacted directly.

1.        APOLOGIES

Julia Witcher (JW), Michael Edmonds (ME), John Howard (JH).



2.       APPROVAL OF MAY 2017 MINUTES

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



3.       MATTERS ARISING FROM PREVIOUS MINUTES

·         Insurance policy review & asset register. RP supplied the insurance company details. ACTION: NB & Clerk to review the asset register.

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

·         Signage for Village Green. The first ‘No Parking’ sign has now been removed.

·         Bus Shelters. The new bus stop signs are now up. MH has spoken to Jon Parry and instructed him to carry out the improvement work to the bus shelter interiors over the summer holidays. Jay in the shop is speaking to his ice-cream supplier to see if they are able to supply a replacement litter bin outside the shop.

·         Communication. ACTION: Clerk to contact JW to see if a Chearsley PC Facebook page has been set up.

·         Kerbing. The kerbing work in Dark Lane has been completed.

·         Defibrillator. An electricity supply to the bus shelter is needed. ACTION: JL to follow up with Paul Oliver or appropriate electrical contractor.

·          Planning: 2-4 Winchendon Rd. NB has circulated the views of the Parish Council to AVDC. There is a large deviation from the original plans. We are awaiting a proposal from VAHT.

·         Creation of a new bank account to manage Village Hall funds. ACTION: RP to open a sub-account specifically to receive stage payment from AVDC.

·         Nominating an asset of community value – Chearsley Stores. NB is waiting to hear back from the shop owners.

·         Working with other PCs. This will continue to be done on an informal basis.

·         Street furniture for village green. NB suggested the Copperfield hooded 90 litre litter bin which can either be attached to the ground using ballast or bolted. ACTION: NB to send out summary of various litter bin options including square bins before the next meeting for councillors to agree. Maximum cost of £300 per bin. ACTION: NB to investigate the options for railings.

·         BCC grass cuts. The PC are unhappy with the current service. BCC do not seem to be cutting according to the grass cutting map. It may be better to devolve rather than continue with BCC. ACTION: PB to find out exactly where and when the grass is cut and the cost of it and to determine what our grass cutting needs are. ACTION: Clerk to email PB the contact details of Graham King.



4.       PLANNING

·         17/01836/COUAR – Land at Chilton Road, Chearsley

ACTION: Clerk to submit no objections to AVDC.

·         17/01807/APP – Land adjacent to Grove Farm, Chearsley Rd, Long Crendon

Construction of cattle yard.

ACTION: Clerk to email ME and Mike Hawkett to request their comments. Site meeting to be arranged following receipt of comments.

·         Planning applications – unanimous or majority decision

It was agreed to continue with the current AVDC format of ticking a box to record whether the PC has no objections, supports or opposes the application. If any of the Councillors wish to record the number of votes for or against a decision and the names of those Councillors voting, this can be done in the Minutes.



5.       CORRESPONDENCE

·         An email was received regarding funds available for communities disrupted by HS2. The PC agreed that Chearsley would not be eligible for this funding.

·         An email was received from AVDC regarding emergency reception and rest centres. It was agree that whilst the Village Hall is being rebuilt the Cricket Club would be put on the register and then the new Village Hall from April 2018. ACTION: Clerk to respond to AVDC.



6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Clive Harriss, our new BCC Councillor, introduced himself and aims to attend the PC meeting whenever possible.



7.       FINANCE

It was recorded in the June Finance Report that the PC has now moved to automated banking. A claim has been submitted to HMRC for a refund of VAT for £1900. Two items were scheduled for payment: road signs and the Clerk’s salary & expenses.



8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

JL and JH attended the Haddenham & Long Crendon Local Community Area Forum on 15th June. Notes from the meeting have been circulated by JL and will be filed with the Minutes. A sum of £5.2k has been ring-fenced within LAF 2017/8 budget to support new traffic calming measures undertaken in the village. This sum will have to be match-funded by the PC. The PC will have to forward a specific proposal when the recommendations from the Feasibility Study are received – hopefully in the next fortnight.



9.       PC GOVERNANCE

Financial Regulations and Risk Assessment– RP will continue to produce a monthly finance report and a more detailed quarterly report. This will be trialled for a couple of months and then PC governance will be built around it. Any feedback from the PC is welcomed.



10.   MIKE HEYBROOK’S FOOTPATHS REPORT

JH met with Mike Heybrook and all gates are now in working order. Mike will consider the possibility of replacing some of the gates via the ‘Donate a Gate’ scheme run by the Chiltern Society and Bucks CC. ACTION: JH to update further at next meeting.



11.   CHEARSLEY FLAG AND PC LOGO

Some initial designs were distributed. Long Crendon School are producing some further options. ACTION: NB to bring complete dossier of ideas to next meeting.



12.   NEW DOG BIN AT STONEY FURLONG

It was agreed to go ahead with the new dog bin. ACTION: Clerk to order with AVDC.



13.   LAF FUNDING FOR IMPLEMENTATION OF TRAFFIC CALMING MEASURES

This was covered under point 8 above.



14.   INCREASE FOR VILLAGE MOWING

We currently pay £100/cut for parish mowing (Village Green, war memorial etc) and £150/cut for parish footpath mowing. The current contractor is asking for an increase. It was agreed this was reasonable due to the expense of the equipment needed. ACTION: PB to take on as part of his work looking at the BCC grass cuts.



15.   PROPOSAL FOR VILLAGE EVENT ROAD SIGNS TO SLOW TRAFFIC

The organising committee of the Classic Car Show have requested PC support for road signs carrying a message such as “Village Event Ahead – Please Slow Down”. These could be used for all future village events. If 4 signs are purchased, the cost is £140 (£35 each) plus costs of inserts as required. It was agreed to go ahead with the purchase. ACTION: JH.

It was noted that the PC should apply for a road closure for Remembrance Day this year.



16.   PARISHIONERS QUESTION TIME

A Parishioner asked what was happening with the repairs to Aylesbury Road. The PC is committed to getting the roads improved but the repairs won’t be scheduled until next year. Cllr Clive Harriss is supporting this work.



A Parishioner enquired about the pruning of the holly hedge on Hicks Path. ACTION: NB to speak to Ian.



A Parishioner requested that during meetings it is made clearer where we are on the Agenda and which topics we are discussing. A large amount of work is done by email between meetings in order to progress thing more quickly.



17.   ITEMS FOR INFORMATION

It was agreed to purchase the Red Ensign flag to be flown on Merchant Navy Day on 3rd September 2017. ACTION: Clerk.



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

·         Monday 17th July 2017 at 7.30pm (This will be the last meeting in the Village Hall)

·         It was agreed not to hold a meeting in August due to holidays.

LAF meeting notes 15th June 2017


Haddenham & Long Crendon Local Community Area Forum. 

Thursday 15th June 2017.  Oakley Village Hall.

Notes from Chearlsey PC representatives John Howard & John Lewis



The meeting was attended by some 20 people representing PCs around the area.  It was chaired by Clive Harriss, County Councillor for Bernwood.

Points arising:

1.       Haddenham PC will take delivery of new LAF-funded Speed Sentinel equipment in July, which will be available for use by PCs in the LAF area. LAF will shortly issue a ‘protocol’ for its use. Details of a special Working Group and training programmes will be circulated. PCs will need to identify speeding ‘hot spots’ and take out the necessary insurance to cover any damage to the equipment during use.

2.       Repairs to Aylesbury Road leading out of Chearsley have now been scheduled for the future but it is unlikely that they will take place in the current year. Clive Harris will provide Chearsley PC with more specific information. Bucks CC will liaise with Thames Water about the necessary long-term repairs to the drainage system

3.       Two burst mains have been repaired/patched up within the village by Thames Water in recent weeks.  

4.       The Bucks CC Super-sucker is back in operation and the gullies on the Aylesbury Road leading out of Chearsley will be treated within the next fortnight.

5.       The Bucks CC department responsible for major road repairs (‘Streetworks’) is obliged to give PCs 12 weeks’ notice of scheduled works involving traffic controls. The PC to advise Bucks CC of the current contacts for this information.

6.       There is no similar requirement for emergency works, such as the recent drain repairs undertaken by Thames Water.

7.       A sum of £5.2k has been ring-fenced within LAF 2017/8 funding to support new traffic calming measures undertaken in the village. This sum will have to be match-funded by the PC. The PC will have to forward a specific proposal when the recommendations from the Feasibility Study are received – hopefully in the next fortnight

8.       AVDC will shortly be voting on introduction of ‘micro grants’ (£5k - £20k)as part of the New Homes Bonus Fund scheme.  Available to PCs for smaller projects

9.       AVDC will be visiting Fetes etc. around the District during the Summer.  (Do we want to invite them to ours next week?)

10.   Publication of the VALP (Vale of Aylesbury Plan) is imminent

11.   We requested that for future meetings, Nic Brown, John Lewis & John Howard be added to the list of committee members. We advised that any 2 from the 3 will attend.



The next meeting will take place on Thursday 21st September, 1900 in Haddenham Village Hall.





JH/JL

16/06/17