15 Nov 2017

Agenda: CPC meeting 20th November 2017


CHEARSLEY PARISH COUNCIL

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

Monday 20th November 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 16th October 2017

3.     Matters Arising from previous Minutes

4.     Planning

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

Part single, part two storey front infill extension.

Case Officer: Bibi Motuel. Comment date: 24th November 2017

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

Repair existing chimney stack & increase height to 1.8m. Install a wood burning stove with rigid twin wall insulated flue/system chimney. Remove existing canopy & replace register plate. Spray thatched roof with fire retardant.

Case Officer: Janet Mullen. Comment date: 21st November 2017

5.     Correspondence, any outside Agenda items

6.     Contributions from AVDC and BCC Cllrs

7.     Finance

·         Monthly finance report (RP)

8.     Reports from Councillors attending meetings and outside organisations

9.     Devolution of grass cutting (PB)

10.  Trees, including formal agreement to proceed with the tree work around the village as quoted for by 4 Seasons (JL)

11.  Traffic calming – programme of works (JH)

12.  Madges Farm development – traffic management scheme (JH)

13.  LAF funding applications (JH)

14.  Defibrillator (JL)

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

16.  Items for Information

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

·         Monday 11th December at 7.30pm

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

Helen Spurgeon (Clerk)

19 Oct 2017

Minutes: 16th October 2017


DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 16TH OCTOBER 2017 IN THE CRICKET CLUB AT 7.30PM

PRESENT

Councillors:                                         Nic Brown (NB), John Lewis (JL), Martin Hearmon (MH), Julia Witcher (JW), 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 enquired as to who is responsible for the hedges behind the Stockwell on Church Lane. This is the responsibility of the Parish Council. NB explained that there is a proposal on the Stockwell to clean and maintain the pond and carry out a proper survey to assess the repair work needed for its future preservation. ACTION: Clerk to investigate what grants are available to fund this project.

A Parishioner requested an update on the planning application for 2-4 Winchendon Road. The PC objected to this application and are awaiting next steps from AVDC.

1.       APOLOGIES

Michael Edmonds (ME), Paul Bown (PAB), John Howard (JH)



2.       APPROVAL OF SEPTEMBER 2017 MINUTES

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



3.       MATTERS ARISING FROM PREVIOUS MINUTES

         Hedge by the Cricket Club needs cutting back. ACTION: JH to ensure this is done by the Cricket Club.

         Trees in Village. ACTION: ME to identify on a map trees the Parish Council are responsible for. ACTION: Clerk to request again that ME sends out map ASAP. Trees requiring work: crown lift to the walnut tree on Dark Lane by Fenella’s house, pruning of hedges by Village Hall, hedges on left of School Lane, plum tree overhanding the Stockwell. ACTION: JL to obtain quote for the work.

         Insurance policy review. A new insurance policy is now in place.

         BCC grass cuts. These have now been done. ACTION: PAB to obtain dates for 2018 cuts.

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

         Chearsley flag and PC logo.  ACTION: NB to circulate final draft of the logo. A decision needs to be made on the winner of the flag competition at Long Crendon School. All of the designs could be displayed in the bus shelter.

         New dog bin at Stoney Furlong. ACTION: NB to check if dog bin has been installed.

         Grit bins. These are to be repaired by Bucks Landscapes and a new one to be located by Stoney Furlong.

         Bus shelter works. The new litter bins are in and the works are almost complete, just the windows to go in which are on order.

         Grove Farm. The Clerk has contacted Environmental Health at AVDC regarding complaints of a bad smell. Further information sent to AVDC. ACTION: Clerk to chase AVDC for a response.

         Defibrillator. We are currently awaiting a quote for the defibrillator. ACTION: JL to check which supplier Cuddington used.

         War Memorial repair and conservation. Ownership of the war memorial is still

unknown. ACTION: JL to check ownership with the Church. JL to produce requirement statement for contractors to quote against.

Remembrance Sunday -  ACTION: Clerk to fill out online form to request road closure. ACTION: MH to check procedure for the flag.

         Training. BALC run a training course called ‘Demystifying Planning’ for any Councillors wishing to attend. The next course is on 6th March.



4.       PLANNING

No new planning applications received.



5.       CORRESPONDENCE

There was no correspondence outside the Agenda items.



6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

Nothing new to report.



7.       FINANCE

·         The annual audit is now complete.

·         The monthly finance report has been circulated to Councillors. Year to date expenditure is £12,700, against the full year precept of £32,000. Cash in the bank at the end of September was £41,000.

·         Orders for Payment

·         For bus shelter works, bins and railings: NGW £2051, Helpful Hirings £63, Kings Langley Building Supplies £790

·         BALC training course £63.11

·         Noticeboard varnishing £25

·         The annual grant payments to the Village Hall and Church were agreed. £300 each as budgeted. To be reviewed for next year’s budget.

·         A budget setting meeting for 2018/19 needs to be arranged. ACTION: RP to arrange meeting.



8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

Councillors JW and ME attended the Vale of Aylesbury Local Plan – Parishes Seminar on 04/10/17. It concentrated on the sustainability of housing development. Chearsley is not allocated any new homes as it is a small village. The draft plan should be in by March with the plan being adopted by the end of 2018. There is a meeting of the district council on 18th October to discuss the VALP. ACTION: Cllr Michael Hawkett to provide feedback on this meeting to the PC at the November meeting.  



9.       TfB FEASIBILITY STUDY

The study proposed 8 options for traffic calming:

1.       Enhanced gateway features

2.       Road markings

3.       New traffic signs

4.       New footway by bus shelter

5.       Extend footway western end of village

6.       New footway at top of School Lane

7.       Mitigate verge damage by HGV’s

8.       Vertical traffic calming (not recommended)

To do everything would cost £85k + VAT. The PC recommends doing the first three options this year at a cost of £20k + VAT. There is a meeting with Trevor Bonsor on 27th October to progress matters. Councillors agreed to obtain quotes for the next meeting in the hope of starting work in the new year.



10.   APPLICATION FOR LAF FUNDING

The PC will put in an application for 2018/19 funding towards the later phase of traffic calming.



11.   NEW PC WEBSITE

Work on the new PC website is well underway and looking good. The rate of pay for the contractor was agreed at £150 per day. It is likely to be 8 days work but will be capped at 10 days. There will be a presentation to the Councillors of the new website once it is complete. Reminder to Councillors to send in their biographical notes.



12.   2018 MEETING DATES

It was agreed to continue to hold meetings on the 3rd Monday of the month. ACTION: Clerk to circulate 2018 meeting dates and book CCC through to March.



13.   PC GOVERNANCE

ACTION: RP to produce Financial Regulations and Risk Assessment documents for the PC.



14.   TO ASSIGN A PARISH COUNCILLOR RESPONSIBLE FOR REVIEWING THE INSURANCE POLICY

NB agreed to do this.



15.   PARISHIONERS QUESTION TIME

A Parishioner enquired what the timescale was for the Church Lane parking bays. ACTION: PC to confirm.



16.   ITEMS FOR INFORMATION

·         Horse chestnut tree. The work is now complete.

·         Updating of Chearsley map. Two members of the WI have updated all of the house names. An IT professional is now needed to update the map. ACTION: NB to ask Leif Hytten if he can help.

·         Xmas tree lights. It was agreed to purchase new lights.

·         Poppy wreath. ACTION: Clerk to order.



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

·         Monday 20th November 2017 at 7.30pm

11 Oct 2017

Agenda: CPC meeting 16th October 2017


CHEARSLEY PARISH COUNCIL

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

Monday 16th October 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 18th September 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

8.    Reports from Councillors attending meetings and outside organisations including

·         Vale of Aylesbury Local Plan - Parishes Seminar (04/10/17), JW & ME

9.    TfB Feasibility Study, to agree next steps

10.  Application for LAF funding

11.  New PC Website

12.  2018 meeting dates, to agree

13.  PC Governance, to discuss Financial Regulations and Risk Assessment

14.  To assign a Parish Councillor responsible for reviewing the insurance policy, in line with Risk Assessment.

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

16.  Items for Information

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

·         Monday 20th November at 7.30pm

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

Helen Spurgeon (Clerk)

28 Sep 2017

Minutes: 18th September 2017


DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 18TH SEPTEMBER 2017 IN THE CRICKET CLUB AT 7.30PM

PRESENT

Councillors:                                         Nic Brown (NB), John Lewis (JL), Paul Bown (PAB), John Howard (JH)

Parish Clerk:                                       Helen Spurgeon

Parishioners:                                      There were 3 Parishioners

DECLARATIONS OF INTEREST

NB declared an interest in the planning application for Donnalea. 

PARISHIONERS QUESTION TIME

There were no questions.

1.       APOLOGIES

Martin Hearmon (MH), Julia Witcher (JW), Michael Edmonds (ME), Michael Hawkett, Robert Parkes.



2.       APPROVAL OF JULY 2017 MINUTES

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



3.       MATTERS ARISING FROM PREVIOUS MINUTES

        Hedge by the Cricket Club needs cutting back. ACTION: JH to ensure this is done by the Cricket Club.

        Trees in Village. ACTION: ME to identify on a map trees the Parish Council are responsible for. ACTION: Clerk to request ME sends out map ASAP.

        Insurance policy review & asset register. We are now in possession of the asset register. ACTION: Clerk to contact insurance provider to confirm the insurance is up to date.

        BCC grass cuts. PAB raised concerns to BCC over several phone calls that the grass verges are not being cut yet we are paying for this service. ACTION: PAB to write official letter of complaint to BCC. The Parish Council is responsible for common ground in the parish boundary of which there is only one piece at the bottom of the village. The PC agreed to look into the devolution of grass cutting following a response from BCC to our letter of complaint. ACTION: Clerk to contact Venetia Davies and BCC to gather information regarding devolution. ACTION: Clerk to agenda devolution for November meeting.

        Emergency reception and rest centres. The Cricket Club is not on the register due to legal complexities.

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

        Chearsley flag and PC logo.  ACTION: NB to organise an informal meeting for Councillors to discuss the options.

        New dog bin at Stoney Furlong. Due to be installed the last week of September.

        Grit bins. These are to be refurbished by Bucks Landscapes. Councillors agreed to the provision of a new grit bin in the vicinity of Stoney Furlong. ACTION: NB to order new grit bin.

        Hedge on Hicks Path. This has been pruned.

        Bus shelter works. Neil Warburton is putting plans together.

        Parking bays on Church Lane. ACTION: NB to speak to contractor for specification/quote.

        Grove Farm. The Clerk has contacted Environmental Health at AVDC regarding complaints of a bad smell. Further information was requested. ACTION: Clerk to email this information to AVDC.



4.       PLANNING

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

The PC opposed the application with Councillors JW, PAB, ME and MH opposing the application and Councillors JH, JL and NB supporting the application.

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

A site meeting took place on 14th September. The PC opposed the application due to an overdevelopment of the site and inadequate parking provision.

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

ACTION: Clerk to submit no objections to AVDC.



5.       CORRESPONDENCE

An email was received from a Parishioner regarding a tree near Orchard Close, Shupps Lane that needs pruning. ACTION: Clerk to email Dave Smith at TfB to chase up the work and suggest Parishioner does the same.



6.       CONTRIBUTIONS FROM AVDC AND BCC COUNCILLORS

There were no AVDC or BCC councillors present.



7.       FINANCE

·         The auditors have raised a couple of queries with the Annual Return. The annual return was approved by the Parish Council at the meeting held on 15/05/17. There is a query with the figures in section 2. ACTION: RP to resolve query and return documents to Mazars.

·         The monthly finance report has been circulated to Councillors. Going forward Councillors would like to see expenditure and balance on the monthly finance report. This could then be reported in the minutes each month. ACTION: RP to add expenditure and balance to the monthly finance report.



8.       REPORTS FROM COUNCILLORS ATTENDING MEETINGS AND OUTSIDE ORGANISATIONS

Councillors JH and MH attended the TfB Stakeholder Conference on 12/09/17. The main purpose of the conference was for TfB to update Parish Councils on some of the important strands of their work: potholes, gullies, grass, street lighting and winter. There was a workshop which illustrated the challenges TfB face in putting together their annual programme of works against a background of scarce and declining resources. JH has circulated an email to councillors with more detailed information.



9.       TfB FEASIBILITY STUDY

The initial report has been received but it does not include costings which are due later this week. The report suggests creating an ‘olde worlde’ environment as you enter the village to encourage traffic to slow down. Suggestions include enhanced gateway features, looking at traffic signs and narrowing of the carriageway by the bus stops. A softly, softly approach is recommended to slow traffic rather than flashing signs. Councillors will meet next week to review the report. It was suggested the report is shared with the village by means of a presentation.



10.   APPLICATION FOR LAF FUNDING

The PC needs to provide the detail to support the £5k of existing funding that has been ring fenced for traffic calming measures in Chearsley. The PC will put in an application for 2018/19 funding towards the later phase of traffic calming. JH and JL will attend the next LAF meeting on 21/09/17.



11.   LAF SPEED SENTINEL

MH attended the training session. He will put together a plan for when Chearsley have the equipment over the next 6 months.



12.   UPDATE ON DEFIBRILLATOR

It has been agreed to install a defibrillator in the car park of The Bell pub. The brewery have agreed that it can go on the wall on the right as you enter the car park. This makes installation easier as there is already an electricity supply here. JL has been gathering quotes. The company who Haddenham used have quoted £900 for the unit, £300 for the cabinet and £300 for 10 years support. ACTION: JL to check who Cuddington used. There is £1500 of village fete funds to put towards the purchase. There will also be an installation cost. The PC will fund any shortfall.



13.   UPDATE ON HORSE CHESTNUT TREE

The work on the tree is booked in with South Bucks Tree Surgeons at a cost of £1176.



14.   PARISHIONERS QUESTION TIME

With reference to the planning application for Donnalea, a Parishioner asked how much notice does AVDC take of PC objections on planning matters. The decision will be based on planning policies but the PC view is taken into account. If the PC objects then the application has to go to the planning committee. Notification should be given of the date of the planning committee meeting. Parishioners have the right to speak at this meeting if they have objected.

Two Parishioners expressed concerns over privacy as the application at Donnalea is for 2 storey buildings to replace a bungalow. Concerns were also expressed over the number of residents that could in future be living on the plot of a 2-bed bungalow.



15.   ITEMS FOR INFORMATION

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

·         War Memorial repair and conservation. JL and the Clerk have almost completed the War Memorials Trust Grant Application form. They are trying to ascertain who owns the memorial which sits on unregistered land, the Councillors had no further information. ACTION: Clerk to email Fenella Tillier to see if she knows. A minimum of 3 quotes for the work now need to be obtained.

The PC need to apply for a road closure for Remembrance Sunday from 10.45 to 11.30am on Winchendon Road between the memorial and the horse chestnut tree. ACTION: Clerk to email Sue Jones and Dave Smith to request closure.

·         Training. PB asked the Clerk to look into what training is available on analysing planning applications. ACTION: Clerk to report back at next meeting.



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

·         Monday 16th October 2017 at 7.30pm