9 Jan 2018

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 15th 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 20th 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, 20th February 2018 17.30 – 19.30.

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

·         Monday 19th February at 7.30pm

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

Helen Spurgeon (Clerk)

1 Dec 2017

Minutes: 20th November 2017


DRAFT MINUTES

CHEARSLEY PARISH COUNCIL

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 20TH 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 21st 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 28th 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 8th 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 28th November. The results of this will be circulated and Councillors can then decide if a meeting is needed on 11th December to ratify the budget.

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