Parish Council Minutes
PRESENT: Cllr Val McPherson BEM (Chair), Cllrs Brian Richards (Vice), Richard Myers, Rolf van Apeldoorn, Alex Barter, Tracey Martin (Clerk). Buckinghamshire Councillor: Cllr Alan Turner. Three members of the public present.
During the public participation time the following concerns were raised: infrastructure and the increase in traffic; objections to the dog-walking field planning application (22/06046/FUL) on the grounds that the access track is very narrow, unsuitable and also a footpath, presenting danger to walkers; highways concerns over the number of cars estimated to visit the site; noise disturbance; and wildlife disturbance (objections submitted by residents through the planning portal). A resident had also been misinformed that the Traffic Consultation only covered one end of the village — the Parish Council is looking at speed reduction options across the whole Parish.
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ELECTION OF THE CHAIRMAN TO THE COUNCIL AND TO RECEIVE THE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE: Cllr Barter proposed Cllr McPherson and Cllr Myers seconded. A vote was taken and Cllr McPherson was elected Chairman and signed the declaration of acceptance of office.
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ELECTION OF THE VICE-CHAIRMAN TO THE COUNCIL AND TO RECEIVE THE VICE-CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE: Cllr Myers proposed Cllr Richards and Cllr Barter seconded. A vote was taken and Cllr Richards was elected Vice-Chairman and signed the declaration of acceptance of office.
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WELCOME AND APOLOGIES FOR ABSENCE: Cllr McPherson welcomed all to the meeting. Apologies were received from Cllr Rogers and Cllr Wilkes.
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APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 19th APRIL 2022: Approved by all Councillors.
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DECLARATIONS OF INTEREST: None.
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TO APPOINT REPRESENTATIVES ON THE UNDER MENTIONED BODIES/GROUPS
- Community Boards: Cllr Rogers and Cllr McPherson
- Monks Risborough and Princes Risborough Parochial Charities: Not required, as trustees are elected for a four-year term, currently 2021–2025
7. REVIEW AND ADOPTION OF STANDING ORDERS AND FINANCIAL REGULATIONS: Approved.
8. REVIEW OF CURRENT POLICIES: Current policies were approved by all Councillors.
9. TO CONSIDER AND APPROVE NEW PARISH COUNCIL RISK ASSESSMENT: Approved and adopted.
10. UPDATE FROM BUCKINGHAMSHIRE COUNCILLORS: Cllr Turner reported that the Annual Meeting of Buckinghamshire Council takes place tomorrow, where annual appointments are made; he is hopeful the new Chairman of the Community Boards will be Cllr Walsh. There is a shortage of tarmac due to the war in Ukraine, affecting the whole country; Highways are sourcing alternative suppliers/products but will concentrate on first-level basic repairs in the meantime, which may affect Bar Lane. The caravans on Longwick Road have been allocated an Enforcement Officer. On Askett Corner Field, the long-sited travellers are now entitled to submit another planning application due to Covid-related delays to the eviction process, which is still ongoing, with an enforced injunction hoped as the next step. The new travellers who appeared over the Easter Bank Holiday weekend have had an injunction served, with a blanket injunction applied to the entire field to prevent further occupation or vehicles/hardcore. Cllr Turner will look at the dog-walking field planning application and support the Parish Council's decision. Cllr van Apeldoorn asked for an update on Maccabee Kennels; Cllr Turner reported they are awaiting a final court hearing date. Cllr van Apeldoorn raised a concern about the memorial garden, which had its planning application refused but is holding an open day with the local MP attending; Cllr Turner responded that it is with enforcement and he will discuss with Cllr Hall. Cllr Richards requested that Buckinghamshire Council be more proactive with traveller sites.
11. S.106: Cllr Barter had prepared a paper on some developments and their allocated s.106 monies, raising concerns that funds could be reclaimed by developers if not spent within a certain period. Cllr Turner to discuss with Cllr Walsh, who was obtaining a list of s.106 monies; Clerk to send Cllr Turner the paper Cllr Barter had prepared. Action: Clerk
12. TO RECEIVE MATTERS ARISING NOT OTHERWISE ON THE AGENDA: Cllr van Apeldoorn raised a concern that the meeting with Bellway has now been cancelled twice; as the Site Manager is away, Clerk to find who is covering and arrange a meeting. Action: Clerk. Cllr van Apeldoorn asked what is happening with the Parish Booklets produced in 2019; it was agreed these are now out of date and can be destroyed.
13. PLANNING
New applications reviewed and discussed:
- 22/06046/FUL: Field 1, Rear of Playing Field, Thame Road: Objection
- 22/06167/VCDN: Orchard View Farm, Stockwell Lane: No comment to make
- 22/06255/FUL: Plots 4 & 5 & OS Parcel 8955, Askett Village Lane: Objection
Applications whose status changed:
- 21/08089/VCDN: Old Berkeley House (former Shoulder of Mutton), Owlswick: Application permitted
- 22/05437/FUL: The Old Forge, Thame Road: Application permitted
- 22/05646/MINAMD: Church Farm Cottage, Chestnut Way: Application permitted
14. TO RECEIVE AN UPDATE ON JUBILEE CELEBRATIONS: Cllr Barter reported that the school is creating bunting and the preschool a banner; there will be a crafting tent, a ride, mugs handed out, picnics provided by Orchard View Farm, a band, games run by the Scouts, cream teas, refreshments, a photographer and a first-aider on site. Posters have been displayed around the Parish, and Councillors will wear customised t-shirts to be easily identifiable on the day.
15. TO RECEIVE AN UPDATE ON TRAFFIC CALMING PROJECT: Cllr Richards reported they are awaiting a date for a meeting with the Cabinet Member for Transport, hoped to be in June; the final document will be published only after that meeting, so as not to raise residents' expectations should some schemes prove infeasible.
16. TO NOTE ACCOUNTS FOR PAYMENT IN ACCORDANCE WITH THE BUDGET
The following payments were presented for approval:
| Payee | Net | VAT | Gross | Comment |
|---|---|---|---|---|
| Tracey Martin | £510.72 | £510.72 | Salary | |
| Tracey Martin | £25.00 | £1.00 | £26.00 | Mobile top-up, home allowance, Jubilee |
| HMRC | £26.40 | £26.40 | PAYE | |
| BMKALC | £274.66 | £274.66 | NALC and BALC subscriptions | |
| Starboard Systems | £485.00 | £97.00 | £582.00 | Scribe accounting 22–23 and set-up |
| PRTC | £319.50 | £63.90 | £383.40 | Devolved services grass, March |
| DCK Payroll Solutions | £25.00 | £5.00 | £30.00 | Payroll including end of year |
| Kevin Wharton Fencing | £410.00 | £410.00 | Kissing gate installation | |
| Everything Figures | £125.00 | £125.00 | Payroll for Apr 22–Mar 23 | |
| Shield Maintenance Ltd | £143.00 | £28.60 | £171.60 | Bin emptying |
| IAC Audit | £150.00 | £30.00 | £180.00 | Internal audit, 2021/2022 |
| PRTC | £282.49 | £56.50 | £338.99 | Devolved services grass, April |
| Print Now | £72.00 | £14.40 | £86.40 | Jubilee advertising boards & posters |
| Valerie McPherson | £33.52 | £33.52 | Printing pack for speed reductions | |
| Orchard View Farm | £78.80 | £5.76 | £84.56 | Meeting room & refreshments, Transport Initiative |
| Buckinghamshire Council | £381.00 | £76.00 | £457.00 | Play Around the Parishes |
| Alex Barter (Baker Ross) | £130.52 | £26.11 | £156.63 | Jubilee expenses |
| Alex Barter (Amazon) | £34.08 | £34.08 | Jubilee expenses | |
| Total | £3,704.46 | £403.27 | £4,107.73 |
Approved payments already made: Robert Kirby £14,585.83 net (£17,503.00 gross), 4th stage payment, made 14/04/22; Robert Kirby £4,166.67 net (£5,000.00 gross), final stage payment (£3948 inc VAT snagging payment due in 3 months); Printed4You Ltd £766.08 net (£919.30 gross), mugs for Jubilee event, 03/05/22 — total £19,518.58 net / £23,422.30 gross.
Standing orders/direct debits: EDF Energy £20.00 (electricity, monthly), Nest £29.72 (pension contribution) — total £49.72.
All payments were approved.
17. TO NOTE YEAR END ACCOUNTS: Noted.
18. TO REVIEW INTERNAL AUDITOR RECOMMENDATIONS AND REPORT: The full report had been circulated to Councillors ahead of the meeting and was noted. Key actions discussed: the Council should consider adopting a formal accounting system — actioned, Scribe is now in use; minutes to be initialled on each page and the last page signed — there had been an oversight on one set of minutes, action taken to ensure this is done going forward; risk assessment required — approved earlier in the meeting; amendment required to accounting statement — actioned and amended by the Clerk; accounting statement box 3 — actioned and amended by the Clerk; trial balance agrees to draft accounting statement — actioned and amended by the Clerk.
19. ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR): The Chairman read out the section 1 statements and Councillors agreed the responses; the Chairman and Clerk signed the AGAR. Councillors reviewed and approved the section 2 figures; the Chairman signed section 2. Elector rights of inspection dates were confirmed as Wednesday 1st June 22 to Thursday 14th July 22. Councillors thanked the Clerk for her work on the end-of-year accounts.
20. TO REVIEW QUOTE FOR WAR MEMORIAL STEPS: The Clerk had only managed to obtain two quotes; Cllr Richards to liaise with a contractor to get a third. Action: Cllr Richards
21. TO CONSIDER WHERE THE TREES BEING DONATED AS PART OF THE 1000 TREES PROJECT WILL BE PLACED: It was agreed Cllr Rogers and Cllr van Apeldoorn will form a working group to coordinate placement; Cllr Rogers suggested this be put out to the community for suggestions via Facebook and the website. Action: Cllr Rogers, Cllr van Apeldoorn and Clerk
22. TO DISCUSS AND DECIDE ON ANY RESPONSES TO CORRESPONDENCE RECEIVED AND/OR ISSUED BY THE PARISH COUNCIL: The Clerk reported that TfB had highlighted an overgrown hedge bordering Blenheim Close; as part of the devolved services agreement, the Clerk has written to the landowner and will follow the devolved services process. Cllr McPherson reported she had been informed of an agricultural dig at Rose Farm where Roman remains had been found.
23. Cllr Barter had been asked to raise the suggestion of a BMX track similar to Haddenham's; Cllr Richards will look at Haddenham's track and report back.
24. Cllr Richards provided an update on footpath LCI/4/2: the stile is broken and Rights of Way have agreed it can be removed; an ivy-covered tree will also be removed by Rights of Way. Rights of Way are not prepared to change the bridge over the stream but will install an extended handle. Cllr Richards raised a concern that removing the stile, which currently slows cyclists, could be an issue given the speed at which cyclists travel down there; Rights of Way stated the Parish Council could install a gate to replace the stile — for which posts are already available — but the Parish Council would become responsible for the gate going forward. All Councillors agreed.
25. TO RECEIVE REPORTS FROM COUNCILLORS ON MEETINGS THAT THEY HAVE PARTICIPATED IN ON BEHALF OF THE PARISH COUNCIL: None attended.
26. TO CONSIDER AGENDA ITEMS FOR THE NEXT MEETING: Agenda items to be emailed to the Clerk.
27. TO CONFIRM THE DATES AND TIMES OF PARISH COUNCIL MEETINGS FOR THE ENSUING YEAR: 21st June 2022; 19th July 2022; August — no meeting; 20th September 2022; 18th October 2022; 15th November 2022; 20th December 2022; 17th January 2023; 21st February 2023; 21st March 2023; 18th April 2023 — Annual Meeting of the Council starting at 7pm, followed by the Parish Council meeting.
There being no further business the meeting closed at 9.10pm.