Parish Council Minutes

PRESENT: Cllr McPherson BEM (Chairman), Cllr Myers (Vice Chairman), Brian Richards and Alex Barter. Tracey Martin (Clerk). Buckinghamshire Councillor: Gary Hall. No members of the public present.

33. WELCOME AND APOLOGIES FOR ABSENCE: Apologies were received from Cllr Mark Molson, Cllr Rogers and Buckinghamshire Councillors Alan Turner and Matthew Walsh.

34. DECLARATIONS OF INTEREST: None.

35. APPROVAL OF MINUTES OF THE ANNUAL MEETING OF THE COUNCIL MEETING HELD TUESDAY 21ST MAY 2024: The minutes were approved by all Councillors and it was resolved to approve the minutes and they were signed.

36. UPDATE FROM BUCKINGHAMSHIRE COUNCILLOR:

• An update was provided on the matter of CIL funds expiring. Because of delays from Bucks about the traffic proposals, and with some £125K due to be spent by April 2025, the Council is seeking a written agreement that Buckinghamshire Council will not claim these funds back out of the Parish.
• Cllr Hall had received a complaint from residents of the Bellway Estate that, as the road is not adopted, the community bus service will not service them. It was agreed that the Clerk would write to Risborough Bus to confirm the reasoning behind this. Action: Clerk
• Equestrian signs have been installed in Owlswick and Meadle, including Stockwell Lane.
• Cllr Barter raised a concern on s.106 funds which have an expiration date and which Buckinghamshire Council hold but do not seem to be spending on the projects they were allocated to. The Clerk stated there had been an email detailing s.106 funds, the developments they came from, amounts, how the funds should be spent and any expiration dates. Clerk will circulate the email to Councillors and also send to Cllr Hall, who will follow up with Buckinghamshire Council. Action: Clerk

Cllr Hall left the meeting.

37. PLANNING: There have been no new planning applications since the last Parish Council meeting.

The following applications' status has changed: 24/05659/FUL (6 Walnut Tree Lane) permitted; 24/05497/FUL (Sarahs Cottage) withdrawn; 24/05478/FUL and 24/05384/LBC (Woodbine Cottage) refused; 24/05571/FUL (32 Walnut Tree Lane) permitted; 24/05851/FUL (8 The Green) permitted; 24/05943/FUL (Field View Barn, Ilmer Lane, Ilmer) permitted.

38. TO REVIEW INTERNAL AUDITOR RECOMMENDATIONS AND REPORT:

• Reserves Policy: previously drafted in 23/24, awaiting comment from the Internal Auditor, resent again for comment.
• Asset Control: title registers to be included in the asset register.
• Investment Strategy: previously drafted in 23/24, awaiting comment from the Internal Auditor, resent again for comment.
• Further recommendations: the Council to undertake a review of effectiveness (Clerk to arrange); training for Clerk and Councillors — felt unnecessary as a regular agenda item, as training courses are notified by email, but a training budget line will be added; all invoices to have a formal minute reference; approved works decisions should include contractor/supplier details in the minutes; long-term agreements should be reviewed and formally minuted at least every three years; budget-setting discussions to take place within public meetings; the word "Resolved" to be used in minutes for decisions; no Councillor has individual decision-making powers, only the Clerk as proper officer; consider moving the website to a .gov.uk domain (Clerk investigating); Council and Clerk to be aware of CCTV/GDPR responsibilities, with a GDPR awareness checklist to be circulated.

39. ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR):

• Section 1: Cllr McPherson read through each of the statements and it was resolved for the Chairman to sign Section 1.
• Section 2: it was resolved to approve Section 2.
• Elector Rights of Inspection dates commencing Monday 24th June 2024 and ending Friday 2nd August 2024: it was resolved to approve the inspection dates.

40. REVIEW AND ADOPTION OF FINANCIAL REGULATIONS: The proposed Financial Regulations were discussed and it was resolved to adopt them. Clerk to update on the website. Action: Clerk

41. TO REVIEW AND APPROVE THE COMMUNITY RESILIENCE PLAN: Subject to a couple of minor changes it was resolved to adopt the Community Resilience Plan. Clerk to update on the website. Action: Clerk

42. TO CONSIDER NEIGHBOURHOOD PLAN GRANT FUNDING: The consultant supporting the Parish Council is currently preparing a grant funding application. It was also agreed that the Neighbourhood Plan needs updating. To be added to the agenda for the next meeting. Action: Clerk

43. TO CONSIDER QUOTE FOR CUTTING OF OWLSWICK VILLAGE GREEN WHEN IT IS ADOPTED: Since circulating the agenda, the Council's solicitor has received feedback that The Green will not be handed over until October 2025, so this will be deferred until next year.

44. TO DISCUSS AND DECIDE ON ANY RESPONSES TO CORRESPONDENCE RECEIVED AND/OR ISSUED BY THE PARISH COUNCIL:

• Cllr McPherson had received an email from a resident regarding the church roof repairs at St Peters in Ilmer. It was confirmed that all funds relating to such repairs are held by the Church.
• Cllr Barter had inspected the fencing surrounding the playing field in relation to hedgehogs passing through and circulated photographs to Councillors. It was agreed that the Clerk will contact the local hedgehog sanctuary to enquire how many passing points there should be and how far apart, then obtain quotes and bring to the July meeting. Action: Clerk
• Cllr Barter had circulated photographs of a hole/damage to the fence which needs repairing. Clerk to obtain quotes and bring to the July meeting. Action: Clerk
• The Clerk presented a quote from Reids Playground Maintenance for a new zip wire seat and adjustments to some of the exercise equipment, totalling £585 + VAT. It was resolved to accept the quote under delegated authority and ratify the decision at the next meeting.
• Cllr Myers had carried out a playground inspection and one of the picnic benches purchased in 2022 is falling apart. It was agreed that the Clerk will contact the company to enquire about warranty on the item. Action: Clerk

45. TO RECEIVE REPORTS FROM COUNCILLORS ON MEETINGS THAT THEY HAVE PARTICIPATED IN ON BEHALF OF THE PARISH COUNCIL: None attended.

46. TO CONFIRM THE DATES AND TIME OF THE NEXT PARISH COUNCIL MEETING: Tuesday 16th July 2024, 7.30pm at Longwick Village Hall.

47. PAYMENTS: The Clerk had omitted "To Note Payments" from the agenda. The following payments were published with the meeting pack and circulated to Councillors, to be paid under delegated authority and reported at the next meeting:

Standing Orders and Direct Debits: GiffGaff £6.00 (mobile top up); EDF £48.00 (electricity, increase in DD); Nest £44.84 (pension contribution).

There being no further business the meeting closed at 8.25pm.