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Report of the Council meeting held on Thursday 25 February 2021 at 7pm via Microsoft Teams
Under the Local Authorities and Police and Crime Panels (Coronavirus)(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (4 April 2020) allowing Local Authorities flexibility to hold meetings at a time, day and frequency to suit their own needs, without the requirement for further notice.
The meeting was open to members of the public and press
Present: Cllr K Wood – Chairman Cllr R Wilks
Cllr L Willis – Vice-chairman Cllr M Wilkes
Cllr C Jordan Cllr J Herschel
Cllr A Barron Cllr H Darch
Cllr I Forbes Cllr C Dodds
Cllr J White Cllr D Johncock
Cllr S Herron Cllr L Johncock
Cllr J Gurney Cllr B Kin
Also present: Cllr J Baker (Chairman Hazlemere PC) and Cllr P Fleming (Hazlemere PC)
FC/20/070 Apologies for Absence
There were no apologies for absence. Cllr S Digby was not present.
FC/20/071 Declarations of Interest and Code of Conduct
Cllr Darch declared an interest in agenda item 11.1 Grants – Tylers Green First School being a governor at the school and also agenda item 9 E-scooter Trial being a resident in Wheeler Avenue.
The chairman suspended Standing Orders and with the agreement of the members present changed the order of the meeting as follows;
The chairman welcomed Cllr J Baker and Cllr P Fleming from Hazlemere Parish Council.
FC/20/072 Hazlemere Neighbourhood Plan
Cllrs Baker and Fleming advised on what had spurred Hazlemere Parish Council to start the process of a neighbourhood plan. They explained what they had done so far and how they were proceeding and wanting to keep their neighbouring parishes involved and updated. The next step for them was to formally appoint a consultant who would drive the initiative forward. The end goal being to be able to contribute effectively to the Buckinghamshire Local Plan giving Hazlemere a voice.
Council was asked to consider appointing a representative to assist.
It was RESOLVED that;
Cllr D Johncock would act as a formal link between the two parishes. His contact details to be forwarded.
It was noted that a discussion on a parish neighbourhood plan would be referred to the Finance & General Purposes Committee.
Cllr Baker and Cllr Fleming thanked the chairman for inviting them and left the meeting at 7.35pm
FC/20/073 Council Minutes
FC/20/055 King’s Wood car park – nothing had been heard from Mr Charles Brocklehurst since the meeting on 17 December.
It was RESOLVED that;
the minutes of the Council meeting held on Thursday 17 December 2020 be approved as an accurate record of the meeting.
FC/20/074 Open Spaces Committee
OS/20/037 Derehams Lane Recreation Ground – redevelopment – Cllr Willis asked if the design boards had been received. The clerk advised that she would continue to chase.
OS/20/039 Community Board -Cllr Willis apologised for not having contacted the Chiltern Rangers in relation to the Orchard at Derehams Lane. This would be done as soon as possible.
It was RESOLVED that;
The report from the Committee meeting held on Tuesday 12 January be approved.
FC/20/075 Work & Services Committee
WS/20/028 2 Bus shelters; Cllr Dodds advised that the replacement of the bus shelter opposite Beckings Way, Flackwell Heath had been approved.
WS/20/028 3 Depot Roof; Cllr Barron advised that he was getting frustrated with the lack of progress, he was still waiting for the quote for the solar panels and was not getting any replies.
It was noted that there had been a leak in the office building from the rising main which would need remedial work and therefore hold up any reconfiguring that was being planned. This would be covered by the insurance company – quotes would be obtained.
It was RESOLVED that;
The report from the Committee meeting held on Thursday 28 January 2021 be approved.
FC/20/076 Finance & General Purposes Committee
FGP/20/029 1 Flackwell Heath Scouts & Guides; Cllr Herschel asked if the clerk had approached the Executive Committee with the suggestion of a parish council representative. The clerk advised that contact would be made following the meeting.
FGP/20/035 Questions; Cllr Barron advised that as the Community Board representative he would circulate his notes from the last meeting.
It was RESOLVED that;
the report from the Committee meeting held on Thursday 11 February 2021 be approved.
FC/20/077 Planning Meetings
It was RESOLVED that
the reports of the Planning Meetings held on Tuesday 15 December, Tuesday 12 January 2021, Tuesday 26 January 2021 and 9 February 2021 be noted.
FC/20/078 E-Scooter Trial
Council was asked for their input regarding the possibility of extending the Buckinghamshire Council Zipp e-scooter project to include Tylers Green as a suitable location.
Council was asked to note that rigorous testing, had deemed some roads too steep these include Cock Lane and Hammersley Lane. These would be restricted using the geo-fencing which would stop the scooters.
Potential parking bay locations had been suggested however after reading the information provided it appears that these areas need to be well lit and the Tylers Green area has no street or footway lighting. The scooters trail is being funded by the Department of Transport and therefore there is no cost the bear locally. After the initial trial feedback will be requested. It was noted that as this was a trial no public consultation was necessary.
It was RESOLVED that;
The chairman and clerk would work on a response for Buckinghamshire Council.
The vote was equally balance neither for not against.
FC/20/079 Internal Auditor Appointment
Council was asked to consider the recommendation from the Finance and General Purposes Committee to re-appoint of Mr E Newhouse as Internal Auditor for the financial year 2020/21.
It was RESOLVED that;
Mr E Newhouse be re-appointed as Internal Auditor for the financial year 2020/21.
FC/20/080 Grants
1. Tylers Green First School
Council was asked to approve the recommendation from the Finance & General Purposes committee of an award of 50% of the cost of the wi-fi alarm, up to a total of £2,000.
It was RESOLVED that;
An award of 50% of the cost of the wi-fi alarm, up to a total of £2,000 be approved.
Cllr Darch abstained from the vote
2 Flackwell Heath Scouts & Guides
Council was asked to approve the recommendation from the Finance & General Purposes committee that the grant request of £1,500 as a contribution towards the waste-water treatment plant be re-instated and paid.
It was RESOLVED that;
The grant of £1,500 as a contribution to the waste water treatment plant be approved.
FC/20/081 Earmarked Reserves
1 Works & Services committee – Cemeteries EMR
Council was asked to approve the recommendation from the Finance & General Purposes committee to increase the year end transfer by £10,000 into the Cemeteries EMR. The transfer to be made up from the surplus in the Cemeteries income budget line.
It was RESOLVED that;
The year end transfer into the Cemeteries EMR of £10,000 be approved.
2 Open Spaces committee – Play Equipment EMR
Council was asked to approve the recommendation from the Finance & General Purposes committee to transfer £40,000 from the General Reserve into the Play Equipment EMR to complete the Straight Bit Recreation Ground in Flackwell Heath.
It was RESOLVED that;
The transfer of £40,000 from the General Reserve to the Play Equipment EMR be approved.
FC/20/082 Green Dragon Lane Recreation Ground – Mast
Council was asked to approve for signature the Licence to Assign relating to the mast at the above site. The licence to assign permits the current leaseholders, EE and Hutchison 3G to assign the lease to On Tower UK Ltd. On Tower will pay £3,000 to the parish council on completion and pay the legal costs of dealing with this licence.
It was RESOLVED that;
The Licence to Assign for the mast at Green Dragon Lane Recreation Ground be approved for signature.
It was noted that there would be an increase in income.
FC/20/083 Woodmans Cottage, Totteridge Common
Council was asked to approve for signature the Deed of Grant for access to the above property over one of the council owned tracks on the Village Green. The owners of the property have covered all the legal fees relating to the Deed.
It was RESOLVED that;
The Deed of Grant relating to Woodman’s Cottage access be approved for signature.
It was noted that monies for the Deed had been received over 18 months ago as this had been dragging on for over two years.
FC/20/084 Questions by Members of the Council
• Cllr Forbes advised that there had been a huge amount of email traffic relating to the E-scooter trial also advised the need for draft minutes to be uploaded prior to approval.
• Cllr Herschel agreed with Cllr Forbes and added that there were very rarely any changes made to the draft minutes/reports.
• Cllr Darch highlighted the noticeboard opposite the Village Hall – the doors had seized up some months ago and therefore it should have a notice advising that it is not in use.
• Cllr Darch also asked about the road closures in the area and whether we should put them up on our website – however this was regarded as duplication.
• Cllr Jordan advised that the trees he had highlighted some months above in Rayners Close were extremely high and causing concern. The clerk would investigate their ownership and report back.
FC/20/085 Public Participation
There were no members of the public present.
FC/20/086 Accounts for Payment
Accounts for payment were circulated for councillors to note.
It was RESOLVED that;
Cheque numbers 10410 to 10416 and direct debit payments to Barclays and Shell (Fuel Card Services) be approved.
The chairman thanked members for their attendance and closed the meeting at 20:37hrs.
Time and Date of Next meeting: Thursday 29 April 2021 @ 7pm via TEAMS
Signed: Dated: 29 April 2021