27-06-19 Council Meeting Agenda

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COUNCIL AGENDA
Thursday 27 June
Members of the council are summoned to attend the meeting to be held at 7.30 pm at the
Council Office, Cock Lane, Tylers Green, High Wycombe, Bucks HP10 8DS
The meeting is open to members of the public and press.
1. Apologies for Absence
2. Declarations of Interest and Code of Conduct
Council is asked to receive any declarations of personal or prejudicial interest by members
relating to items on the agenda.
3. Council Minutes
To CONSIDER the attached minutes of the Council meeting held on Thursday 2 May 2019 (Pages 5-
8) and the Annual Council meeting held on Tuesday 14 May 2019 (Pages 9-12)
4. Open Spaces Committee
To CONSIDER the attached report of the Committee meeting held on Thursday 30 May 2019. (Pages
13-16)
5. Works 8t Services Committee
To CONSIDER the attached report of the Committee meeting held on Thursday 13 June 2019. (Pages
17-19)
6. Planning Meetings
To CONSIDER the attached reports of the Planning Meetings held on Thursday 2 May 2019 (Page 20), Tuesday 14 May 2019 (Page 21), Thursday 30 May 2019 (Pages 22-23) and Thursday 13 June
2019 (Pages 24)
7. Sentinel speed camera
Council is asked to receive a presentation on the Sentinel Mkll speed camera from members of the
NAG and PC Turnham. APPENDIX A (Page 25)
Council is now asked to consider and, if so minded, approve the proposal from Cllr Forbes, seconded by Cllr Johncock and Cllr Kin to purchase the Sentinel Mkll at an estimated cost of £4,300 for use by the Community Speed Watch volunteers within the Chepping Wycombe Parish boundary. Council is sked to note that the area would be extended to include the Hazlemere Parish area if/once a
contribution has been received.

8 Open Spaces Terms of Reference
Council is asked to CONSIDER and, if so minded, APPROVE the recommendation from the Open
Spaces committee to adopt the Terms of Reference at APPENDIX B (Pages 26-28)

9 Office Re-configuration
Council is asked to APPROVE the recommendation from the Works & Services committee to appoint a structural engineer to produce a specification and drawings to satisfy building control. Suggested alterations sketched by Cllr Dodds at APPENDIX C (Page 29)

10 Purchase of Etesia Attila AK88 Ride on Mower
Council is asked to APPROVE the recommendation from the Works & Services committee to
purchase the above ride on mower for the sum of £7,095.00 with the first 50 hour service as part of
the package. The funds will be taken from the Earmarked Reserve which currently stands at
£8,752.00 and the mower being replaced (Stiga) is expected to be sold for about £1,200.00.

11 Council Insurance Cover
Councils is asked to CONSIDER and APPROVE one of the following quotes;

Quote A

£ 7,766.81 inclusive of insurance premium tax, plus one-off £75 admin fee
The policy benefits from addition of:
• Key person cover of £250 per week up to max £ 2,500 in one year
• Legal Expenses cover of £500,000
• Motor Contingent Liability – Loss of excess or no claims discount up to £250
per claim
• Contract Works cover up to 10% or £100,000
• Internet and Email cover up to £500,000
• Crisis Management cover up to £500,000
• Defibrillators and Cabinets cover up to £5,000
• Hirers Liability of £ 5,000,000
• Enhanced Libel and Slander cover of £500,00
• Enhanced Personal accident capital benefit of £100,000 and weekly benefit
of £500

Quote B £7,116.29 inclusive of insurance premium tax, plus one-off £75.00 admin fee
The policy benefits from addition of:
• Key person cover of £250 per week up to max £2,500 in one year
• Legal Expenses cover of £100,000
• Motor Contingent Liability – Loss of excess or no claims discount up to £250
per claim
• Business travel, cancelation and curtailment up to £1,000 for any one claim
• Contract Works cover up to £75,000
• Internet and Email cover up to £50,000
• Crisis Management cover up to £25,000
• Defibrillators and Cabinets cover up to £ 5,000
• Libel and Slander cover of £500,000
• Hirers Liability of £5,000,000
• Personal accident capital benefit of £100,000 and weekly benefit of £500

Quote C £7,318.30 inclusive of insurance premium tax, plus one-off £75.00 admin fee
The policy benefits from addition of:
• Key person cover of £400 per week up to 26 weeks
• Libel and Slander cover of £250,000
• Hirers Liability of £2,000,000
• Legal Expenses cover of £250,000
• Equipment breakdown cover
Council is asked to NOTE that all three quotes are tailored for Parish Councils and are from
reputable companies sourced by Came & Co. All quotes include as standard:

Public and Employers’ Liability
Officials’ Indemnity
Fidelity Guarantee
Personal Accident
Property cover
Loss of Revenue
Commercial Legal expenses
Increased cost of working

Council is also asked to CONSIDER entering into a three year binding agreement with the chosen
company to receive a further 5% discount.

12 Full-time Civil Enforcement Officer – LAF
Following the last full council meeting on 2 May the Clerk was asked to obtain sample data showing where the officer has been within our parish and how many tickets have been given and ask what powers do NSL civil enforcement officers have within the agreement with Bucks. To date this information has not been forthcoming.
At the February LAF it was suggested that £4,845 of LAF funding be allocated to the employment, through Bucks County Council, of a full-time civil parking enforcement officer dedicated to the Chepping Wye Valley LAF area. We have been asked to confirm at the 10 July LAF meeting a decision whether we would like to participate in a one-year pilot and if so how much we would like to contribute.
The full annual cost would be £36,000 a year, with parish councils contributing the difference of
£31,115. For every £1,000 contributed by a council they would receive an hour a week. It is
proposed that the resource would be allocated according to the contribution of each parish council.
Council is now asked to CONSIDER whether to participate or not in this project using funds from the
‘third-party working’ budget.

13 Potential devolution of Green Spaces Management (WDC)
Council is asked to CONSIDER an approach from Wycombe District Council in relation to their grounds maintenance contract which is due to end on 31 December 2019. Wycombe District Council are currently going out to tender for a new 4 year grounds maintenance contract and are asking if the parish council wish to accept devolution under a contract agreement, take ownership of the sites via freehold transfer or leave the areas under Wycombe’s care. The sites involved at the
moment are in Flackwell Heath and Tyles Green; shown on cuttings maps at APPENDIX D (Pages 30- 36)

Council is asked to NOTE that there is currently no budget as this will be in line with the new
contract which is out for tender.
A response has been requested by August 2019.

13 Informal meeting of council members
Council is asked to NOTE that the informal meeting is scheduled to take place on Thursday 3
October 2019. The public and press are excluded from the meeting.

Members are asked to suggest items for consideration at the meeting or to subsequently notify the
Clerk or Chairman of Council.
14 Questions by Members of the Council
At the time of agenda dispatch, no questions by members have been received.

15 Public Participation
Members of the public are permitted to make representations, ask and answer questions, as well as give evidence in respect of any item of business included in the agenda. A fifteen minute period is permitted in total.
Members of the public wishing to speak at the beginning of the Council meeting should approach
the Clerk with this request as soon as possible.

16 Accounts for Payment
Any accounts for payment are to be circulated at the meeting for the approval of members.
Members are reminded to declare any personal or personal and prejudicial interests in any items submitted.

Wendy Thompson Clerk of the Council 19 June 2019