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Report of the Annual Council meeting held on Tuesday, 14 May 2019 at 7.30 pm at the Council Chamber, Cock Lane, Tylers Green, High Wycombe, Bucks HP10 8DS
The meeting is open to the public and press.
Present:
Cllr K Wood – Chairman Cllr L Willis – Vice-chairman Cllr J Gurney
Clir J White Cllr I Forbes Cllr H Darch Cllr R Wilks
Cllr C Jordan Cllr Herschel Cllr L Johncock Clir M Wilkes Cllr P Miller Cllr B Kin
1. Election of chairman of the council
It was proposed by Cllr Ian Forbes and seconded by Cllr Liz Johncock that Cllr Katrina Wood be elected Chairman of the Council until the next Annual Meeting of the Council.
It was proposed by Cllr J Herschel and seconded by Cllr B Kin that Cllr Ian Forbes be elected
Chairman of the Council until the next Annual Meeting of the Council.
Recorded votes;
12 votes for Cllr Wood 2 votes for Cllr Forbes 1spoilt vote
It was RESOLVED that;
According to the ballot of members present,. Cllr Wood be elected chairman of council for
the year 2019/20.
Cllr Wood signed the declaration of acceptance of office.
2. Election of vice-chairman of the council
It was proposed by Cllr Katrina Wood and seconded by Cllr L Johncock and Cllr C Jordan that Cllr L Willis be elected vice-chairman of the council.
There were no other nominations tabled.
It was RESOLVED that;
Cllr L Willis be elected vice-chairman of Chepping Wycombe Parish Council and
Acceptance of Office signed.
3. Apologies for absence
Apologies for absence had been received and approved from Cllr Sue Digby (holiday)
4. Declarations of members’ interests in agenda items
Cllr M Wilkes declared a personal interest in agenda item 11 have a payable expenses
cheque.
Cllr Les Willis declared an interest in agenda item 11 being a member of St Peter’s
Loudwater who were receiving a payment for the closed churchyard maintenance.
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Council adjourned at 7.38pm to confer in ward groups.
5. Election of standing committees of the council
The following members were elected to serve on the committees as set out below:
Open Spaces
Cllr Les Willis (LW) Cllr John Gurney ( LW ) Cllr Clive Jordan (LW) Cllr Bob Kin ( FH)
Cllr Liz Johncock (FH) Cllr Sue Digby ( FH) Cllr Mike Wilkes (FH) Cllr Ian Forbes (TG) Cllr Haydn Darch (TG)
Cllr Katrina Wood (TG)
Works & Services Cllr Chris Dodds (LW) Cllr John White (LW) Cllr Clive Jordan ( LW) Cllr Jeff Herschel (FH) Cllr Liz Johncock (FH) Cllr Sue Digby ( FH) Cllr Roger Wilks (FH) Cllr Haydn Darch (TG ) Cllr Ian Forbes (TG)
Cllr Katrina Wood (TG)
Finance & General Purposes
Cllr Chris Dodds (LW ) Cllr Les Willis (LW) Cllr John Gurney (LW ) Cllr Jeff Herschel (FH) Cllr Bob Kin ( FH)
Cllr Roger Wilks ( FH) Cllr Mike Wilkes (FH) Cllr Ian Forbes (TG) Cllr Haydn Darch (TG) Cllr Peter Miller (TG)
Cllr Katrina Wood (TG) ex officio
It was noted that unless appointed to a committee, the chairman and vice-chairman of the council are in accordance with Standing Orders ex-officio members of all committees, sub-committees and working groups
(a) Election of chairmen and vice-chairmen of committees
So that delegated action could if necessary be taken before the next meeting of
committees each committee met in turn to appoint a chairman and vice-chairman.
The council meeting was then reconvened at 7.44pm
The following appointments were reported:
Chairman Vice-chairman
Open Spaces Committee
Works & Services Committee
Finance & General Purposes Committee
Cllr Les Willis Cllr Chris Dodds Cllr Ian Forbes
Cllr Liz Johncock Cllr Jeff Herschel Cllr Jeff Herschel
(b) Planning Applications Committee
Council was asked to consider the following;
• the planning representatives for each ward rotate the chairmanship of the
Planning Committee by agreement amongst themselves;
• the membership of the committee will be, as a minimum, the same members of
the committee immediately following the Planning Committee – all members
being welcome to attend;
• quorum of these meetings will be 3;
It was RESOLVED that;
the above criteria be approved however it should be under review until the meeting was
running smoothly.
Council was asked to elect one planning representative from each ward.
It was RESOLVED that;
thefollowing representatives were appointed to the Planning Applications Committee:
Cllr L Johncock Cllr C Dodds Cllr H Darch
Flackwell Heath Loudwater Tylers Green
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(c) Appointment of sub-committees
It was confirmed that appointments to Sub-committees and/or working parties if
appropriate would take place at the first meeting of each committee.
(d) CWPC In-House Auditors
The meeting was asked to appoint two members as In-House Auditors or to refer the
appointments to the Finance and General Purposes Committee.
It was RESOLVED that;
the appointment of the In-House Auditors be referred to thefirst Finance & General
Purposes Committee meeting.
6. Review of assets, risks and policies
A review was undertaken.
It was RESOLVED that;
that thefinancial regulations, standing orders, complaints procedure, press and media
policy be adopted
It was noted that the terms of references for committees to be deferred to each committee and insurance cover in respect of all insured risks would be for review at the next full Council meeting on 27 June as the 3 year agreement with the current insurer would be coming to an end in August.
It was RESOLVED that;
The inventory of land and assets including buildings and office equipment reviewed at
the Finance & General Purposes Committee be approved.
7. Appointment of representatives on other outside bodies
Council was asked to consider appointing representatives to the following organisations:
Organisation Representatives
Tylers Green & Penn Parish Council Joint
Meeting
Tylers Green members and
chairman of council
Queensway Joint Committee Cllr Ian Forbes, Cllr Haydn Darch, chairman
and vice chairman of council
Wycombe District Association of Local
Councils ( x 5 per year)
Cllr Clive Jordan, Cllr Ian Forbes, Cllr Jeff
Herschel and Cllr Sue Digby
Local Area Forum (BCC)
( x 4 per year)
Cllr Haydn Darch, Cllr Liz Johncock and Cllr
Les Willis
Neighbourhood Action Group ( NAG) ( x 12 per year)
Membership would be deferred to F&GP
Flackwell Heath Residents’ Association
Executive Committee ( x 4 per year)
Cllr Mike Wilkes
Flackwell Heath Community Centre Cllr Jeff Herschel
Bucks Association of Local Councils ( BALC) Chairman of council
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Revive the Wye Project
Joint Steering Group
Cllr John Gurney
Loudwater Forum Loudwater members And any other organisation the council Members as appropriate believes to be relevant or not included in the
above list
It was noted that Cllr White expressed an interest to continue as the NAG representative for
Loudwater – this to be advised at F&GP
I he meeting is asked to agree the appointments of representatives to the following sports
organisations;
It was RESOLVED that; Flackwell Heath Bowling Club Flackwell Heath Tennis Club Loudwater Bowls Club
Flackwell Heath Minors Football Club
8. Informal meeting of council members
– Cllr Sue Digby be the representative
– Cllr Sue Digby be the representative
– Cllr Clive Jordan be the representative
– Cllr Mike Wilkes be the representative
Members were reminded that a date for this meeting would be considered at the next full
Council meeting in June.
The public and press are excluded from the meeting.
Members are asked to suggest items for consideration at the meeting or to notify the
Clerk or Chairman of Council.
9. Questions from the public
There were no members of the public present.
10. Questions by members of the council
Cllr Miller advised that the Penn & Tylers Green Residents Society AGM was being held on
Friday 17 May 2019 at 7pm – all welcome to attend.
Cllr White advised that the Loudwater School Fete would be held on Saturday 6 July 2019
and the parish council would be having a stall.
11. Accounts for payment
The accounts for payment were circulated at the meeting for the approval of members.
It was RESOLVED that;
the accounts for payment be approved and cheques numbered 9580 to 9856 be signed and that the direct debits to Castle Water, Shell (Fuel Card Services) and SSE be approved for payment.
The chairman thanked members for their attendance and closed the meeting at 8pm.
Signed Dated 27 June 2019
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Chepping Wycombe Parish Council
Pending expenditure transactions 14-May-19
PO Chq Invoice No Supplier Detail Net VAT Amount
9850 AE196/2019 Active Enviropest Rodent inspection 1May 40.00 0.00 40.00
x 9851 364 External Plumbing Services Ltd Emergency repairs to standpipe – Cock Lane Cemetery 100.00 20.00 120.00
9852 SJI093878 Iris Payroll Solutions Annual Maintenance Renewal 324.00 64.80 388.80
x 9853 RSIN0298364 Rigby Taylor Herbicide – Derehams pitches 56.75 11.35 68.10
9854 9600 St Peter’s Loudwater Closed churchyard maintenance 2019/20 612.00 0.00 612.00
x 9855 SI2434416 Spaldings Ltd Files/loppers/bow saws/replacement blades 257.85 51.57 309.42
9856 M Wilkes Expenses October – March 90.00 0.00 90.00
DD
1929549
Castle Water
Cock Lane Cemetery March-April
10.54
0.00
10.54
DD 1928691 Castle Water Depot/Office Complex – April 48.88 0.00 48.88
DD 1931995 Castle Water Hammersley Lane Cemetery – April 11.71 0.00 11.71
DD 2957800 Shell ( Fuel Card Services ) Vehicle fuel – April 321.32 64.27 385.59
DD SSE Unmetered footway lighting – April 440.49 66.11 506.60
2,313.54 278.10 2,591.64
Income received since last committee meeting over £500.00
CR Wycombe District Council Cil to April 2019 9,721.23 0.00 9,721.23
CR Arqiva Mast Rental – Green Dragon (FH) 6,930.56 0.00 6,930.56
CR Arnold Funeral Services Burial fees 676.00 0.00 676.00
CR Penn Parish Council 50% Water – Widmer Pond 581.27 0.00 581.27
17,909.06 0.00 17,909.06
Signed: Signed:
Date: Date: ..
The RFO confirms that all goods and services have been received and that the invoices are accurate.
We have compared the invoice against the direct debit and payflow payments as above, along with the relevant purchase order details against the cheques