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CHEPPING WYCOMBE PARISH COUNCIL
ANNUAL MEETING AGENDA
Minutes of the meeting held on Tuesday, 1 May 2018 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 C Leonard
Cllr L Willis – Vice-chairman Cllr Herschel
Cllr J Gurney Cllr L Johncock
Cllr J White Cllr M Wilkes
Cllr J Johnson Cllr I Forbes
Cllr H Darch Cllr C Jordon Cllr P Miller Cllr L Pinner
Cllr S Digby
Also present Mr G Christie (Warden CWPC)
1. Election of chairman of the council
Council was asked to elect a chairman of the council until the next annual meeting of the council.
Cllr Wood and Cllr Herschel had been suggested for the position. Both candidates addressed council. A secret ballot was taken as resolved at the last full council meeting held on 13 March 2018.
It was RESOLVED that;
According to the ballot of members present, Cllr Wood be elected chairman of council for the year 2018/19.
Cllr Wood signed the declaration of acceptance of office.
2. Election of vice-chairman of the council
Council was asked to elect a vice-chairman until the next annual meeting of the council.
Cllr Les Willis, Cllr Ian Forbes and Cllr Jeff Herschel had been suggested for the position.
Cllr Herschel advised that he wanted to withdraw.
A secret ballot was taken as resolved at the last full council meeting held on 13 March 2018.
It was RESOLVED that;
Cllr Willis be elected vice chairman of council for the year 2018/19.
Cllr Willis signed the declaration of acceptance of office.
3. Apologies for absence
Apologies for absence had been received and approved from Cllr C Dodds (holiday)
4. Declarations of members’ interests in agenda items
Cllr Herschel, Cllr Willis, Cllr Johnson and Cllr Wood all declared a personal interest in agenda item 11 all having payable expense cheques
5. Election of standing committees of the council
The following members were elected to serve on the committees as set out below:
Open Spaces Works & Services Finance & General Purposes
Cllr Les Willis (LW) Cllr Chris Dodds (LW) Cllr Chris Dodds (LW)
Cllr John Gurney (LW) Cllr John White (LW) Cllr Les Willis (LW)
Cllr Clive Jordan (LW) Cllr Clive Jordan (LW) Cllr John Gurney (LW)
Cllr J Herschel (FH) Cllr Jeff Herschel (FH) Cllr Jeff Herschel (FH)
Cllr Liz Johncock (FH) Cllr Liz Johncock (FH) Cllr Liliane Pinner (FH)
Cllr Sue Digby (FH) Cllr Sue Digby (FH) Cllr Carolyn Leonard (FH)
Cllr Mike Wilkes (FH) Cllr Mike Wilkes (FH) Cllr Mike Wilkes (FH)
Cllr Ian Forbes (TG) Cllr Haydn Darch (TG) Cllr Ian Forbes (TG)
Cllr Jean Johnson (TG) Cllr Jean Johnson (TG) Cllr Haydn Darch (TG)
Cllr Katrina Wood (TG) Cllr Katrina Wood (TG) Cllr Peter Miller (TG)
Cllr Katrina Wood (TG) ex officio
(a) Election of chairmen and vice-chairmen of committees
It was RESOLVED that;
election of chairmen and vice chairmen of committees be deferred to the first meeting of each committee with suggestions for the positions for inclusion on the agenda.
(b) Planning Applications Committee
Council was asked to consider that, for the time being,
• 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;
• terms of reference and evaluation criteria to be discussed at the first meeting –
members being asked to bring comments and suggestions.
It was RESOLVED that;
the above criteria be approved however it should be under review until the meeting was running smoothly.
It was noted that a recommendation for all members to attend the first planning meeting was unanimously agreed.
Council was asked to elect one planning representative from each ward.
It was RESOLVED that;
the following representatives were appointed to the Planning Applications Committee:
Cllr C Leonard Flackwell Heath
Cllr C Dodds Loudwater
Cllr H Darch Tylers Green
(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 council appoints two members to undertake in-house audits, ideally the members serve for two years, with one retiring each year.
It was RESOLVED that;
the appointment of the in-house auditors be deferred to the first Finance & General Purposes Committee meeting.
6. Review of assets, risks and policies
A review was undertaken.
It was RESOLVED that;
that the complaints procedure, press and media policy and insurance be adopted
It was noted that the terms of references for committees be deferred to each committee due to committee structure changes
6.1 New Standing Orders
Council was asked to consider the new Standing Orders.
It was RESOLVED that
The recommendation for approval of the new Standing Orders be deferred to the first Finance & General Purposes Committee.
6.2 Financial Regulations
Council were asked to note the minor changes to the Financial Regulations that had been brought through from the new Standing Orders.
It was RESOLVED that;
the changes to the Financial Regulations be deferred to the first Finance and General Purposes committee
7. Appointment of representatives on other outside bodies
Council was asked to consider appointing representatives to the following organisations:
Organisation
Tylers Green & Penn Parish Council Joint Meeting
Queensway Joint Committee
Wycombe District Association of Local Councils ( x 5 per year)
Local Area Forum (BCC)
( x 4 per year)
Neighbourhood Action Group (NAG)
( x 12 per year)
Flackwell Heath Residents’ Association Executive Committee ( x 4 per year)
Flackwell Heath Community Centre
Bucks Association of Local Councils (BALC)
M40 Chiltern Environmental Group
Revive the Wye Project
Joint Steering Group
Loudwater Forum
And any other organisation the council believes to be relevant or not included in the above list Representatives
Tylers Green members and
chairman of council
Cllr Ian Forbes, Cllr Jean Johnson, chairman and vice chairman of council
Cllr Clive Jordan, Cllr Ian Forbes, Cllr Jeff Herschel and Cllr Sue Digby
Cllr Haydn Darch, Cllr Liz Johncock and Cllr Les Willis
Cllr Liz Johncock, Cllr Jean Johnson and Cllr John White
Cllr Mike Wilkes
Cllr Jeff Herschel
Chairman of council
Cllr Chris Dodds
Cllr John Gurney
Loudwater members
Members as appropriate
It was noted that the Tylers Green Village Hall Committee had made it clear via email, extract below, that they did not require a representative from the parish council and therefore have been removed from the list.
‘The appointment of a representative to the Village Hall Committee is I’m afraid not in the Parish Council’s remit. Membership of the Committee is by invitation and the Committee having discussed this matter at length do not wish to invite a Parish Councillor to become a member of the Committee.’
The meeting was also asked to agree the appointments of representatives to the following sports organisations.
It was RESOLVED that;
Flackwell Heath Bowling Club – Cllr Sue Digby be the representative
Flackwell Heath Tennis Club – Cllr Sue Digby be the representative
Loudwater Bowls Club – Cllr Clive Jordan be the representative
Flackwell Heath Minors Football Club – Cllr Mike Wilkes be the representative
8. Informal meeting of council members
Council was asked to review the list of ideas/projects created following the Informal Meeting on 14 November 2017 with a view to the projects being further considered at each relevant committee.
It was RESOLVED that;
The projects be deferred to each standing committee
Council was reminded that the informal meeting was traditionally held to review policy or other important issues that would impact the council within the following year. The date for the next meeting was to be arranged.
Members were asked to suggest items for consideration at the meeting or to subsequently notify the Clerk or Chairman of Council.
Cllr Herschel left the meeting at 8.32pm returning at 8.35pm
9. WDALC Request for Comments by 30 April 2018
Where Does Your Council Stand on the Proposed Restructuring of Local Government in Buckinghamshire
Council was asked to review a verbal report from the Clerk on the responses returned by members in relation to the above and our feedback to WDALC.
The clerk advised that there was still a majority in favour of the two unitary option and this would be the return to WDALC.
10. Questions from the public
There were no questions
11. Questions by members of the council
• Cllr Miller advised that he would attend the BMKALC Parish Liaison meeting
• Cllr Miller asked about the position with the deputy clerk.
The clerk advised that a candidate have been offered the position and would be starting on 4 June
• Cllr Darch asked if there had been any news or movement of the King’s Wood car park project as the school were concerned that nothing appeared to be happening.
The clerk advised that no further communication had been received from WDC in relation to the project.
• Cllr Jordan advised that the Community Officer based at the Loudwater Tesco store was looking for community projects.
The clerk would contact her and see how they could get involved.
Cllr Miller left the meeting at 8.40pm
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 9487 to 9507 be signed and that the BACS payment to Payflow and direct debits to EE, Unicom, Barclays, Grenke, E-On, Salix, Shell (Fuel Card Services) and WDC be approved for payment.
Confidential items – exclusion of public and press
In view of the confidential nature of the business to be considered it was RECOMMENDED that council resolve to exclude the public and press from the remainder of the meeting as permitted under the Public Bodies (Admissions to Meetings) Act 1960.
12 Salaries 2018
Council was asked to consider the power point document as background to the notes from the Staff Committee meeting.
Council was asked to consider the recommendations of the Staff Committee (Chairman, Vice Chairman and Committee Chairman).
It was RESOLVED that;
The recommendations of the Staff Committee be approved as follows;
an increase of 2% backdated to April 2018 for all staff;
an increase to employer contributions to 13% for non-members of the LGPS;
a one-off bonus award for the assistant clerk;
a one-off bonus award for the warden;
and a one-off bonus award for the clerk.
Cllr Herschel abstained from part of the vote
The Chairman thanked members for their attendance and closed the meeting at 9.10pm
Signed ………………………………………………………………………………………… Dated …………………………………….