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CHEPPING WYCOMBE PARISH COUNCIL
ANNUAL MEETING AGENDA
TUESDAY 1 MAY 2018
Members of the council are summoned to attend the meeting to be held 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.
1. Election of chairman of the council
To elect a chairman of the council until the next annual meeting of the council.
Council is asked to CONSIDER the following suggestions put forward for the position of Chairman:
Cllr Katrina Wood
Cllr Jeff Herschel
Once elected, the chairman is required to make a declaration of acceptance of office.
The procedure for electing the chairman and vice chairman will be by secret ballot by elimination, suspending Standing Orders, as resolved at the last full council meeting held on 13 March 2018:
2. Election of vice-chairman of the council
To elect a vice-chairman until the next annual meeting of the council.
Cllr Les Willis
Cllr Ian Forbes
Cllr Jeff Herschel
Once elected, the chairman is required to make a declaration of acceptance of office.
3. Apologies for absence
4. Declarations of members’ interests in agenda items
5. Election of standing committees of the council
To appoint members of the council to serve on the following committees:
• Open Spaces
• Works, Services and Planning Committee and
• Finance and General Purposes Committee
Unless appointed to serve on a committee, the chairman and the vice-chairman of the council are ex-officio members of all committees.
It is the council’s policy to appoint three members from Tylers Green and Loudwater and four members from Flackwell Heath to each of the three standing committees. Each member traditionally sits on two and sometimes three of the council’s standing committees.
(a) Election of chairmen and vice-chairmen of committees
The election of chairmen and vice chairmen of committees will be deferred to the first meeting of each committee.
Council is asked to make suggestions for the positions for inclusion on the agenda of each committee.
(b) Planning Applications Committee
Council is asked to CONSIDER and, if so minded, APPROVE that, for the time being;
• 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;
• terms of reference and evaluation criteria to be discussed at the first meeting –
members being asked to bring comments and suggestions.
Council is asked to elect one planning representative from each ward.
(c) Appointment of sub-committees
The appointment of sub-committees and working parties is at the discretion of the appropriate standing committee and takes place at their first meeting.
(d) CWPC In-House Auditors
While every member of the council is required to accept responsibility and oversight of financial and policy matters, it is the council’s practice to appoint two members to satisfy themselves that the council’s affairs are in order and the appropriate restraints and regulations are being met.
It has been the council’s policy to rotate one of the auditors each year so that each auditor serves a two year term of office (with the longer serving member mentoring the newer member on the practice and responsibilities of the role).
The meeting is asked to appoint two members as In-House Auditors or to refer the appointments to the Finance and General Purposes Committee.
6. Review of assets, risks and policies
The council’s Standing Orders require that at the annual meeting of the council members should:
• Review of delegation arrangements to committees, sub-committees and the Proper Officer.
• Terms of references for committees to be deferred to each committee due to committee
structure changes
• Review of inventory of land and assets including buildings and office equipment.
• Review of arrangements for insurance cover in respect of all insured risks.
• Review of the council’s and/or employees’ memberships of other bodies.
• Review the council’s complaints procedure.
• Review the council’s policy for dealing with the press/media
6.1 New Standing Orders
Council is asked to CONSIDER and, if so minded, APPROVE the new Standing Orders.
APPENDIX A
Council is asked to NOTE that changes due to new legislation are marked in yellow, green highlighted areas have been brought through from the old Standing Orders.
6.2 Financial Regulations
Council is asked to NOTE the minor changes to the Financial Regulations that have been brought through from the new Standing Orders. The amounts have increased slighting and there has been the addition of a public contract in connection with the supply of gas, heat, electricity drinking water and also a social or other services contract.
Extract from Financial Regulations: 11 Contracts page 14
a. For public supply and public service contracts £181,302
b. For public works contracts £4,551,413
c. Public contract – supply of gas, heat, electricity, drinking water, transport services or postal services £363,424
d. Social and other specific services contract £820,370
7. Appointment of representatives on other outside bodies
The council is 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 No. of Representatives
Tylers Green members and
chairman of council
2 members and
chairman of council
4 members, one from each ward
All members invited, but only three CWPC votes
3 members, one from each ward
1 Flackwell Heath member
1 Flackwell Heath member
Chairman of council
1 Loudwater member
1 member
Loudwater members
Members as appropriate
The meeting is asked to agree the appointments of representatives to the following sports organisations or to refer the issue to the Leisure Facilities Committee for consideration at their first meeting:
• Flackwell Heath Bowling Club
• Flackwell Heath Tennis Club
• Loudwater Bowls Club
• Flackwell Heath Minors Football Club
8. Informal meeting of council members
Council is 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. APPENDIX B
Council is reminded that the informal meeting is traditionally held to review policy or other important issues that will impact on the council within the following year. A date to be arranged.
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.
9. WDALC Request for Comments by 30 April 2018
Where Does Your Council Stand on the Proposed Restructuring of Local Government in Buckinghamshire
Council is asked to RECEIVE a verbal report from the Clerk on the responses returned by members in relation to the above and our feedback to WDALC.
10. Questions from the public
Members of the public are permitted to make representations, ask and answer questions, as well give evidence in respect of any item of business included in the agenda. A fifteen minute period is permitted in total. If the Chairman of Council agrees representations and questions may be taken at the beginning of the meeting.
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.
10. Questions by members of the council
11. Accounts for payment
The accounts for payment are to be circulated at the meeting for the approval of members.
Confidential items – exclusion of public and press
In view of the confidential nature of the business to be considered it is 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 is asked to CONSIDER the attached document at APPENDIX C as background to the notes from the Staff Committee meeting.
Council is asked to CONSIDER, and, if so minded, APPROVE the recommendations of the Staff Committee (Chairman, Vice Chairman and Committee Chairman). (Pink)
Wendy Thompson
Clerk of the Council
24 April 2018