Works and Services Committee Agenda and Summons

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CHEPPING WYCOMBE PARISH COUNCIL
WORKS & SERVICES COMMITTEE
“Cherish the past, adorn the present, construct for the future”
Thursday 24 June 2021

Members of the council are summoned to attend the meeting to be held on Thursday 24 June 2021 at 7.30pm at the Council Office, Cock Lane, Tylers Green, High Wycombe Bucks HP10 8DS

Due to social distancing requirements only committee members are expected to attend in person. Any non-committee members, members of the public or press wishing to attend the meeting need to do so via the TEAMS link at the end of the agenda

Committee Membership: Cllr C Dodds – Chairman Cllr C Jordan
Cllr J Herschel – Vice-chairman Cllr H Darch Cllr L Johncock Cllr K Wood
Cllr R Wilks Cllr A Barron
Cllr J Gurney Cllr S Barrett
Members of the committee are summoned to consider the following business:

AGENDA
1. Apologies for absence
Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Clerk.
2. Declarations of members’ interests in items on the agenda
To receive any pecuniary or non-pecuniary declarations of interest and confirmation of any relevant dispensations.
i) Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer (Clerk) of it.
ii) Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council.
3. Delegated Action

4. Election of Committee Chairman and Vice Chairman

5. Committee Projects
5.1 Office Refurbishment
5.2 Bus Shelters
5.3 Depot Roof

6. Street Furniture

7. LED Footway Lighting

8. Cemeteries

9. War Memorial – Flackwell Heath

10. Committee Site Visits

11. Improving the Public Realm

12. Committee Finances
12.1 Year end Out-turn 2020/21
12.2 Current position (month 2) May

13. Questions from committee members and the public

14. Accounts for payment

AGENDA ITEM 3
Delegated Action
Members are asked to NOTE that since the last committee meeting in March the chairman of committee and clerk have instigated the following under delegated actions;
• Replacement basin and vanity unit at the Warden’s house at a cost of £720.

AGENDA ITEM 4
Election of Committee Chairman and Vice Chairman
Members are asked to NOMINATE and ELECT a chairman for the committee. Nominations will be taken at the meeting.

Members are also asked to NOMINATE and ELECT a vice chairman for the committee. Nominations will be taken at the meeting.

AGENDA ITEM 5
Committee Projects
5.1 Office Refurbishment
Members are asked to NOTE that one of the quotes for the remedial work to restore the office following the water leak has been approved by the insurance company at a cost of £16,950.

Members are asked to NOTE that a fire risk assessment company has been approached to provide us with the required documentation for Building Control in order for the plans for the office refurbishment to be approved.

5.2 Bus Shelters
Members are asked to NOTE that the replacement bus shelter for Northern Woods, Flackwell Heath (opposite Beckings Way) has been installed at a cost of £6,313.63.

5.3 Depot Roof
Members are asked to CONSIDER and, if so minded, APPROVE one of the quotes below for the proposed works to the depot roof (see APPENDIX A for a comparison of the quotes).

Quote E £24,551.00
Quote F £45,978.00

Members are asked to CONSIDER and, if so minded, APPROVE the sum of a further £3,000 for other minor works that might be necessary.

Members are asked to NOTE that we will be seeking the services of a contractor to clear out and treat the gutters once a year to prevent the gutter material being subject to premature deterioration.

Members are asked to NOTE the proposed follow-on works, subject to costings and budget:
1. Replace the chain operated up-and-over door to the lower workshop with a new roller shutter door.
Due to its age, the manufacturer is not around and spares are no longer available and the warden reports that the springs need replacing.
2. Fill the redundant inspection pit in the lower workshop with rubble and hard core and cap with concrete.
The use of a pit for vehicle maintenance is no longer permitted under health and safety rules, and, over time just collects oily debris.
3. Provide a fire door between the lower workshop and the staff room [as required by Building Regulations].
4. Paint the steel beams that support the roof in both the top and lower workshops with Hammerite or similar paint.
5. Prepare and repaint the floor in the lower workshop, skim and paint the floor in the top workshop using a floor sealant and epoxy floor paint.
6. Replace the damaged door between the staff room and the top workshop.
7. Prepare and paint the metal internal stairway between the two workshops using Hammerite paint.
8. Clean and degrease, then paint the existing steel racking in the top workshop.
9. Replace the fluorescent lighting with LED luminaires on a one for one basis extending the trunking as required. Fluorescent lamps contain small amounts of mercury. The government has confirmed that the sale of fluorescent lamps is to be discontinued in the near future.
10. Install a PVC plastisol-coated steel sheet roof fixed to a galvanised steel framework to form a lean-to covered area providing weather protection to mechanised equipment & trailer at the far side of the depot.
Costs will be obtained and brought to committee at the next meeting.

Members are asked to NOTE that during the winter months the grounds team cleaned, prepared and painted the depot’s steel-framed windows and also painted the walls in the top workshop. Clutter that had accumulated in the top depot above the tool store, staff room and toilet was removed. As work progresses the opportunity will be taken to further declutter the two workshops.

AGENDA ITEM 6
Street Furniture
Members are asked to NOTE that during the winter months our grounds team have inspected all our benches and repainted them as necessary. Some benches beyond repair – largely due to rotten feet having been sited directly onto soil – have had to be removed.

Members are asked to NOTE that we are seeking permission from Buckinghamshire Council to site a new bench at Northern Woods at its junction with Whitepit Lane at a cost of £108 for a licence. The cost of supply, installing a bench including base and the above licence is likely to cost up to £1,150 which is to be met from the committee’s budget for Street Furniture. The provision of this bench is to recognise the amazing work that Stan Stepniewski has done in the area.

Members asked to APPROVE this estimated cost.

AGENDA ITEM 7
LED Footway Lighting
Members are asked to NOTE that the FH NAG MVAS team have asked if it would be possible for them to occasionally place the MVAS unit weighing about 9kg on a parish lighting column in the conservation area.
The request will be placed on the next F&GP agenda who hold the budget for supporting the NAG.

AGENDA ITEM 8
Cemeteries
Members are asked to NOTE that the work to lay self-binding gravel on the lower paths (to match the upper path) at Altona Road Cemetery and to create a granite circle is to be carried out in the next couple of months.

AGENDA ITEM 9
War Memorial – Flackwell Heath
Members are asked to NOTE that the grounds team have cleared the dead winter bedding plants and spring bulbs, weeded the beds and planted some summer bedding.

Members are asked to NOTE that, with the permanent closure of the British Legion Club, it would seem that the long-term maintenance of the memorial and the site would, with the agreement of members, fall to the council as part of its remit to maintain ‘historic markers’.

Members are asked to ADOPT the memorial and to AGREE to maintain the floral beds and supplement the cutting of grass on the site by Bucks Council. At the planned site visits (see next item) members will have the opportunity to inspect the site, make observations and discuss options for the long-term maintenance of the site. Any one-off works to bring the site up to a standard that reflects its location in the centre of the village’s conservation area would be funded from the committee’s Third Party Working budget.
It is intended that any work should be completed well in advance of Remembrance Day in November.
To help expedite the renovation of the site members are asked to APPROVE delegated powers to the clerk and the chairman of the committee for this work up to a sum of £1,500.

AGENDA ITEM 10
Committee Site Visits
Members are asked to CONSIDER a date for the site visit which will take place during office hours. Members are also asked to CONSIDER for inclusion on the visit the following sites, however members are encouraged to suggest others:
• Flackwell Heath War Memorial
• Loudwater War Memorial
• Cemeteries at Loudwater and Tylers Green
• Juniper Green
• Heath End Common
• Depot
AGENDA ITEM 11
Improving the Public Realm
11.1 Further to APPENDIX B, members are encouraged to identify other areas where we could work with others towards improving the visual appeal of our environment.

The new committee are asked to CONFIRM the existing aspirations of:
• Providing materials for the removal of graffiti by residents and its prompt removal by statutory authorities from their buildings and structures
• Supporting and implementing a policy of being a Knotweed Free parish and seeking the removal of other alien plants like Japanese Balsam and Giant Hogweed
• Continue the work of being a stile-free parish, supporting the Chiltern Society Donate a Gate Scheme and improving public footpaths alongside the county’s RoW team.

The committee has a Third-Party Working budget to enable works that improve the public realm as opportunities present.

The committee also has a Small Grants Scheme to support local small-scale environment improvements. The process is a simple one: a written application by members, residents and other bodies to the clerk who, with the committee chairman or vice chairman, has delegated powers to quickly agree projects not exceeding £250.00.

11.2 Royal Mail Pouch Boxes
Scattered through the parish are a number of Royal Mail pouch boxes, no longer used by them. Without exception they are in poor condition and a blight on the street scene. APPENDIX C
Members are asked to SUPPORT the council in seeking Royal Mail removing the boxes or their agreeing to our arranging for their removal.
AGENDA ITEM 12
Committee Finances
12.1 Year end Out-turn 2020/21
Members are asked to NOTE the yearend position for the committee (2020/21) APPENDIX D
12.2 Current position 2021/22
Members are asked to NOTE the committee’s income and expenditure to Period 2 (May). APPENDIX E

AGENDA ITEM 13
Questions from committee members and the public
A maximum of fifteen minutes will be given to members of the public, who may make representations, ask and answer questions and/or give evidence in respect of any item of business included in the agenda. If the chairman of the meeting 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 meeting should inform the clerk of this request as soon as possible.
AGENDA ITEM 14
Accounts for payment
Accounts for payment are to be circulated at the meeting for consideration by councillors.

Date and time of next meeting: Thursday, 9 September 2021 @ 7.30pm
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