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CHEPPING WYCOMBE PARISH COUNCIL
Report of the Council meeting held on Thursday 2 May 2019 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.
Present: Cllr K Wood – Chairman Cllr M Wilkes
Cllr L Willis – Vice-chairman Cllr S Digby
Cllr R Kin Cllr J Herschel
Cllr J White Cllr L Johncock Cllr C Jordan Cllr P Miller
Cllr J Gurney Cllr J Johnson
Cllr J Johnson Cllr H Darch
Cllr I Forbes Cllr R Wilks
(One FH vacancy)
Also present: Cllr D Johncock (WDC), Flackwell Heath resident
Before the meeting Cllr Wood advised all present that it was Cllr Johnson’s last meeting as she had tendered her resignation from the Council. She was thanked for her 12 years of service and will be missed.
FC/18/077 Apologies for Absence
Apologies for absence were received and approved from Cllr Dodds (holiday)
FC/18/078 Declarations of Interest and Code of Conduct
Cllr Wood declared an interest in agenda item 17 Accounts for Payment – cheque no 9846 expenses.
FC/18/079 Council Minutes
It was RESOLVED that;
the minutes of the Council meeting held on Thursday 28 February 2019 be a true and accurate record.
FC/18/080 Open Spaces Committee
Cllr Willis had nothing more to add to the report.
It was RESOLVED that;
the report of the Committee meeting held on Thursday 7 March 2019 be approved.
FC/18/081 Works & Services Committee
In the absence of Cllr Dodds, Cllr White advised that;
WS/18/077 Boundary Stone had been installed by the grounds team from the golf club.
It was RESOLVED that;
the report of the Committee meeting held on Thursday 21 March 2019 be approved.
FC/18/082 Finance & General Purposes Committee
Cllr Forbes highlighted the;
FGP/18/075 (9) Risk Strategy this was coming up for approval later on the agenda.
It was noted that Cllr Digby had been present at the meeting – an amendment to the members present listing would be made.
It was RESOLVED that;
The report of the Committee meeting held on Thursday 18 April 2019 be approved with the above amendment.
FC/18/083 Planning Meetings
It was RESOLVED that;
the reports of the Planning Meetings held on Thursday 28 February 2019, Thursday 7 March 2019, Thursday 21 March 2019, Thursday 18 April 2019 and comments submitted via ward planning reps as no meeting arranged be approved.
It was noted that the Ashwells response be added to the minutes to act as a permanent record. Also that a complaint had been received relating to 10 Wheeler Avenue questioning the due process of the comment. Cllr Wood had been in correspondence with the complainant.
FC/18/084 Annual Return and Annual Governance Statement
Council was asked to approve the recommendation from the Finance and General Purposes Committee to sign the Annual Return and Governance Statement.
It was RESOLVED that;
The Annual Return and Governance Statement be approved and signed by the Chairman of Council.
FC/18/085 Policies & Procedures
Council was asked to approve the recommendation from the Finance & General Purposes Committee to adopt the following policies;
1 Information & Data Protection Policy
2 Retention & Disposal Policy
3 Management of Transferable Data Policy
4 Data Breach Policy
5 Standing Orders 2019
6 Financial Regulations
7 Publicity Policy
8 Complaints Procedure
It was RESOLVED that;
All the above policies and procedures were approved for re-adoption.
9 Risk Management Strategy
It was RESOLVED that;
The Risk Management Strategy be approved for adoption.
FC/18/086 Grants
Council was asked to approve the recommendation from the Finance & General Purposes Committee to provide the following grant;
Flackwell Heath Minors Football Club – grant for improvements to the pavilion with a
condition that all outstanding maintenance be completed.
Requested amount £5,000.00 to £10,000.00 towards a quotation of £33,000.00
Recommended grant award £1,000.00
It was RESOLVED that;
The grant award for £1,000.00 be approved on completion of all outstanding maintenance items and once the refurbishments had been completed.
FC/18/087 S137 – Payment of Grants
Council was asked to note that under the Local Government Act 1972 S137 (4) (a) the statutory expenditure limit for 2019/20 is £8.12 per elector. S137 enables parish councils to spend a sum, per elector, on activities and projects not specifically authorised by other powers. Council was asked to note that the current budget allocation for the financial year of £2,500.00 was well below the aforementioned limit.
Upper limit figures for each ward with elector numbers from the 2018 electoral role:
Flackwell Heath Electors on roll 4675 equates to £37,961
Tylers Green Electors on roll 3415 equates to £27,729
Loudwater Electors on roll 3207 equates to £26,041
Cllr Miller highlighted a need to review the grants budget line for the next financial year in light of the S137 limits for possible expenditure. It was also noted that the parish council was not limited to the grants budget line if a project was deemed worthy of support.
FC/18/088 Budget 2019/20
Council was asked to approve the recommendation from the Finance & General Purposes committee to increase the project lines for each committee as below, further reducing the general reserve;
Open Spaces a further £10,000
Works & Services a further £10,000
Finance & General Purposes a sum of £5,000
It was RESOLVED that;
the above committee project lines be increased as above.
FC/18/089 Land adjoining King’s Wood
Council was asked to consider the possible purchase of a 5.5 acre piece of woodland bordering on King’s Wood. The site is attached to the 15 ways entrance at the bottom of Kingswood Road. The vendor has requested that the smaller plots be sold to private buyers, however the agent had advised that the sale of the whole site was an option with an asking price of £200,000. For a quick sale the price could be negotiated.
It was RESOLVED that;
the parish council had sufficient amenity woodland with King’s Wood and therefore asked that the Clerk should contact the vendors agent to advise that there was no interest in the purchase.
FC/18/090 Full-time Civil Enforcement Officer – LAF
Council was asked to consider and comment on a suggestion from the Chepping Wye Valley Local Area Forum to supplement the existing civil parking enforcement provision by Bucks County Council who are responsible for enforcing parking regulations. Bucks County Council sub-contract the work to NSL who currently provide 34 hours of enforcement per week in the Chepping Wye Valley LAF area – with 15 hours specifically within the parish boundary.
Members were asked to identify hotspot areas.
It was RESOLVED that;
The clerk contact the LAF team and ask for a ‘snapshot’ of activity – sample data and how many tickets had been given in order that the final decision for inclusion in the project could be made at the next Works & Services committee meeting.
FC/18/091 Questions by Members of the Council
• Cllr R Wilks asked about the recycling centres closing.
Cllr Wood advised that the recycling centres included in the closure were the roadside bottle banks not the household waste sites.
• Cllr Jordan advised that the lights in Rayners Close were not working again.
Cllr Wood advised that they should be put onto Fix my Street
FC/18/092 Public Participation
There were no questions from the member of the public, however he commented on how enjoyable the discussions had been.
Cllr D Johncock (WDC) mentioned that he believed that the travel time for the Civil Enforcement Officer was included within the 15 hours quoted for the parish.
FC/18/093 Accounts for Payment
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 9837 to 9849 be signed and BACS payment to Barclays Payflow and direct debits to Affinity Water, EE and E-On, be approved for payment.
The chairman thanked members for their attendance and closed the meeting at 8.23pm
Date and time of next meeting: Thursday 27 June 2019 @ 7.30pm
Signed …………………………………………………………………………………. Dated 27 June 2019