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CHEPPING WYCOMBE PARISH COUNCIL
Report of the Council meeting to be held on 26 June 2018 at 7.30 pm at the Council Office, Cock Lane, Tylers Green, High Wycombe, Bucks HP10 8DS
Present: Cllr K Wood – Chairman Cllr C Leonard
Cllr L Willis – Vice-chairman Cllr Herschel
Cllr L Johncock Cllr J White Cllr M Wilkes Cllr C Jordon
Cllr J Johnson Cllr H Darch Cllr P Miller Cllr S Digby
Cllr C Dodds
Also present: Cllr D Johncock (WDC)
FC/18/001 Apologies for Absence
Apologies for absence were received and approved from Cllr I Forbes (holiday) and Cllr J Gurney (medical).
FC/18/002 Declarations of Interest and Code of Conduct
Cllr Willis declared a personal interest in Accounts payable as he knows both recipients of the cheques 9552 and 9561
FC/18/003 Council Minutes
It was RESOLVED that;
the minutes of the Council meeting held on Tuesday 13 March 2018 and the Annual Council meeting held on Tuesday 1 May 2018 be true and accurate records.
FC/18/004 Open Spaces Committee
OS/18/007 Orchard Green Cllr Willis advised that the Clerk had communicated with the residents overlooking the hedge. Responses had been received which had been circulated to the members of the committee. The residents concerned are not wanting the hedge removed but infilled. The discussion to be taken to the next Open Spaces committee for further consideration.
OS/18/005 3 Tylers Green Management Plan Cllr Wood confirmed that along with Cllr Johnson a site visit had been undertaken and a report would be taken to the next Open Spaces committee for consideration.
OS/18/008 Jubilee Gardens Planter Cllr L Johncock confirmed that the planter had now been planted and was looking really good. Cllr Herschel concurred. There was now a request for water butts to ease the watering.
It was RESOLVED that;
the report of the committee meeting held on Thursday 17 May 2018 be approved.
FC/18/005 Works & Services Committee
WS/18/013 Site Visit Cllr Dodds pointed out that there was only one venue suggested for the site visit and asked members present for any other suggestions. None were forthcoming.
It was RESOLVED that;
the report of the Committee meeting held on Thursday 31 May 2018 be approved.
FC/18/006 Finance & General Purposes Committee
FGP/18/009 Neighbourhood Action Group Cllr Herschel advised that a concatenated version of the minutes of the NAG meeting had been requested rather than the whole document.
It was RESOLVED that;
the report of the meeting held on Thursday 14 June 2018 be approved.
FC/18/007 Planning Meetings
Cllr Darch advised that the process of the meetings was currently working well and members were reasonably content.
It was RESOLVED that;
the reports of the Planning Meetings held on Thursday 17 May 2018, Thursday 31 May 2018 and Thursday 14 June 2018 be approved.
FC/18/008 Annual Return and Annual Governance Statement
Council was asked to approve the recommendation from the Finance and General Purposes Committee for the Chairman of Council to sign the Annual Return and Governance Statement.
It was RESOLVED that;
the Annual Return and Annual Governance Statement be approved for signature of the Chairman of the Council.
FC/18/009 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. Electronic Communication Policy
5. Data Breach Policy
6. Standing Orders 2018
It was RESOLVED that;
the above policies be approved and adopted.
FC/18/010 Grants
Council was asked to approve the recommendation from the Finance & General Purposes Committee to provide the following grants;
The P&TGRS Village Pre-School – Grant award £250.00
Flackwell Heath & Loudwater Age Concern Day Centre – Grant award £1,000.00
Tylers Green Middle School are celebrating the 50th anniversary of the school – Grant award £250.00 for time capsule
Crosses on the Common – Grant award £200.00
Following further consideration;
It was RESOLVED that;
the recommendation from the Finance & General Purposes committee for the grants be approved.
It was noted that Cllr Darch abstained from the vote.
FC/18/011 Councillors Email Addresses
Council was asked to consider the recommendation from the Finance & General Purposes Committee to set up either a gmail.com or outlook.com email address for each councillor as a ‘for council use only’ email.
Cllr Darch and Cllr Miller had already set up new gmail accounts for council work.
Cllr Miller offered assistance with the setting up of new email addresses and it was noted that Cllr Forbes had previously offered assistance.
The email addresses would be used for a trial period of a year.
FC/18/012 Informal Council Meeting
Council was asked to note that the date set for the Informal Council meeting was Tuesday 16 October 2018 at 7.30pm.
Members were asked to suggest items for consideration at the meeting or to subsequently notify the Clerk or Chairman of Council.
FC/18/013 Questions by Members of the Council
Cllr Miller asked who would be representing the parish council at the Hearing Session relating to the Wycombe Local Plan. He offered to attend and would contact the Clerk with his availability.
Cllr Jordan advised of a legal case involving knotweed. The parish council would be vigilant in relation to knotweed on land.
Cllr White advised of the Loudwater School Fete being held on 14 July – all were welcome.
FC/18/014 Public Participation
Cllr D Johncock advised that there was £1,500 of S106 monies for Flackwell Heath that had not been allocated. The Clerk was asked to contact Gerard Coll in relation to the monies with a project.
Cllr D Johncock also asked the Clerk to provide a statement of account for the Jubilee Gardens as there was more planting required.
FC/18/015 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 9546 to 9561 be signed and that the BACS payment to Payflow and direct debits to Unicom and SSE be approved for payment.
The chairman thanked members for their attendance and closed the meeting at 8.05pm
Signed: ……….……………………………………………………………………………………… Dated: 30 August 2018