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CHEPPING WYCOMBE PARISH COUNCIL
Report of the Council meeting to be held on Thursday 9 July 2020 at 2pm via Microsoft Teams
Under the Local Authorities and Police and Crime Panels (Coronavirus)(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (4 April 2020) allowing Local Authorities flexibility to hold meetings at a time, day and frequency to suit their own needs, without the requirement for further notice.
The meeting is open to members of the public and press
Present: Cllr K Wood – Chairman Cllr R Wilks
Cllr L Willis – Vice-chairman Cllr M Wilkes
Cllr J Gurney Cllr C Jordan
Cllr A Barron Cllr H Darch
Cllr I Forbes Cllr C Dodds
Cllr B Kin Cllr L Johncock
Cllr J White Cllr D Johncock
Also present: Mr G Christie (CWPC Warden)
FC/20/023 Apologies for Absence
Apologies for absence were received and approved from Cllr S Herron (business), Cllr S Digby (family) and Cllr J Herschel (family).
FC/20/024 Declarations of Interest and Code of Conduct
There were none.
FC/20/025 Council Minutes
Cllr Forbes advised of an amendment to FC/20/020 – councillors were no litter picking on Sunday but emptying the bins on the Common.
It was RESOLVED that;
The report of the Council meeting held on Tuesday 16 June 2020 be approved with the above amendment.
It was noted that Cllr D Johncock abstained from the vote.
FC/20/026 Planning Meetings
It was RESOLVED that;
The reports of the Planning Meetings held on Friday 12 June 2020, Tuesday 16 June 2020 and Tuesday 30 June 2020 be approved.
FC/20/027 Policies and procedures
Council was asked to consider for re-adoption 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 2020
6 Financial Regulations
7 Publicity Policy
8 Complaints Procedure
9 Risk Management Strategy
It was RESOLVED that;
The above policies be approved for re-adoption with the following amendments being noted.
Information & Data Protection Policy
• BTC to be omitted on 2nd page in the explanation of Data Subject.
• Under Data controller this should read (e.g Council, employee of the council)
Management of Transferable Data Policy
• Under 3.2 – also should be removed and sought replacing sort.
Complaints Procedure
• Wycombe District Council should be replaced with Buckinghamshire Council
Council was asked to note that a further three policies – Disciplinary & Grievance, Equality & Diversity and Lone Working would be brought to a future meeting for consideration.
10 Insurance Cover
Council was asked to note that we the parish council are currently covered by a three-year agreement through Came & Co. However, this year the premium had been revised following the updating of the Asset Register.
Council was also asked to note that in line with our insurance cover all annual checks on the fire alarm & extinguishers along with the burglar alarm had been completed during the ‘lockdown’.
FC/20/028 S137 – Payment of Grants
Council was asked to note that under the Local Government Act 1972 S137 (4) (a) the statutory expenditure limit for 2020/21 is £8.32 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 £5,000.00 is well below the aforementioned limit.
FC/20/029 Community Board
Council was asked to note that the Community Board for Beaconsfield and Chepping Wye would be meeting on the evening of 9 July. Council was asked to nominate one representative for the parish council to attend further meetings. Members were also asked to bring ideas for priorities to take to the Community Board. Cllr Alec Barron was proposed by Cllr Wood and seconded by Cllr L Johncock
Suggested projects that would be taken to the first meeting to include a bench in Flackwell Heath, upgrading of play areas with fencing following COVID 19.
It was RESOLVED that;
Cllr Alec Barron be approved as the Community Board representative for the parish council.
FC/20/030 Open Spaces Committee Update
1 Work completed since last meeting on 16 June 2020
Council was asked to note the following;
Track 4 Trial holes – work had been completed and the report was awaited.
Potholes – Rays Lane and Bank Road
Straight Bit Recreation Ground car park potholes
Apron to Track 6, Tylers Green
2 Path from New Road up to Track 4 (Tylers Green)
Council was asked to consider the quotations for the improvement works to the above path – raising the level of the path and edged with wood including drainage into thicket.
It was RESOLVED that;
Quote C be approved in the sum of £1,590.
3 Railway Land, Loudwater
Council was asked to note that we currently have two quotations and a third was awaited for the continuation of the tree works along the boundary with Woodside Close, Loudwater.
4 Fencing to Flackwell Heath Scout hut boundary
Council was asked to note that following the hedge work along the boundary of the scout hut it had left the site compromised and there had been recent incidents of vandalism. Council was asked to consider the quotations received for replacing the fencing to secure the site.
It was RESOLVED that;
Quote B be approved for the 6ft palisade fencing in the sum of £2,700.00
5 Widmer Pond, Tylers Green
Council was asked to review the request made by Penn Parish Council to re-consider the access arrangements to the water supply to the pond.
Council was reminded that the decision to take control of the water had been initially made due to the increase in water use and the high bills being received. Currently we have a log that is completed before and after the water has been turned on; this operation being undertaken by the warden following an inspection of the water level.
It was RESOLVED that;
the existing arrangement should not be changed, this will be monitored over the next 6 months with a further review of the arrangement at the end of that period. In the meantime, a water marker will be installed in the pond to allow easy reading of the water level.
6 Play Areas
Council was asked to note that the parish council play areas were opened on 4 July. Signage had been placed on all sites advising of the need for social distancing and that the responsibility of the use of the equipment would not be accepted by the council. Some pieces of equipment had been taken out of use to allow for social distancing.
It was noted that alternative methods of social media would be used to promote the safe use of the play areas.
FC/20/031 Works & Services Committee
1 Work undertaken since last meeting
Council was asked to note the following;
Bus shelters no further progress at this stage to report
Office Refurbishment quotations being obtained
Cock Lane Cemetery Path and Driveway the approved works had been ordered and were expected to take place in August.
RTV – Cabbed Utility Vehicle had been ordered.
2 Chiltern Green Lighting Column
Council was asked to note that the extra lighting column had been installed and the existing column moved.
FC/20/032 Finance & General Purposes Committee
1 Health & Safety
Council was asked to note that there had been no incidents since the last meeting on 12 June 2020.
2 Website
Council was asked to note that following a hiatus the website was now progressing. When the next stage was completed the Clerk would circulate the link to all members.
3 Council Finances
Council was asked to note the summary of income and expenditure by committee. (Period 3 June)
FC/20/033 Questions by Members of the Council
Cllr Barron highlighted the need to a bench at the junction of Northern Woods and Straight Bit the community had taken this verge over with wild flowers and a bench would enhance the area – this suggestion would be taken to the Community Board as the area concerned was not owned by the parish council.
Cllr Gurney asked about the installation of the bench at the bottom of Derehams Avenue.
He was advised by the warden that the installation had been held up by the COVID 19 situation and would be install as soon as it was deemed possible.
Cllr Jordan highlighted the alleyway between 93 and 95 Fassetts Road, Loudwater – motorbikes were being driven along the alleyway and residents were getting concerned.
The clerk advised that she had passed this information on to the PCSO for their attention.
FC/20/034 Public Participation
There were no members of the public in attendance.
FC/20/035 Accounts for Payment
Accounts for payment were noted. Cllr D Johncock queried the high cost of the skip used at Derehams Lane Recreation Ground. The clerk advised that the skip was 3 times the size of the usual skips in the depot.
The Chairman thanked members for their attendance and closed the meeting at 3.03pm
Signed: Dated: 18 October 2020