23-03-23 Works and Services Committee Minutes

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

Report of the meeting held on Thursday 23 March 2023 commencing at 7.30pm
in the Council Chamber, Cock Lane, Tylers Green, High Wycombe, Bucks HP10 8DS

Present: Cllr C Dodds – Chairman Cllr C Jordan
Cllr R Wilks – Vice-chairman Cllr S Herron Cllr L Johncock Cllr K Wood
Cllr A Barron Cllr J Gurney
Cllr J Herschel Cllr D Johncock (ex officio)

WS/22/058 Apologies for absence
Cllr S Barrett – work

WS/22/059 Declarations of members’ interests in Items on the agenda
Cllrs Barron, Herschel and Wilks declared an interest in agenda item 15 – being in receipt of cheque numbers 11041, 11043 and 11047 respectively for expenses.

WS/22/060 Delegated Action
Members were asked to note that, since the last committee meeting in January, there had been no delegated actions taken by the chairman of committee and clerk.

WS/22/061 Committee Projects
1 Office Complex Refurbishment
Members were asked to receive a verbal update from Cllr Dodds at the meeting regarding the office refurbishment.
Cllr Dodds updated the members with the progress of the project. An additional £5,800 had been spent on a new fire alarm system, consumer unit and data cabling which had not been included in the specification. The data cabling would be run in trunking and provide flexibility. Owing to an error in the structural engineer’s report, the positioning of the kitchen and disabled toilet were swapped to satisfy the direction of the joists. The advantage was that each room would now have a window. An additional £1,200 would be spent partitioning off an area in the Chambers to allow for storage. The funds for the additional £5,800 would come from the General Reserve and Cllr Forbes was satisfied with that.

Members were asked to note that the patio next to the warden’s house is in need of repair.
Members were asked to consider and, if so minded, approve the drawing up of a specification and the obtaining of quotations for the repair work.
A quote for £650 had been received from a single tender. The work would include jet washing the slabs, and then lifting up, reseating and regrouting any slabs that had moved.
It was RESOLVED that;
The quote of £650.00 be approved as an emergency repair.

WS/22/062 Cemeteries
1 St Margaret’s Churchyard
Members were asked to note that the works to repair the wall leading to the brick shed would be started week commencing 20 March, weather dependent.
The works to the wall were completed on 22 March at a cost of £580.00

WS/22/063 War Memorials
1 Loudwater
Members were asked to note that a yew hedge had been planted by the grounds team.
It was noted that the planting looked very nice.

2 Flackwell Heath
Members were asked to consider and, if so minded, approve the quotation to install bell bollards to prevent motorists from parking on the grass. The quote includes preliminaries (safety and welfare), collection of bollards from depot, excavating pits and setting bollards in concrete, making good the soil and seeding. Members were asked to note that it was a single tender action as there were no other satisfactory options from other suppliers.
It was noted that an email had been received from a FH resident against the idea of bollards and a reply was sent. Following a discussion, it was decided that 3 bollards would be positioned down the Common Rd side and one on the other side of the artwork. A balanced look should try to be achieved.
It was RESOLVED that;
The quote of £1,690.00 be approved.
Cllr Herschel abstained from the vote.

WS/22/064 Royal Mail bag drop boxes
Members were asked to note that no further update had been received from RoyalMail.
An update would be brought to the next meeting.

WS/22/065 FH Broxap bins
Members were asked to note that a survey had been done of the green cast iron bins and the deputy clerk had written to Buckinghamshire Council. A reply had been received and we are waiting to hear whether the bins in Flackwell Heath will be included in the current project underway at Buckinghamshire Council to replace litter bins.
A further update was received from BC with a photo of the litter bins to be installed. They would be fixed to the ground. The deputy clerk is to provide them with a plotted map of all the bins in FH. The concrete bins would not be replaced at this stage.

WS/22/066 LED Footway Lighting
Members were asked to note that the damaged lamp columns in The Orchard and Glenmore Close had been replaced at no cost to us.
The deputy clerk was thanked for this.

Members were asked to note that a survey of the lamp columns had taken place to check if any were obscured by trees. The grounds team would be cutting back those on the verges and the deputy clerk would be writing to the two residents who have trees in their gardens requiring attention.

WS/22/067 Heath End Rd Green Path
Members were asked to note that the deputy clerk had received replies to her letters to Berkeley Homes (developer of Abbey Barn South Development) and Highways. The developer is due to pay the Council £475,000 ‘towards a walking and cycling route between the Land and the village of Flackwell Heath’. The point that this payment is due to be made is linked to occupation levels, estimated to be late Summer 2024. As a result, the Parish Council would not be going ahead with formation of a new footpath and will monitor Buckinghamshire Council’s progress on the matter.
Cllr D Johncock explained that this walking and cycling route had been highlighted by BC as part of their improvement plan and work with the Community Boards and that Section 106 money would be spent on the route.

Members were asked to receive a verbal update from Cllr Barron at the meeting. (see end of minutes)
It was noted that if any members had proposals for footpath improvements, they should bring them forward.

WS/22/068 Heath End Common
Members were asked to note that, following the meeting with the TfB LAT on site, reports had been received from 4 utility companies and 1 more was awaited.

WS/22/069 Bus Shelters
Members were asked to note that the bench seat in the bus shelter in Station Road (opposite Boundary Rd Recreation Ground) had been removed from its base plates at both ends. It had been brought back to the depot and we were awaiting a quote from the original supplier for its reinstallation.
It was noted that the bench seat had been reinstalled on 20 March at a cost of £305 as part of maintenance.

WS/22/070 Committee Finances
Members were asked to note the committee’s income and expenditure to Period 11 (February).

WS/22/071 Questions from committee members and the public
• Cllr Wilks thanked Cllr Dodds for managing the Office Refurbishment project

WS/22/072 Accounts for payment
Accounts for payment were circulated at the meeting for consideration by councillors.
It was RESOLVED that;
the accounts for payment be approved and cheques numbered 11040 to 11051 be signed and direct debits to Unicom and SSE be approved for payment.

The chairman of committee thanked members for their attendance and closed the meeting at 8.20pm.

Date and Time of next meeting: Thursday 8 June 2023 at 7.30pm

Signed: Dated:

Verbal report to Chepping Wycombe – Works & Services Committee on 23/03/2023
Subject: Foot path / cycle path – Abbey Barn South to Flackwell Heath.
Report by: Alec Barron
The initial project was a proposal to link the two footpaths on the south side of Heath End Road, potentially at our own cost. Thanks to the tenacity of Wendy and Cheryl, the disclosure of a sum of money for the linkage of the new housing development at Abbey Barn South and Flackwell Heath has come to light.
The money, £475k will be made available on completion of the 400th dwelling at Abbey Barn South, and this is anticipated around September 2024.
Correspondence between Cheryl, and Ellie Caton of Bucks has indicated that the project will not be considered, nor resources allocated until the authority has the money.
I have written to Ellie to request a conversation with someone in the Transport Strategy and Funding Team to understand their “method of working”.
I have explained that in my role as representing Chepping Wycombe on the Community Board, that where funding has been made available, it can take 2 – 3 years to produce a report or paint some lines on the road under Transport for Bucks.
We shall see what the outcome is. My “frustration” is that they know the money is coming – we just need to make sure that they hit the ground running – and in the right direction!
You may be aware that it is a Bucks plan to have cycle and footpaths that traverse the County. Community Boards are being tasked to support this venture.