Parish Council Minutes – Monday 11 May 2015




MONDAY 11 MAY 2015 AT 7.30 P.M. IN




Present:-  Cllr Bagge (Chair), Cllr Carter, Cllr Cox, Cllr Finan, Cllr Fox, Cllr Hoskins, Cllr Huntley, Cllr Lynch & Cllr Taylor.

In Attendance:-  Mrs J Simmonds (Clerk)

Also Present:-  PC Gary Ashton, Cllr Egleton & 1 member of public.



001/PC/15 – To Elect a Chairman for the coming year.

Cllr Carter proposed that Cllr Bagge be Chairman for the coming year, this was seconded by Cllr Fox, RESOLVED to agree, all in favour and Cllr Bagge signed the declaration of acceptance of office.

002/PC/15 – To Elect a Vice Chairman for the coming year.

Cllr Taylor proposed that Cllr Carter be Vice Chairman for the coming year, this was seconded by Cllr Fox, RESOLVED to agree, all in favour and Cllr Carter signed the declaration of acceptance of office.

003/PC/15 – Unsigned Declarations

RESOLVED to agree, all in favour that any absent members who have not signed their declaration of office may have an extension to do so between now and the next meeting on 9 June.

004/PC/15 – Police

PC Ashton read out a report from the police crime figures and answered questions regarding

dangerous parking, councillors to email the clerk with concerns and the clerk will forward to PC

Ashton for inspection.

005/PC/15 – Public Session Time (7.30 pm-7.45 pm)

The meeting is open to the public and press and fifteen minutes will be reserved, if required, for public comment.


006/PC/15 – Apologies for Absence

APOLOGIES were received from Cllr Crocker.

007/PC/15 – Declarations of interest

Members to declare any personal interest in any item of business as defined in the Code of Conduct 2012.  If that interest is a disclosable pecuniary interest as defined in the Code; the member should withdraw from the meeting for that item.

Cllr Bagge declared an interest in item 016.  As a member of the SBDC Planning Committee he would chair this item but would not express views or take part in any vote.

008/PC/15 – Minutes

RESOLVED to approve the minutes of the Council meeting held on 13 April 15 which were signed by the Chairman.

009/PC/15 – Review of Standing Orders and Financial Regulations and Financial Risk    Assessment for 15/16.

REVIEWED and AGREED no changes to the Standing Orders and the Financial Regulations.

RESOLVED to agree the changes to the Financial Risk Assessment to include the new pavilion and

MUGA.  Unanimous vote.

010/PC/15 – RESOLVED To AGREE to Appoint Committees for 15/16 as below:-

(a) Recreation & Environment Committee

(6 members plus Chairman ex officio)

Cllr Carter, Cllr Cox, Cllr Crocker, Cllr Huntley, Cllr Lynch, & Cllr Bagge (ex officio)

(b) Planning Committee

(6 members plus Chairman ex officio)

Cllr Carter, Cllr Crocker, Mr Duncombe, Mr Harris, Cllr Hoskins, Cllr Taylor & Cllr Bagge (ex officio)

RESOLVED to agree, all in favour, to co-opt current two residents of Stoke Poges who sit on this committee.

(c) Finance & General Purposes Committee

          (6 members plus Chairman ex officio)

Cllr Carter, Cllr Crocker, Cllr Finan, Cllr Fox, Cllr Hoskins Cllr Lynch & Cllr Bagge (ex officio).

011/PC/15 – RESOLVED to AGREE to fix times of meetings (every month except August at 7.30pm.)

Council – second Monday except December and July (first Monday) and if a bank holiday falls on second Monday then it will be previous week.

Planning Committee – Every third Monday at 7.30pm (possibly August)

Recreation and Environment committee – fourth Monday at 7.30pm (3 per year)

Finance Committee – fourth Monday (2/3 per year)

To agree any changes to other bodies:-

Footpath Watch – Cllr Cox, Cllr Lynch & Cllr Taylor.

Allotment Representative – Cllr Cox

Memorial Gardens – Heather Huntley

Heritage Walk – Heather Huntley

Village Fete Committee – Saera Carter

Allotment Cup – Horticultural Society and one Parish Councillor

Webmaster – Ralph Bagge

Website Liaison –  Ralph Bagge

Parish Newsletter – Ralph Bagge

Flagmaster – Jim Budd

Tree Wardens – Alan Fox

Beeches LAF – Cllr Lynch

MVAS Rota and Co-ordination – Cllr Taylor

012/PC/15 – New Parish Plan

Cllr Carter proposed to resolve to hold off developing a new parish plan pending the school’s determination, as previously agreed, this was seconded by Cllr Taylor. RESOLVED to agree, all in favour.

013/PC/15 – County Councillor’s Report

Councillor Egleton had nothing to report.

014/PC/15 – District Councillors’ Report

Cllr Bagge reported that both he and Cllr Egleton had been re-elected as District Councillors and that Cllr Bagge had been elected as Leader of the Council at SBDC.  The Parish Councillors at the table congratulated them both.

015/PC/15 – Chairman’s Update from last meeting.

Cllr Bagge reported that at the APM it was resolved to hold a litter picking day, which will be on the June agenda to discuss. 

The SPN layout was complete and currently being proofread.

There have been problems with the website and the download facility on the server has been disabled.  Cllr Bagge is looking into using a third party site for downloads which hopefully will be installed soon.

016/PC/15 – Khalsa School

Cllr Carter reported that the Parish Council had received a letter from DCLG asking for more comments, the deadline for comments was extended until 26 May and it had been agreed that a letter will be sent from the Parish Council asking for the enquiry not to be opened again but for a re-determination.  Mr Pickles is no longer the Secretary of State so the new appointed person will make the decision.  Dominic Grieve MP has written a strong letter in support of the village’s case.

017/PC/15 – Working Group for Community Pavilion Design Project

Update from working group.

NOTED draft lease supplied by solicitor.

The building is almost complete. The final check to take place on 18 May and be handed over by the end of the month.  The opening is to be arranged and it was agreed to ask Sir Matthew Pinsent to do the opening again, a party and barbecue will be held in the recreation ground to celebrate.  Hopeful dates last Saturday in June or the first Saturday in July.

018/PC/15 – Fete 6 June 2015

Cllr Finan proposed to have a gazebo and table and that it is manned whenever people can, Cllr Taylor seconded, RESOLVED NOT to agree, 2 for 7 against.

Cllr Lynch proposed not to have a stall this year but for Parish Councillors attending to be visible and approachable to residents who wish to ask questions, this was seconded by Cllr Fox, RESOLVED to agree, all in favour.

019/PC/15 – Hedgerley Parish Council

Letter received requesting support on objecting to an extract sand and gravel site in their parish.

Cllr Carter proposed that this Parish Council support Hedgerley Parish Council and that a letter should go from SPPC questioning the need for this extraction site in the County, Cllr Lynch seconded, RESOLVED to agree, all in favour.

020/PC/15  RECEIVED and ADOPTED minutes from previous meetings of sub committees and     working parties:

Planning Minutes – 16 March 2015 – Signed 20 April 2015

021/PC/15 – Finance

(1) NOTED Statement of Accounts – April 2015

(2) RESOLVED To approve list of cheques for signature April 2015 which were signed by the Chairman.

(3) RECEIVED & NOTED Bank reconciliations, April 2015

(4) RECEIVED & NOTED Budget monitoring, April 2015

(5) NOTED Fighting Fund report – No change.

(6) NOTED that Internal Audit starts 12 May 2015.

022/PC/15 – Circulars List/Correspondence and Items received by clerk but not on agenda.

List appended to the agenda of all circulars received in the office and available to view for one month after this meeting.



023/PC/15 – NOTED Dates of Future Meetings

Planning Committee –18 May 2015

Finance Committee – 1 June 2015

Full Parish Council – 8 June 2015

Meeting ended at 8.52pm

Signed/Chairman Dated