Minutes of Parish Council Meeting of Monday 14 September 2015


Present:-  Cllr Bagge (Chair), Cllr Carter, Cllr Cox, Cllr Crocker, Cllr Finan & Cllr Fox.

In attendance:-  Mrs J Simmonds (Clerk)

Also present:-  Cllr Egleton, PC Burnell and 1 member of public.



075/PC/15 – Police

PC Burnell read out the crime figures for July/August. Circulated.

076/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.

1 member of public came to update councillors on their request under item 094.

077/PC/15 – Apologies for Absence

APOLOGIES were received from Cllr Hoskins, Cllr Huntley, Cllr Lynch & Cllr Taylor.

078/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.


079/PC/15 – Minutes

RESOLVED to approve the minutes of the Council meeting held on 6 July 15 which were signed by the Chairman.

080/PC/15 – County Councillor’s Report

Councillor Egleton had nothing to report.

081/PC/15 – District Councillor’s Report

Cllr Bagge updated the council on changes to the Local Plan.

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

Cllr Bagge had nothing to report.

083/PC/15 – Khalsa School

Cllr Carter reported that the decision from the Secretary of State due on 8 September had been delayed and that no reasons had been given. There is no legal option to force their decision.  Agreed that the Parish Council should write to Greg Clarke and to ask the District Council to do the same.

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

Leases and agreements are all completed and all groups are now in and using the facilities,

085/PC/15 – Hollybush Hill Parking

Clerk updated the council that this issue is now resolved.

086/PC/15 – Vine Road Parking Issues

Cllr Bagge has received some information on car parking from residents following the meeting held on 9 July and will arrange a further follow up meeting with residents to identify potential improvements.

087/PC/15 – MVAS Rota

No update from Cllr Taylor. Defer to next meeting.

088/PC/15 – Flooding/Bells Hill Recreation Ground

Cllr Fox proposed that the option 1 quote from AKC be accepted, however the test hole should be carried out first for £120 and then provided that is ok proceed with work to cost no more that £9800 as quoted, if the test hole identifies problems, bring back to October meeting, seconded by Cllr Crocker, RESOLVED to agree all in favour.

089/PC/15 – LAF Recommendations

RESOLVED to agree, all in favour to RATIFY the following agreement made at the July meeting which was agreed to bring back:-  Cllr Taylor proposed the agreed recommendations previously made, and made on site this evening (July 6) total cost to the Parish Council of approximately £9800, to be brought back and ratified with the final costings and amounts from the LAF at the September 15 meeting, this was seconded by Cllr Cox.  RESOLVED to agree, all in favour. 

090/PC/15 – Came & Company Insurance

Cllr Carter proposed that we agree to enter into a new long term agreement until 30 September 2018, this was seconded by Cllr Cox, RESOLVED to agree, all in favour.

091/PC/15 – New Development Names at Stoke House

Following a discussion of naming options, the Chairman proposed Stoke House for the apartment block and Mobbs Close for the access road, seconded by Cllr Carter, RESOLVED to agree.

092/PC/15 – Transport Devolution for 2016

Decided no-one available to attend  the BCC meeting on 18 September in Aylesbury, clerk to inform BCC.

093/PC/15 – Tarmac Bells Hill Recreation Ground

To decide on quotes for re-tarmacking the parking area in the Bells Hill Rec, defer to October due to insufficient information.

094/PC/15 – Allotment Holder Request

Cllr Carter proposed not to allow the request to use a small wooded area of the allotments for a level 3 Forest School Leadership qualification on the allotments on the basis that it could be harmful to the amenity of other allotment holders, suggested that the resident contacts the Scouts in Duffield Lane, who have a more suitable site, seconded by Cllr Cox, RESOLVED to agree, all in favour.

095/PC/15 – Internet Banking

Cllr Bagge proposed that option one be accepted as the method for paying suppliers via internet banking, this was seconded by Cllr Fox, RESOLVED to agree, all in favour.

096/PC/15 – PC Logo

Cllr Bagge agreed to investigate heraldic logos. Bring back to October.

097/PC/15 – Community Picnic

Cllr Carter proposed that an annual community picnic should be held at no cost to the Parish Council other than using the pavilion, this was seconded by Cllr Bagge, RESOLVED to agree all in favour.

098/PC/15 – Collum Green Road/Stoke Green Traffic Data

Results from speed survey circulated, agreed to ask for a summary page and bring back to October for further discussion.

099/PC/15 – Allotment Prize Results 2015

NOTED prize winners for this year.

1st Plot 26

2nd Plot 18

3rd Plot 39

100/PC/15 – Allotment Prize

Cllr Crocker reported that the RHS judging criteria used by the Horticultural Society were not consistent with the Parish Council’s expectations of tenants framed in the tenancy agreement. Therefore, it was inappropriate for the Council to be providing the prize. It was agreed that the Parish Council should offer a cup instead, this was seconded by Cllr Carter. RESOLVED to agree, all in favour.

101/PC/15 – WW1 Memorial

Defer to October meeting.

102/PC/15 – Litter Picking Day

It was agreed, all in favour that a litter picking day would be arranged end of March 16, to be organised by Cllr Carter, Cllr Crocker and Cllr Finan.

103/PC/15 – MUGA

It was agreed that the clerk should write to the resident with information given by PC Burnell earlier on how to deal with the problem, it was agreed that the facility could not be locked daily.

104/PC/15 – Stoke Poges Village Hall Charity Trustees

Cllr Bagge asked if there were any councillors who wished to be appointed trustees for 15/16, Cllr Finan and Cllr Fox both volunteered.  Cllr Bagge proposed that they both be appointed, seconded by Cllr Carter, RESOLVED to agree, all in favour.

105/PC/15 – Bolds Court

RESOLVED to agree, all in favour for the clerk to write to L & Q again, outlining our concerns.

106/PC/15 – Parish Council Website Hosting.

Cllr Bagge suggested that the council moves to the same web hosting company he uses, due to the current provider withdrawing their services, cost to the council £80 per year, this was proposed by Cllr Finan, seconded by Cllr Fox, RESOLVED to agree, all in favour.

107/PC/15 – Thomas Gray 300th anniversary special edition of Stoke Poges News

Cllr Bagge proposed that we issue a special edition, seconded by Cllr Fox, RESOLVED to agree, all in favour.

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

Planning Minutes – 15 June 2015 – Signed 20 July 2015

Planning Minutes – 20 July 2015 – Signed 17 August 2015

109/PC/15 – Finance

(1) NOTED Statement of Accounts – July & August 2015

(2) RESOLVED to approve list of cheques for signature July & August 2015

(3) RECEIVED Bank reconciliations, July & August 2015

(4) NOTED Budget monitoring, July & August 2015

(5) NOTED Fighting Fund.

110/PC/15 – Annual Return

NOTED that the annual return has been returned with no comments.

111/PC/15 – NOTED 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.

NOTED Clerks & Councils Direct September  2015 Issue 101


NOTED Letter to BCC from resident regarding Flooding Templewood Lane

NOTED Chiltern District Council – Letter from Acting Chief Executive.

112/PC/15 – NOTED Dates of Future Meetings

Planning Committee –21 September 2015

Full Parish Council – 12 October 2015

Meeting ended at 9.40pm

Signed/Chairman Dated