Minutes Full Parish Council Meeting 13 June 2016


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

In Attendance:- Mrs J Simmonds

Also Present:-  PCSO Benawra and Cllr Egleton.




026/PC/16 – Police

PCSO Benwara read out the crime report from the police which was tabled.


027/PC/16 – 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.



028/PC/16 – Apologies for Absence

APOLOGIES were received from Cllr Bagge.


029/PC/16 – 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.



030/PC/16 – Minutes

RESOLVED to approve the minutes of the Council meeting held on 9 May 16 which were signed by the Chairman.


031/PC/16 –         RESOLVED to agree to appoint extra members to two committees which are short all in favour.


(a)     Recreation & Environment Committee

(6 members plus Chairman ex officio) = 2 extra required!!

Cllr Carter, Cllr Cox, Cllr Crocker, Cllr Lynch & Cllr Bagge (ex officio) plus Cllr Hoskins and Cllr Fox


(b)     Finance & General Purposes Committee

(6 members plus Chairman ex officio) = 1 extra required!!

Cllr Carter, Cllr Crocker, Cllr Finan, Cllr Fox, Cllr Lynch & Cllr Bagge (ex officio) plus Cllr Hoksins

032/PC/16 County Councillor’s Report

Councillor Egleton gave a short report on the lack of finances at County and the discussions around a Unitary Authority.


033/PC/16 – District Councillors’ Report

Written report from Cllr Bagge was tabled and NOTED.


034/PC/16 – Chairman’s Update from last meeting.

NOTED resignation received from Cllr Heather Huntley.

Written report from Cllr Bagge was tabled and NOTED.


035/PC/16 Khalsa School  

Cllr Carter reported that the court case will take place on 12 & 13 July 2016 at the High Court.  It was NOTED by all councillors that the press release went out a week later than requested and that future press releases can be sent by email via the clerk if required.


036/PC/16 – Bells Hill Green

NOTED new licence received from SBDC after Parish proposal to take responsibility for the footpath and railings out of the agreement. There were several queries which councillors asked the clerk to send back to SBDC and to copy in Cllr Egleton.  No decision to accept yet, bring back with responses.


037/PC/16 – Neighbourhood Plan

Update from Cllr Carter & Cllr Crocker into what is involved by declaring Stoke Poges as a Neighbourhood Area prior to starting a new Parish Plan and to make any decision needed.  Bought back from May meeting.

Agreed to defer to July meeting.


038/PC/16 – Pavilion

DISCUSSED updates on progress on employing an on-call manager for the pavilion for when the alarm is sounded and Cllr Carter proposed that more is required in terms of managing the building, such as deep cleaning on a regular basis and removing marks, cleaning windows, keeping the rear of the property tidy etc, therefore a general caretaker was required and that this decision should be deferred to R & E to sort and resolve without the need to bring back to Full PC, this was seconded by Cllr Finan, RESOLVED to agree that a General Caretaker is required and should be sought, all in favour.


039/PC/16- Visit to France in October – Entricourt-Manancourt                                       

RATIFIED this agreement made at Finance meeting on 23 May 2016 that travel and accommodation/meal expenses can be paid for under section 137 and CAB Section G Twinning part 27.11.

RESOLVED to agree, all in favour with complete approval.


NOTED some interest from residents.


RESOLVED to agree, all in favour for Cllr Crocker to research and make arrangements and to update everyone at the July meeting.  Clerk will then inform residents of the Parish Council arrangements and let them have the costings if they wish to join or opt to make their own way etc.  So far approximately 12-14 attending



040/PC/16 – Allhusen Place/Dorothy House

NOTED acceptance of these names for the new development on Hollybush Hill.


041/PC/16 – MVAS   

Update given from Cllr Cox on data collection and data tabled, Cllr Cox agreed to analyse the data on a regular basis and to send it to the Clerk for storage.


042/PC/16 – Audit

NOTED that the audit has taken place and is complete with nothing to report.  All documents signed at the finance meeting on 23 May and have been sent to the external auditors.


NOTED AND RATIFIED that is was RESOLVED to agree at the finance meeting on 23 May 2016, all in favour to have two councillors set up online to authorise any bacs payments entered by the clerk, (one required to authorise), Cllr Fox agreed to be one, and the clerk is to ask Cllr Lynch as second.


043/PC/16 – Local Area Forum

Transport schemes to be submitted by 31/8/16 for 17/18.

After discussion it was agreed all in favour to submit the following:-

  1. Bunby Road/Pennyletts Green Junction Parking issues.
  2. Pennyletts Green parking and verges.
  3. Hastings Meadow parking on verges.
  4. Vine Road parking and possible dropped kerbs or grasscrete.


044/PC/16 – RECEIVEd and ADOPTED minutes from previous meetings of sub committees and     working parties:

(1)   Planning Minutes – 18 April 2016 – Signed 16 May 2016

(2)   Finance Minutes – 23 November 2015 – Signed 23 May 2016


045/PC/16 Finance

(1) NOTED Statement of Accounts – May 2016.

(2) RESOLVED to approve list of cheques/Bacs for signature May 2016

(3) RECEIVED & NOTED Bank reconciliations, May 2016

(4) RECEIVED & NOTED Budget monitoring, May 2016

(5) NOTED Fighting Fund report

(6) NOTED SLCC increase on payment bands from April 16 and April 17.


046/PC/16 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.


(1).  The Clerk May 2016


047/PC/16 NOTED Dates of Future Meetings

Planning Committee –20 June 2016

Recreation & Environment – 27 June 2016

Full Parish Council – 4 July 2016


Meeting ended at 9.30pm