MINUTES OF THE MEETING OF THE STOKE POGES PARISH COUNCIL HELD ON MONDAY 3 JULY 2017 AT 7.30 P.M. IN THE LIONEL RIGBY ROOM AT THE VILLAGE CENTRE, ROGERS LANE,STOKE POGES.
Present:- Cllr Carter (Chair until 8.30pm), Cllr Bagge (Chair from 8.30pm), Cllr Cox, Cllr Finan, Cllr Fox, & Cllr Hoskins.
In Attendance (Mrs J Simmonds)
Cllr Carter Chaired the first part of the meeting until Cllr Bagge arrived.
046/PC/17 – Police
RECEIVED a written report from the police.
047/PC/17 – 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.
048/PC/17 – Apologies for Absence
APOLOGIES were received from Cllr Crocker, Cllr Lynch & Cllr Taylor.
049/PC/17 – 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.
050/PC/17 – Minutes
RESOLVED to approve the minutes of the Council meeting held on 12 June 2017 which were signed by the Chairman.
054/PC/17 – Brockhurst Wood
NOTED that offer price submitted by 23 June deadline. No response at time of agenda being printed but if any response by the time the meeting starts to make any necessary decision. NOTED no response received as yet.
055/PC/17 – Financial Regulations
Cllr Finan proposed to resolve to agree to add to the financial regulations details about the online banking procedure which was set up last financial year, this was seconded by Cllr Fox, RESOLVED to agree all in favour to add the following:-
Online Banking introduced in 2015. Security controls are: – A schedule of the online payments required, forming part of the Agenda for the meeting, shall be prepared by the RFO and together with the relevant invoices, be presented to the Council. If the schedule is in order it shall be authorised by a resolution of the council and shall be signed by two Councillors and the Chairman of the meeting. Payments to be submitted to the bank the following day by the Clerk and then one Councillor to log onto the bank with their own secure details to authorise the payments. Signed documents to be attached to the Minutes of the meeting.
056/PC/17 –Merchant Navy Day/Litter Picking Event/Outdoor Cinema
DECIDED on details of small ceremony to be held at flag pole on Merchant Navy Day on 3 September 2017. Cllr Carter to update the Facebook pages and ask the uniformed groups, and vicars if they would like to be involved, also agreed to contact a merchant navy gentleman who lives in the village, event to take place at midday for a 12.15 start. Advertising will commence as soon as details in place.
Litter Picking Event on 6 September 2017 to be advertised on Facebook page, website and boards as previous event.
Outdoor Cinema on 8 September 2017, to be advertised on Facebook page, website and boards over the summer. Cllr Cox, Fox, Finan and Hoskins all volunteered to help set up and marshal for cinema event and it was agreed to have an ice cream van, bbq, sweet cart, popcorn and tea and coffee.
057/PC/17 – Office Security
Cllr Carter proposed to resolve to approve option two and three of quote circulated totaling £1150 to be taken out of Office Upgrade reserve and the stationary budget, this was seconded by Cllr Hoskins, RESOLVED to agree all in favour.
058/PC/17 – Khalsa School
Cllr Carter said that the noise plan had been submitted to South Bucks District Council and that the school had submitted planning application for internal alterations, tennis courts and a new acoustic wall.
059/PC/17 – Pavilion
Update given on meeting held today with architects, snagging almost complete, to bring back to September meeting to agree to sign off the retention fee.
060/PC/17 – Finance & General Purposes
Cllr Fox proposed to resolve to agree to hold the Finance and General purposes meeting directly after a Full Parish Council meeting on a permanent basis. Next meeting scheduled for Monday 27 November to be changed to Monday 13 November following the Full PC meeting, this was seconded by Cllr Hoskins, RESOLVED to agree, all in favour.
061/PC/17 – Water Tap at Bells Hill Green
Cllr Carter proposed to accept the quote circulated to install a water tap at Bells Hill Green for the sole use of the working party amount of £3k to be taken from the SBDC grant to maintain the green, also to agree up to £500 from the same grant to pay for the plumber install the piping and lockable standpipe, this was seconded by Cllr Fox, RESOLVED to agree all in favour.
Cllr Bagge arrived at 8.30pm and continued to Chair the meeting including items 051-053 taken at the end.
062/PC/17 – B416 Gerrards Cross Road
RESOLVED to agree all in favour that this request should be escalated to County Council, clerk to write as well as Cllr Bagge, once a response has been received to forward to the resident who has requested to reduce speed along this road.
063/PC/17 – WW1 Celebration
Update from Cllr Carter, who explained that the working party had put together a timeline of events from 1 pm to 10 pm including bands, and fireworks at the end.
064/PC/17 – Carols on the Green
Update given including information about a proper craft market to be present, Cllrs Hoskins, Finan, Fox, Cox & Bagge all offered to help set up and marshall the event.
065/PC/17 – Invitation – The hundredth anniversary of the Crucifix of Manancourt at St Mary the Virgin church, Wootton
NOTED invitation to an event in Oxford from Nicholas Tomlinson Church Warden at St Mary the Virgin, Wootton. for members of the Parish Council to attend a little ceremony on the afternoon of Saturday 5 August along with friends from Etricourt-Manancourt. Cllr Fox said he would like to attend.
066/PC/17 – RECEIVED and ADOPTED minutes from previous meetings of sub committees and working parties:
(1) Planning Minutes – 15 May 2017 – Signed 19 June 2017
(2) Finance & General Purposes 28 November 2016 – Signed 12 June 2017
067/PC/17 – Finance
(1) NOTED Statement of Accounts – June 2017
(2) RESOLVED to approve list of cheques/Bacs for signature June 2017 £5767.62
(3) RECEIVED & NOTED Bank reconciliations – June 2017
(4) NOTED Budget monitoring – June 2017
068/PC/17 – 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). NOTED Letter from four residents of Willow Park – Regarding Pond Consultation
(2). NOTED DC & SBDC information events covering funding from HS2
070/PC/17 – NOTED Dates of Future Meetings
Planning Meeting – 17 July 2017
Planning Meeting – 21 August 2017
Full Parish Council – 11 September 2017
051/PC/17 – County Councillor’s Report
Cllr Bagge has received lots of emails and requests from students at the Chalfont’s Community College requesting, a skate park, better parking at Wexham Park Hospital and street lights throughout the village, to which he had replied.
There is a proposal out to consultation to change Children’s Services from a universal service to an outreach service which will be delivered in clients’ homes.
052/PC/17 – District Councillors’ Report
The Lanes Academy will be converted to a designated Country Park..
Chiltern District Council and South Bucks District Council have brought in line all of their grounds maintenance contracts so that they all have the same start and finish dates to be more efficient when tendering.
053/PC/17 – Chairman’s Update from last meeting.
The school buses which have been re-routed is working well during the trial and only two complaints so far. Trial will continue.
The Veolia grant application for the jogging trail is being decided, one thing that is required is for the Parish Council to agree to provide a balance of £29.5k if the application is successful, Cllr Carter proposed that we agree to this sum to be taken from the general fund, this was seconded by Cllr Hoskins, RESOLVED to agree all in favour and to bring back to the September meeting for ratification.
Meeting ended at 8.55pm