Agenda Full Parish Council (Annual) Meeting Monday 14 May 2018


To deal with the following business:



001/PC/18- To Elect a Chairman for the coming year.

and to receive declaration of acceptance of office.

002/PC/18 –         To Elect a Vice Chairman for the coming year.

and to receive declaration of acceptance of office.

 003/PC/18 – Police

To receive a report from the police.

 004/PC/18 – 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.

005/PC/18 – Apologies for Absence

 006/PC/18 – 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.

007/PC/18 – Minutes

To approve the minutes of the Council meeting held on 9 April 2018 (previously circulated).

008/PC/18 – Review of Standing Orders and Financial Regulations and Financial Risk    Assessment for 18/19.

To review and agree any changes to any of the above.  Circulated by email.

009/PC/18 –         To Appoint Committees

(a)     Recreation & Environment Committee

(6 members plus Chairman ex officio)

(b)     Planning Committee

(6 members plus Chairman ex officio)

To resolve to agree 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)

 010/PC/18 – Fix times of meetings (every month except August at 7.30pm.)

Full Council – second Monday except December (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 – to follow a Full Parish Council Meeting (2/3 per year)

To agree any changes to other bodies:- (Existing representatives listed)

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

Allotment Representative – Cllr Cox

Memorial Gardens – Vacant

Heritage Walk – Vacant

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 Cox

Chiltern & South Bucks Strategic Partnership – Cllr Lynch

Stoke Poges Village Hall Committee – Cllr Finan & Cllr Fox

011/PC/18 – County Councillor’s Report

 012/PC/18 – District Councillors’ Report

013/PC/18 – Chairman’s Update from last meeting.

014/PC/18 – Khalsa School

Update from Cllr Carter.

 015/PC/18 – WW1 Celebration

Update from Councillor Carter.

016/PC/18 – Pergola 

Update about the removal and disposal of the pergola.

 017/PC/18 – Road Markings/Enforcement

Brought back from last meeting regarding any news or update on Roundels.

018/PC/18 – General Data Protection Regulation (GDPR)

Further information circulated about the need to appoint a Data Protection Officer.

019/PC/18 – Jogging Trail

To Note that the jogging trail will have started May 18.

 020/PC/18 – Vine Road Verges

Item deferred from last meeting and requested by Cllr Crocker regarding verges being ruined by school buses and parents collecting children from the bus, and children’s safety crossing the main road.  To discuss and decide any action.

021/PC/18 – Community Transport

Deferred from last meeting to bring back any comments on details circulated which require feedback and views to the LAF.

022/PC/18 – Beeches Local Area Forum

Request for items on next agenda for meeting on 30 May 2018, circulated.

023/PC/18 – Sculpture Opening/Event

Deferred from last meeting to decide a date for the sculpture opening. Should this be an event? If so what should the event look like? Who should unveil it if anyone?

024/PC/18 – Pavilion

Deferred from last meeting to decide on quotes for painting the main hall in the pavilion, quotes circulated.

025/PC/18 – Bells Hill Green Working Party

Update from Cllr Carter

026/PC/18 – Pavilion

To agree to put signs up at the pavilion saying strictly no muddy boots beyond this point and another as they enter the changing rooms.  To agree to install a chequer plate on the outside wall to prevent the brick walls being damaged.

027/PC/18 – Unitary Council

To agree the Councils position on Unitary and send a response to the Secretary of State before 25 May 2018 deadline.

028/PC/18 – St Georges Day

Item requested by Cllr Carter to discuss and make any decision.

029/PC/18 – RECEIVE and ADOPT minutes from previous meetings of sub committees and working parties:

(1)   Planning Minutes – 19 March 2018 – Signed 16 April 2018

 030/PC/18 – Finance

(1) Statement of Accounts – April 2018. Tabled

(2) To approve list of cheques/Bacs for signature April 2018 £ (subject to additions) – Tabled

(3) Bank reconciliations – April 2018 – Tabled

(4) Budget monitoring – April 2018 – Tabled

 031/PC/18 – 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.


032/PC/18 – Dates of Future Meetings

Planning Meeting – 22 May 2018

Full Parish Council & Finance – 11 June 2018

033/PC/18 Exclusion of the Press & Public

Public Bodies (Admission to Meetings) Act 1960

To Resolve to exclude the press and public from the following business because publicity would prejudice the public interest by reason of the confidential nature of the business.

034/PC/18 – Solicitors Letter/Unauthorised Gate

To discuss response and decide how to proceed. Circulated

035/PC/18 – SLCC Salary Scales

To note 2018-2020.