MINUTES OF THE ANNUAL MEETING OF THE STOKE POGES PARISH COUNCIL HELD ON MONDAY 14 MAY 2018 AT 7.30 P.M. IN THE LIONEL RIGBY ROOM AT THE VILLAGE CENTRE, ROGERS LANE, STOKE POGES.
Present:- Cllr Bagge (Chair), Cllr Carter, Cllr Cox, Cllr Finan, Cllr Fox, Cllr Lynch & Cllr Taylor
In Attendance:- Mrs J Simmonds (Clerk)
001/PC/18- To Elect a Chairman for the coming year.
Cllr Fox proposed that Cllr Bagge be Chairman for the coming year, this was seconded by Cllr Carter, RESOLVED to agree all in favour and Cllr Bagge signed the declaration of acceptance of office.
002/PC/18 – To Elect a Vice Chairman for the coming year.
Cllr Lynch proposed that Cllr Carter be Vice Chairman for the coming year, this was seconded by Cllr Cox, RESOLVED to agree all in favour and Cllr Carter signed the declaration of acceptance of office.
003/PC/18 – Police
No report received 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
APOLOGIES were received from Cllr Crocker, Cllr Hoskins and the Police.
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.
Cllr Bagge declared an interest in item 014 & 027. As a member of the SBDC planning committee he would chair these items but would not express views or take part in any vote.
007/PC/18 – Minutes
RESOLVED to approve the minutes of the Council meeting held on 9 April 2018 which were signed by the Chairman.
008/PC/18 – Review of Standing Orders and Financial Regulations and Financial Risk Assessment for 18/19.
RESOLVED to agree all in favour no changes to any of the above.
009/PC/18 – RESOLVED to AGREE all in favour to Appoint Committees and keep the same as last year.
(a) Recreation & Environment Committee
(6 members plus Chairman ex officio)
Cllr Carter, Cllr Cox, Cllr Crocker, Cllr Fox, Cllr Hoskins, Cllr Lynch & Cllr Bagge (ex officio)
(b) Planning Committee
(6 members plus Chairman ex officio)
RESOLVED to agree all in favour to co-opt current two residents of Stoke Poges who sit on this committee.
Cllr Carter, Cllr Crocker, Mr Duncombe, Mr Harris, Cllr Hoskins, Cllr Taylor & Cllr Bagge (ex officio).
(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)
010/PC/18 – RESOLVED TO AGREE all in favour to Fix times of meetings and keep the same as last year. (every month except August at 7.30pm.)
Full Council – second Monday except July & December (first Monday) (July second Monday 2018) 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)
RESOLVED to agree any changes to other bodies:- (Existing representatives listed)
Footpath Watch – Cllr Cox, Cllr Lynch and Cllr Taylor.
Allotment Representative – Cllr Cox
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 Carter and Cllr Fox
011/PC/18 – County Councillor’s Report
Cllr Bagge reported that an extra £ 2.2million has been allocated for pothole repairs. Stoke Road, Vine Road, Duffield Lane and Templewood Lane are all done or to be done.
012/PC/18 – District Councillors’ Report
Cllr Bagge reported that the unitary debate has continued and evidence submitted to the SOS and
the GX multi story car park has been re-submitted to planning.
013/PC/18 – Chairman’s Update from last meeting.
Cllr Bagge reported that the internal audit had taken place and he asked that the Clerk be thanked for another smooth audit.
Saunders Surfacing have had to delay the jogging trail start because they have been contracted by Bucks CC to carry out urgent highway repairs and this has put the Tesco grant money at risk.
Virgin Media broadband has been installed at the social club and the Parish Council will share internet access.
014/PC/18 – Khalsa School
Cllr Carter reported that the KSA have purchased the school in School Lane.
015/PC/18 – WW1 Celebration
Councillor Carter gave a full update on all of the arrangements for the day requesting as much help as possible from volunteers; she discussed possibly naming the sculpture and also was still working on the poetry competition with the school.
016/PC/18 – Pergola
NOTED that Village Plants are to remove the pergola, and make good.
017/PC/18 – Road Markings/Enforcement
Cllr Bagge reported that he had been given costs of £300 for roundels to be installed in the village and asked if the Council agreed for the work to be funded from his local highways budget, all in favour.
018/PC/18 – General Data Protection Regulation (GDPR)
NOTED the further information circulated about the need for Parish Councils NOT to appoint a Data Protection Officer and that they are exempt. Words to be circulated by Cllr Bagge to all councillors to go into the next SPN and to be added to the Clerk’s emails explaining the Parish Council’s position on the matter.
019/PC/18 – Jogging Trail
NOTED that the jogging trail will have started May 18, this was covered under item 013.
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. It was agreed that the Parish Council should liaise with the schools who organise these private bus services. RESOLVED to agree to contact the bus companies and ask them which schools they service and bring back.
021/PC/18 – Community Transport
NOTED no comments on details circulated which require feedback and views to the LAF, Cllr Bagge to feed back to the LAF.
022/PC/18 – Beeches Local Area Forum
NOTED no requests for items on next agenda for meeting on 30 May 2018, Cllr Bagge to feed back to the LAF.
023/PC/18 – Sculpture Opening/Event
RESOLVED to agree all in favour to have an event for the sculpture opening on the green on Sunday 1 July 2018 at 2pm.
024/PC/18 – Pavilion
Cllr Finan proposed to accept the quote for repainting of £415 this was seconded by Cllr Carter RESOLVED to agree all in favour to be funded from the Recreation budget.
025/PC/18 – Bells Hill Green Working Party
Cllr Carter said that ongoing maintenance was taking place to include planting and two dates were in place 17 and 31 May.
026/PC/18 – Pavilion
RESOLVED to agree all in favour to bring this to the next R & E committee meeting to put signs up at the pavilion saying strictly no muddy boots beyond this point and another as they enter the changing rooms and to agree to install a chequer plate on the outside wall to prevent the brick walls being damaged.
027/PC/18 – Unitary Council
RESOLVED to agree the Councils position is against the Unitary and to send a response to the Secretary of State before 25 May 2018 deadline.
028/PC/18 – St Georges Day
Cllr Carter suggested making more of St Georges Day each year. RESOLVED to agree all in favour to bring this back to the budget setting meeting in November 2018.
029/PC/18 – RECEIVED and ADOPTED 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) NOTED Statement of Accounts – April 2018.
(2) RESOLVED to approve list of cheques/Bacs for signature April 2018 £23432.90 (subject to additions)
(3) RECEIVED Bank reconciliations – April 2018
(4) NOTED Budget monitoring – April 2018
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 – NOTED 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
RESOLVED 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
RESOLVED to agree all in favour to take further advice.
035/PC/18 – SLCC Salary Scales
036/PC/18 – Ratification of Clerks Bonus
Cllr Fox proposed to ratify clerks bonus of £400 given for 2017 for audit purposes, seconded by Cllr Finan, RESOLVED to agree all in favour.
Meeting ended at 9.02pm.