Agenda Annual Parish Meeting Monday 13 May 2019


To deal with the following business:



001/PC/19- To Elect a Chairman for the coming year.

and to receive declaration of acceptance of office.

002/PC/19 –   To Elect a Vice Chairman for the coming year.

and to receive declaration of acceptance of office.

003/PC/19 – 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.

004/PC/19 – Apologies for Absence

005/PC/19 – 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.

006/PC/19 – Minutes

To approve the minutes of the Council meeting held on 8 April 2019 (previously circulated). 

007/PC/19 – Review of Standing Orders, Financial Regulations, Financial Risk Assessment for 19/20.

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

008/PC/19 –   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)                                  

009/PC/19 – Fix times of meetings (every month except August at 7.30pm.)

Full Council – second Monday except July and 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 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

010/PC/19 – County Councillor’s Report  

011/PC/19 – District Councillors’ Report

012/PC/19 – Chairman’s Update from last meeting.

013/PC/19 – Khalsa School

Update from Cllr Carter.

014/PC/19  – Information Board 

Item brought back from last meeting.

015/PC/19 – Defibrillator

Update from requests made to Village Centre and Co-op.

016/PC/19 – School Traffic Working Party

Update and any decisions required.

017/PC/19 – Merchant Navy Day 3 September 2019   

Brought back from last meeting to decide whether to hold a small ceremony after consulting with the church.

018/PC/19 – Community Speedwatch

Request from Burnham Parish Council to share equipment with Iver and Fulmer Parish Councils, to decide.

019/PC19 –   Grassed area at corner of Duffield and Rogers Lane

Request from resident for help with top soiling and grass seeding area and maybe some planters. To decide.

020/PC/19  – Bells Hill Green

Update from Cllr Carter and to note that £100 has been spent from the planting budget on flowers for the working party to plant on 14 May.

021/PC/19 – Brockhurst Woods

Brought back from last meeting, Cllr Carter and Cllr Crocker investigating purchase of land, to make decision how to proceed.

022/PC/19 – RECEIVE and ADOPT minutes from previous meetings of sub committees and working parties:

  • Planning Minutes – 18 March 2019 – Signed 15 April 2019 – Cancelled-defer to next meeting
  • Annual Parish Meeting – 19 April 2018 – Signed 11 April 2019

023/PC/19 – Finance

 (1) Financial Summary & Statement Cashbook – April 2019. Circulated

 (2) To approve list of cheques/Bacs for signature April 2019 £10126.92  (subject to additions) Circulated

 (3) Bank reconciliations – April 2019 – Circulated

 (4) Income & Expenditure Heading Detail/Budget Monitoring – April 2019 – Circulated.

024/PC/18 – Accounts for Year Ended 31st March 2019

1)  Receive, approve and sign the summary income and expenditure account, balance sheet, supporting statement and assets, auditor’s matters arising, to be signed by the Chairman of the Council and the RFO. Circulated.

(2)  Receive and approve the annual return to be signed by the Chairman the Council and the RFO and receive and approve bank reconciliation and statement of significant variations. Circulated

025/PC/19 – 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.


026/PC/19 – Dates of Future Meetings

Planning Meeting – 20 May 2019

Parish Council Meeting Followed by Finance Meeting – 10 June 2019

027/PC/19 – 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.

028/PC/19 – Tennis Club

Lease update

029/PC/19 – Allotments

Update on breaches.

030/PC/19 – Community Library/Hub

To discuss update on possibility of moving forward with a Community Library/Hub.

Julie Simmonds

Clerk to the Council

7 May 2019