YOU ARE SUMMONED TO ATTEND THE ANNUAL MEETING OF THE STOKE POGES PARISH COUNCIL TO BE HELD ON MONDAY 13 MAY 2019 AT 7.30 P.M. IN THE LIONEL RIGBY ROOM AT THE VILLAGE CENTRE, ROGERS LANE, STOKE POGES.
To deal with the following business:
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AGENDA
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.
Correspondence:-
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