Agenda Full PArish Council Annual Meeting Monday 9 May 2022 at 7.30pm.


Julie Simmonds

Clerk to the Council

4 May 2022

To deal with the following business:                                                           



001/PC/22- To Elect a Chairman for the coming year.

and to receive declaration of acceptance of office.

002/PC/22 –   To Elect a Vice Chairman for the coming year.

and to receive declaration of acceptance of office.

003/PC/22 – 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 on items on the agenda.

004/PC/22 – Apologies for Absence

005/PC/22 – Declarations of interest      

Members to declare any personal interest in any item of business as defined in the Code of Conduct adopted 2021.  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/22 – Minutes

To approve the minutes of the Council meeting held on 11 April 2022 (previously circulated). 

008/PC/22 – Review of Standing Orders, Financial Regulations, Financial Risk Assessment for 22/23 and all adopted Policies.

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

009/PC/22 –   To Appoint Committees (Current list circulated).

(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/22 – 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 (including August)

Recreation and Environment committee – fourth Monday three a year June, October (Finance), February.

Finance Committee – fourth Monday twice a year May and November.

To agree future advertising of Annual Meeting of Electorate

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

011/PC/22 – Beeches Community Board

Update from Cllr Egleton

012/PC/22 – Buckinghamshire Council Report  

013/PC/22 – Chairman’s Update from last meeting.

014/PC/22 – Neighbourhood Plan

Update on Neighbourhood Plan and meetings held with working party.

015PC/22 – Benches

Several requests to Cllr Bagge for benches around the village, to discuss and decide and if agreed where the funding will come from (i.e. Community Board).

016/PC/22 – Pond   

To note letter and report sent to residents as requested.  Waiting for all responses before taking any further. Bring back to June meeting.

To note a letter from one resident received after the last meeting and prior to the clerk’s letter being sent out. Circulated.

017/PC/22 – School Traffic/Traffic Watch Update

Update from Cllr Bagge and parking enforcement

Update from Cllr Carter on School/Traffic Watch marshalling.

018/PC/22 – Frank Solari Field

To note that after deciding on which quote to accept last month the contractor chosen has said that he will not be concreting the posts into the ground, in their opinion this will make them rot in the ground quicker.  They will be placing each post two feet down directly into the ground.  To agree to continue with this quote as the other quote was using concrete and it was flagged to the clerk to check.

019/PC/22 – Platinum Jubilee Event

Update from working party and Cllr Carter as Chair of R & E on progression so far. To make any further decisions as required.

To decide whether to have contactless payments, Clerk investigating.

020/PC/22 – Wexham Park Golf Centre

Email asking to meet with the Parish Council, to decide.  Circulated.

021/PC/22 – Stoke Poges Fete Committee

Request to use the recreation ground for parking on Saturday 2 July 2022.

022/PC/22 – Pinewood Studios – Community Consultation

Request to take part in the consultation. Circulated.

023/PC/22 – Stoke Park

Request to meet with Parish Council week commencing 16 May 2022, to decide. Circulated.

024/PC/22 – Citizens Advice Bucks

Request to meet and talk through services and how this can help the community.

025/PC/22 – The Friday Club Collaboration

Cllr Carter to inform councillors of its existence and a continuation of the store cupboard. 

026/PC/22 – Store Cupboard Funds

To decide to spend these funds on the new group set up called The Friday Club, Cllr Carter to explain.

027/PC/22 – CIL

Update from Cllr Carter on recent CIL training and to make decision to start the process of drawing the funds.

028/PC/22 – The Warren, Rowley Lane

Request to meet with councillors from a planning company about development.  To decide as this is not in our Parish.

029/PC/22 – RECEIVE and ADOPT minutes from previous meetings of sub committees and working parties:    1. Planning Committee Minutes 21 March 2022 – Agreed/Signed 25 April 2022

030/PC/22 – Finance

 (1) Financial Summary & Statement Cashbook – April 2022 – Not available until after audit which is taking place from 10 May 2022

 (2) To approve list of cheques/Bacs for signature April 2022 circulated. (Subject to additions)

 (3) Bank reconciliations – April 2022. Not available until after audit which is taking place from 10 May 2022.

 (4) Income & Expenditure Heading Detail/Budget Monitoring – April 2022. Not available until after audit which is taking place from 10 May 2022.

031/PC/22 – 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: –

1.  Letter from School PTA – Food Festival details 21 May 2022 – Circulated

2. Letter from resident regarding Rose Farm , Hollybush Hill and commercial recycling activity – Circulated.

3. Letter from resident to Khalsa School regarding parking, SPPC copied in.– Circulated

032/PC/22 – Dates of Future Meetings

Planning Meeting – 16 May 2022

Finance Meeting – 23 May 2022

Full Parish Council Meeting – 13 June 2022