Parish Council Minutes
PRESENT
Cllr Mrs Valerie McPherson BEM (Chairman)
Cllrs Ian Walker, Mrs Jane Rogers, Rolf van Apeldoorn, Brian Richards and Sally Whitworth
Clerk Mrs Susanne Griffiths
Clerical Assistant Mrs Jayne Mylchreest
1/ APOLOGIES FOR ABSENCE
Apologies were received and accepted from Cllr Graham Walters.
2/ MINUTES
The Minutes of the previous meeting of the Parish Council on the 17th February 2015 having been circulated were approved by the Meeting and signed by the Chairman.
3/ DECLARATIONS OF INTEREST
Members were asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting.
4/ A REPORT FROM CLLR BENDYSHE-BROWN (BCC) ON MATTERS CONCERNING LONGWICK-CUM-ILMER PARISH COUNCIL
Cllr Bill Bendyshe-Brown was unable to attend.
5/ MATTERS ARISING NOT OTHERWISE ON THE AGENDA
Update from The Woodland Trust: trees have arrived and passed to Cllr Rolf van Apeldoorn, which are to be planted in early April.
6/ FINANCE
Payments:
| Cheque | Payee / Description | Net | VAT | Total |
|---|---|---|---|---|
| s/o | Salaries March 2015 | £433.37 | £433.37 | |
| 184 | Manor Estates – grass cutting March 2014 | £369.07 | £73.81 | £442.88 |
| 185 | K Dobson – Risk Inspection Feb 2015 | £15.18 | £15.18 | |
| 186 | Broker Network Ltd – Insurance 31/3/2015-30/3/2015 | £1,220.02 | £73.20 | £1,293.22 |
| 187 | HMRC PAYE, Jan/Feb/Mch | £5.60 | £5.60 |
Receipts: nil.
Bank Balance £14,197.21 (allowing for the above cheques). The expenditure for March was examined by the Council. All present agreed that the necessary cheques be signed.
7/ CAPITAL ITEMS AND COMMUNITY FACILITIES
Playing Field – there were no medium or high risk issues highlighted in the Risk Inspection Report for February 2015.
Children's play area – there were no medium or high risk issues highlighted in the Risk Inspection Report for February 2015.
8/ ROADS, VERGES AND RIGHTS OF WAY
The Clerk is requested to contact the relevant authorities to action the following issues:
- The black and white hazard post is still broken at The Bungalow, Owlswick, which has been reported under reference no 492368.
- The bend sign on Thame Road still needs to be repaired, including chevrons next to the footpath; this has been reported under Ref 494466.
9/ CORRESPONDENCE
A request from Chinnor Rugby Club to use the playing field whilst work is being done at their home ground. After a short discussion, Cllr Sally Whitworth proposed to decline their request to use the Longwick Playing Field. A vote was taken and the motion passed with four votes and two abstentions.
Invitation to enter the Best Kept Village competition: the 2015 Best Kept Village Competition is soon to be launched, with entries invited from villages and small towns in Buckingham and Milton Keynes. Noted.
10/ A REPORT FROM THE STEERING GROUP ON THE NEIGHBOURHOOD PLAN
Please see appendix A for the minutes of the Steering Group meeting. Cllr Valerie McPherson proposed that the Parish Council approve the following requests from the steering group. Seconded by Cllr Sally Whitworth:
1. Application for Neighbourhood Planning Grant: to give authority for Cllr Graham Walters to register and draft the application form for the Steering Group to agree on behalf of the Parish Council, prior to sending the application off. All present agreed. 2. A dedicated page on the LCI Parish Council website be provided for Neighbourhood Plan matters: the Parish Council to obtain a quote from the website host, with the extra cost to be included in the application for grant-aid expected to be made in the 2015-16 financial year. All present agreed. 3. The Sites and Site Criteria as shown in the Longwick Capacity Study (p43) is approved for consultation purposes in the Neighbourhood Plan. The Steering Group acknowledges there could be refinement of both sites and criteria as the process goes on, but this can rightly result from consultation responses from the community. All present agreed. 4. A Press Release item for Bucks Free Press and Bucks Herald: Cllr Sally Whitworth agreed to circulate a press release item for approval by the members, and the Clerk is requested to contact the newspapers and arrange for the article to be included in the Community Sections, once the members have agreed on the content. All present agreed.
11/ COMMISSIONING A TREE SURVEY
WDC Aboriculturalist Phil Simpkin feels that it would be unnecessary to have a full Tree Risk Management Strategy produced for so few trees, but it would be worth having a report detailing how the trees are to be managed in a proportionate way. His estimates were: Option 1, Full strategy including a survey, £763.56; Option 2, Brief strategy including a survey, £509.04. All present agreed to accept option 2, Brief Strategy, at a total cost of £509.04.
12/ AN UPDATE ON DEVOLVED SERVICES FROM B.C.C. AND APPROVAL OF THE AGREEMENT WITH B.C.C.
The Clerk informed the members that the contract had been sent to the insurance company and that they were satisfied with the existing cover in place, as the work will be undertaken by Princes Risborough Town Council who possess their own insurance for the activities. All present agreed for Cllrs Val McPherson and Brian Richards to sign the contract with B.C.C. for Devolved Services on behalf of Longwick-cum-Ilmer Parish Council.
13/ THE ANNUAL REVIEW OF THE INTERNAL AUDIT
The members carried out an Annual Review of the effectiveness of the internal audit. The actions listed in the Internal Audit programme supplied by the Internal Auditor, together with the Internal Auditor's Report, were scrutinised by the members. Cllr Val McPherson proposed that the Internal Auditor had met the expected standards, was effective, and his work had taken into account the whole of the Parish Council's system of internal control, including risk management. Seconded by Cllr Sally Whitworth. All present agreed.
14/ THE APPOINTMENT OF THE INTERNAL AUDITOR
Cllr Val McPherson proposed to appoint Mr Don Timms as the internal auditor for the Audit year ending 2014/2015. Seconded by Cllr Sally Whitworth. All present agreed.
15/ TO REVIEW THE FINANCIAL REGULATIONS
The Clerk will forward a draft of reviewed Financial Standing Orders, based on NALC's recommendations, to members for discussion at the next meeting.
16/ TO REVIEW THE PARISH COUNCIL INSURANCE POLICY FOR 2015/16
Cllr Brian Richards proposed that no change be made. Seconded by Cllr Jane Rogers. All present agreed.
17/ TO CLARIFY THE PROPERTIES IN THE HAMLETS WITHIN THE PARISH BOUNDARIES
All present agreed that Ian Walker is to clarify which properties currently receive the Parish newsletter and communications to ensure that all residents receive copies.
18/ PLANNING APPLICATIONS
New Planning Applications:
- 14/08339/FUL: Land adjoining Saddleback Barn, Chadwell Hill Farm, Lower Icknield Way, Longwick. Erection of single storey round chapel. Cllr Sally Whitworth proposed that the Parish Council object to this application on the grounds that the site for the proposed building is considered inappropriate in the open countryside, and there is a concern about the lack of car parking facilities and access. Seconded by Cllr Val McPherson. A vote was taken and the motion carried with 5 votes for the proposal and 1 against.
- 15/05358/FUL: St Michaels, Stockwell Lane, Meadle. Erection of replacement 4 bed dwelling with detached garage/woodstore. Cllr Sally Whitworth proposed that the Parish Council respond with "No Objections". Seconded by Cllr Jane Rogers. All present agreed.
- 15/05499/CTREE: Dove Cottage, Meadle Village Road, Meadle. Reduce canopy by up to 1.5 metres to Walnut Tree ref no. 62; thin and reduce canopy of Flowering Cherry 80 by 2 metres; reduce height of Yews 82 and 85 by 30% and shape; reduce height of Holly 83 by 20% and shape; reduce Leylandii 50, 51, 52, 53, 54 and 55 by 50%. Cllr Jane Rogers proposed that the Parish Council abide with the decision of the Aboriculturalist. Seconded by Cllr Val McPherson. All present agreed.
- 15/05578/VCDN: Twin Oaks Park, Lower Icknield Way, Longwick. Variation of Condition 04 (User Restriction) of pp 09/05170/FUL to allow the use of the stables by persons other than Mr & Mrs Skeet. Cllr Sally Whitworth proposed "No Objections". Seconded by Cllr Val McPherson. All present agreed.
- 15/05579/CLP: Twin Oaks Park, Lower Icknield Way, Longwick. Certificate of Lawfulness proposed for the siting of two additional caravans on the site, making a total of 6 caravans. Cllr Sally Whitworth proposed "No Objections". Seconded by Cllr Val McPherson. All present agreed.
Notice of Planning Applications Approved:
- 14/08237/VC: OS Parcel 0038, Stockwell Lane, Little Meadle. Variation of condition 2 attached to P/P 13/08073/FUL (continued mixed use of land for agriculture and dog training, including siting of caravan for use as equipment store, and retention of polytunnel) to change this temporary condition to permanent and to increase the hours the site is allowed to be used for dog service training/dog walking to 11.00 to 15.00 on Mondays to Fridays. Application Permitted.
- 15/05134/FUL: Bentota House, 6 The Green, Longwick. Householder application for construction of single storey orangery extension. Application Permitted.
Notice of Planning Applications Refused: none.
19/ AGENDA ITEMS FOR THE NEXT MEETING
To receive an update on devolved services from B.C.C. To receive a report from the Steering Group for the Neighbourhood Plan. To review the Financial Regulations. To discuss the Village Fete preparations.
20/ NEXT MEETING
The next meeting of the Parish Council will take place on Tuesday 21st April 2015 in Longwick Village Hall at 8pm and will be preceded by the Annual Parish Meeting at 7.30pm. There being no further business to discuss the Meeting closed at 9.20pm.
Appendix A
NOTES OF THE LONGWICK-CUM-ILMER PARISH NEIGHBOURHOOD PLAN STEERING GROUP MEETING
5th March 2015, Meadle. Steering Group: Val McPherson, Sally Whitworth, Brian Richards, Janet Marsh, Graham Bucknell and Tony Bravery.
1. Engaging the Hamlets and improving Evidence Base – GB would draft a questionnaire and circulate to SG members in readiness for this to be circulated around 13th March, via contacts for each of the 5 recognised hamlets.
2. Vision and Objectives – BR and GB had drafted Visions and Objectives for the Neighbourhood Plan, tabled. Comments required from SG members by 13th March.
3. Sites and Site Criteria – the Steering Group agreed that the Sites and Site Criteria as shown in the Longwick Capacity Study (p43) would be recommended to the Parish Council for consultation purposes in the Neighbourhood Plan. The Steering Group acknowledges there could be refinement of both sites and criteria as the process goes on, but this can rightly result from consultation responses from the community.
4. Communication – the Parish Council had agreed a number of communication channels at its meeting on 17th February. In addition, the Steering Group recommends to the Parish Council that a dedicated page on the LCI parish website be provided for Neighbourhood Plan matters, and a quote from the website host be obtained and considered; the extra cost could be included in the application for grant-aid expected to be made in the 2015-16 financial year. GW to draft an 'Update' item for inclusion in the Parish Newsletter, by 20th March, following discussion with Rosie Brake at WDC. GW to draft an 'Update' item for SW to present to the Annual Parish Meeting (21st April). GW to draft a Press Release item for Bucks Free Press and Bucks Herald, timing to be considered further by the Parish Council. The proposed 'stall' at the May Fete to be considered at the next Steering Group meeting.
5. Engaging with Key Stakeholders – the Steering Group decided to share out engagement with a list of interested parties.
6. Date of Next Meeting – Thursday 9th April, Longwick, 19:45.