Parish Council Minutes

LONGWICK-CUM-ILMER PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON TUESDAY 16th JULY 2019 AT 7.30 PM IN LONGWICK VILLAGE HALL

PRESENT

Cllr Val McPherson BEM (Chair)

Cllrs Brian Richards, Ian Walker, Jane Rogers, Richard Myers, Rolf van Apeldoorn, Bill Bendyshe-Brown

2 members of the public

1. WELCOME AND APOLOGIES FOR ABSENCE

Cllr Harriss did not attend the meeting.

2. MINUTES of MEETING HELD 18th JUNE 2019

Approved by all Councillors.

3. DECLARATIONS OF INTEREST

Cllr Rogers declared her interest in matters relating to the Village Hall, where she is a Trustee.

4. MATTERS ARISING NOT OTHERWISE ON THE AGENDA

It was noted that Cllr van Apeldoorn had identified a stonemason to help with cleaning the War Memorial. It was agreed to proceed with the cleaning of the lettering and then ask the stonemason to complete the cleaning of the memorial.

5. A REPORT FROM CLLR BENDYSHE-BROWN ON MATTERS CONCERNING LONGWICK-CUM-ILMER PARISH COUNCIL

The following were highlighted:

• 12k attendance at Armed Forces Day
• The break-in at Briants has resulted in one arrest
• The impending meeting with senior police officers to discuss lack of PCs in locality
• The closure of Ilmer Road and the discussions held with Network Rail
• The lack of functionality of the VAS at top of the village
• The need for further traffic data at the top of Bar Lane - it was agreed in discussion that any further traffic calming initiatives should consider the Parish in its entirety
• The overgrown hedge by Blenheim Close needs to be addressed

6. INTERNAL AUDIT & ANNUAL GOVERNANCE AND ACCOUNTABILITY REPORT

The internal audit report and observations were reviewed and the responses agreed to. It was noted that bank reconciliation still presented challenges with a £700 plus variance delaying submission of the AGAR.

7. DRAINAGE PROJECT

Following a meeting with a Drainage Consultant with Cllr Richards and Myers and the Clerk, it was agreed by a majority not to consider progressing with drainage at this stage.

8. MUGA & OUTDOOR FITNESS EQUIPMENT

In light of the decision not to proceed with drainage, it was agreed to proceed with the purchases of the MUGA and Outdoor Fitness Equipment based on the quotes from Kompan rather than other two alternatives. Costs ex VAT (MUGA £64.8k) and Outdoor Fitness (£25.4k) – CIL funding.

9. EASY ACCESS GATES PROPOSALS

It was agreed to purchase from Jacksons Fencing in tranches of 6/7 units at a unit cost of circa £245.00. Cllr Richards confirmed sourcing installation costs at circa £280.00 per gate.

10. WELCOME PACKS

Printing completed and copies reviewed and commended. Cllrs agreed to finalise distribution post meeting but it was agreed to make the brochures available to Bellway and Croudace Sales Offices.

11. DEVOLVED SERVICES

It was agreed to extend the current PRTC agreement to include Ilmer at the same frequency of cuts as the Longwick Playing Field/Grass Verges.

12. ALTERNATIVE SOURCING OF GRASS CUTTING

It was also agreed that Cllrs van Apeldoorn and Walker would identify alternative providers for review at end of contract.

13. PRE - SCHOOL FUNDING

After further deliberation, it was agreed to provide pre-school with the initial proposed grant of £3.8k plus VAT (CIL funding).

14. LONGWICK SCHOOL FUNDING

It was agreed to provide the School with funding for phase 1 & 2 of the proposals submitted. Based on competitive quotes this would amount to £20k from CIL funding.

15. VILLAGE HALL FUNDING

It was agreed that to provide the Village Hall with funding for the conversion of the changing rooms and showers (circa £60k) subject to receipt of three competitive quotes. The issues relating to the car parking still need to be resolved.

16. CREDIT NOTES FOR VAS INSTALLATION

Still outstanding with one provider.

17. WDC GREEN SPACE DEVOLUTION PROPOSALS

It was agreed to confirm extension of coverage of contract to include Bell Crescent and Walkers Road subject to budget provisions from WDC.

18. BLEDLOW REFUSE SITE

It was agreed to support the initiative by Cllr Bendyshe-Brown for crowd funding a commercial alternative to the existing closure of Bledlow.

19. DISCRETIONARY EXPENDITURE THRESHOLD

It was agreed to uplift from £600.00 to £1000.00 and adjust standing orders accordingly. This will facilitate improved leadtimes for commissioning smaller projects.

20. GRANT FOR NEIGHBOURHOOD WATCH

For review at next meeting upon receipt of proposal.

21. EMAIL HUB

Delayed until September pending installation of new platform by provider.

22. PLANNING

Old School House, Thame Road

Ref. No: 19/06633/FUL

Demolition of conservatory and erection of single story extension and first floor/rear extension with access to Care Home.

No objection.

23. FINANCE

The following accounts for payment were reviewed and approved:

24. COUNCILLOR VACANCY

2 applicants have been interviewed and all Councillors agreed to proceed with the appointment of Alex Barter.

25. RESPONSES TO CORRESPONDENCE RECEIVED

It was noted that responses to concerns about Blacksmith Road following Croudace departure and the issue of overhanging school trees onto the Village Hall need to be addressed.

Cllr Richards also clarified that ownership of the Playing Fields was clearly with the Parish Council despite correspondence suggesting it to be a "Village Asset".

26. REPORTS FROM COUNCILLORS ATTENDING MEETINGS ON BEHALF OF COUNCIL

Cllr van Apeldoorn briefed the Council on his attendance at Chesham for an update on Unitary Council developments.

27. COMPLAINT

It was agreed that this matter should be referred to the Monitoring Officer at WDC.

28. AGENDA ITEMS FOR THE NEXT MEETING.

Easy access gates, MUGA/Outdoor Fitness Installation update, Noticeboard, Neighbourhood Watch proposal, Councillors' email addresses, Allotments – contact.

19. NEXT MEETING

17th September 2019 in Longwick Village Hall at 7pm. There being no further business the meeting closed at 10.05pm.

Chair.................................................................. Date...................