Parish Council Minutes
PRESENT: Cllr Val McPherson BEM (Chair), Cllrs Brian Richards (Vice), Rolf van Apeldoorn, Jane Rogers, Tracey Martin (Clerk).
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WELCOME AND APOLOGIES FOR ABSENCE: Cllr McPherson welcomed all to the meeting. Cllr Myers and Cllr Barter had sent their apologies in advance of the meeting. The Council resolved to accept the apologies.
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MINUTES OF MEETINGS HELD 28th APRIL 2021: The minutes were approved by all Councillors.
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DECLARATIONS OF INTEREST: None declared.
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CO-OPTION OF COUNCILLOR FOR VACANT SEAT FOLLOWING UNCONTESTED ELECTION: Roger Wilkes was in attendance and had submitted a summary of his experience prior to the meeting. A vote was taken and the Council resolved to co-opt Roger Wilkes. Cllr McPherson welcomed Roger Wilkes to the Parish Council and the Declaration of Acceptance of Office was signed and received.
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UPDATE FROM BUCKINGHAMSHIRE COUNCILLORS: Apologies had been sent in advance of the meeting so no update was received.
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TO RECEIVE MATTERS ARISING NOT OTHERWISE ON THE AGENDA FOR INFORMATION ONLY: Cllr Richards reported that he and Cllr Myers had had a meeting with the Village Hall Committee and builders, so progress is being made. Discussions were also had on whether the Village Hall can reclaim VAT. Clerk to look into. Action: Clerk
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TO RECEIVE AN UPDATE ON TRAFFIC CALMING PROJECT: Cllr McPherson reported that just prior to the meeting she had received a 23-page report from the Traffic Consultant. Due to the late arrival of the report, Cllr McPherson will provide an update once it has been reviewed.
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TO RECEIVE AN UPDATE ON KISSING GATES: Cllr Richards reported that discussions are ongoing with Rights of Way regarding the obstruction on footpath 16. Cllr Richards stated that 2 sets of gates are required for Ilmer; Clerk to order. Action: Clerk
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PLANNING
New applications reviewed and discussed:
- 21/06286/REM: Land to the South of Rose Farm, Thame Road: Councillors discussed the application, taking into account an email received from a resident. It was agreed there were no issues with the number of new homes, as these had been agreed on the full planning application, but there were some issues with the design of the flats, the weatherboarding design (not in keeping with the village), the amount of bollard street lighting, the design of boundaries between properties, and the orientation of houses backing onto Walnut Tree Lane. Cllr Barter to finalise a response based on the above and circulate to Councillors prior to the Clerk submitting. Action: Cllr Barter
- 21/00530/STREET: B4009 lay-by, Lower Icknield Way — Street Trading Consent: The Parish Council have no objections, providing the site is kept clean and tidy.
Applications whose status changed:
- 21/05577/VCDN: Land to the South of Rose Farm, Thame Road: Permission with planning obligation
- 21/05843/MINAMD: Coombe House, Bennels Close, Meadle: Application permitted
- 21/05427/ADRC: Quakers Farm, Meadle Village Road, Meadle: Application withdrawn
- 21/05420/FUL: The Old Byre, Thame Road, Longwick: Application permitted
- 21/05628/FUL: Brook Farm, Meadle Village Road, Meadle: Application refused
- 21/05629/LBC: Brook Farm, Meadle Village Road, Meadle: Application refused
10. FINANCE
The following accounts for payment were reviewed and approved:
| Payee | Net | VAT | Gross | Comment |
|---|---|---|---|---|
| Keith Dobson | £17.50 | £17.50 | Risk assessment, April 2021 | |
| Tracey Martin | £509.63 | £509.63 | April salary | |
| Tracey Martin | £114.84 | £114.84 | Home allowance, final electricity bill, mobile top-up x2, stationery, competition prizes | |
| BALC | £262.00 | £262.00 | Subscription | |
| DCK Accounting | £25.00 | £5.00 | £30.00 | April payroll |
| Longwick Village Hall | £1,000.00 | £1,000.00 | Grant approved at April 2021 meeting | |
| Camsec Security Ltd | £41.67 | £8.33 | £50.00 | SIM rental, CCTV March/April 2021 |
| Camsec Security Ltd | £20.83 | £4.17 | £25.00 | SIM rental, CCTV May 2021 |
| Princes Risborough Town Council | £255.60 | £51.12 | £306.72 | Devolved services cuts |
| Robertsons Risborough | £95.40 | £19.08 | £114.48 | Supply of A3 no-off-roading sign panels |
| TBS Hygiene | £200.00 | £40.00 | £240.00 | Bin emptying, April |
| Richard Myers | £10.50 | £10.50 | Key cutting for garage | |
| Total | £2,552.97 | £127.70 | £2,680.67 |
Direct debits: EDF Energy £15.00 (electricity, monthly), Nest £29.20 (pension contribution, £16.22 from employer), ICO £35.00 (Data Protection registration).
11. REVIEW OF INTERNAL AUDITOR'S REPORT
- Bank reconciliations have not been signed or dated: Clerk and Cllr Myers to ensure that all bank reconciliations going forward are signed and dated, including supporting documents such as bank statements. Action: Clerk/Cllr Myers
- Council not reporting on the correct accounting basis: the Clerk apologised, as she hadn't checked back over 3 years and had not seen that income and/or expenditure had exceeded £200k, which meant the accounts needed to be prepared on an Income and Expenditure basis rather than receipts and payments. Clerk to rectify this, although it will mean the AGAR signing is deferred.
- Period of Exercise of Public Rights: the date was displayed as commencing on the same date as the posting of the notice, which is incorrect and should always be at least one day later; Clerk aware of this. Action: Clerk
- Confirming Bank Signatory Arrangements: unfortunately these had not been reviewed at a meeting and minuted since May 2017. Clerk has added this to this evening's agenda.
- Formal minuting of External Auditor Report: going forward, full consideration will be given to points raised and minuted.
- Review of Asset Register in financial year: this has been rectified for 2021/2022, as a review of the asset register took place at the Parish Council meeting on 28th April 2021.
12. AGAR: As per item 11b, this will be deferred until the June meeting.
13. CCTV UPDATE: Cllr McPherson reported that further training had been received; however it had highlighted an issue with the CCTV not allowing captured images to be downloaded. Camsec are looking into this and believe it is a firmware issue; in the meantime, Camsec can access images for the Parish Council if required. Cllr McPherson updated Councillors on issues with the current 4G signal — the Parish Council only has 2GB of data included (around 15 minutes of video), which isn't sufficient and doesn't allow Councillors/Clerk to view the CCTV from home. Discussions have been had with the Village Hall about sharing their Wi-Fi at a reduced cost compared to 4G, with a response expected by 24th May; subject to Village Hall approval, the equipment cost is £300 and installation £500. All Councillors agreed to proceed with the Wi-Fi option at a cost of £800 plus VAT. Action: Clerk
14. UPDATE ON ANTI-SOCIAL BEHAVIOUR AT LONGWICK PLAYING FIELDS AND TO CONSIDER OPTIONS TO CURB THE BEHAVIOUR: Cllr McPherson reported that the number of complaints seems to have reduced. Discussions were had on whether security guards would be an option — it was agreed to defer this until the next meeting when all members are present. Cllr van Apeldoorn raised the issue of the MUGA equipment (tennis net etc.) not being used; a sign will be put on the box advising interested residents to contact Cllr McPherson for the code, with information also on Facebook/website. The Clerk reported that the PCSO had offered to attend a meeting to discuss any issues; it was agreed this is not necessary at this time, given the level of complaints dropping.
15. EXITING FROM LOCAL GOVERNMENT PENSION SCHEME – CESSATION FEES: The Clerk referred to previously circulated information. As the Parish Council now uses Nest for pensions, it will need to leave the LGPS, which would incur an actuary fee of £1950 plus VAT plus Buckinghamshire Council's fee of £50 per hour plus VAT (maximum £200). Councillors agreed the Parish Council should not be liable for these costs, as it was not informed of them when it joined the LGPS. Clerk to report back to Buckinghamshire Council that the Parish Council is not willing to pay the actuary fee. Action: Clerk
16. TO CONSIDER AND APPROVE THE PURCHASE OF ADDITIONAL EQUIPMENT: Cllr Barter is looking at equipment options and will report back at the next meeting; prices vary from £1500–£5000. There is approximately £2400 in the pot raised for the equipment, with the Parish Council contributing the remainder.
17. TO DISCUSS AND DECIDE ON ANY RESPONSES TO CORRESPONDENCE RECEIVED AND/OR ISSUED BY THE PARISH COUNCIL: Correspondence had been received from a resident experiencing a rat infestation; the Parish Council is unable to help directly but will point the resident in the right direction.
18. TO RECEIVE REPORTS FROM COUNCILLORS ON MEETINGS THAT THEY HAVE PARTICIPATED IN ON BEHALF OF THE PARISH COUNCIL: Cllr McPherson reported that the North West Chiltern Community Boards are on hold until the new Buckinghamshire Chairman has been elected.
19. TO CONSIDER AGENDA ITEMS FOR THE NEXT MEETING: Cllr Richards stated that the Parish Booklet needs updating and requires a new street map; Clerk to try and obtain one. Action: Clerk
There being no further business the meeting closed at 8.50pm.