Parish Council Minutes
PRESENT: Cllr McPherson BEM (Chairman), Cllr Myers (Vice Chairman), Jane Rogers, Brian Richards, Alex Barter and Mark Molson. Tracey Martin (Clerk). Buckinghamshire Councillor: Alan Turner. No members of the public present.
12. ELECTION OF THE CHAIRMAN TO THE COUNCIL AND TO RECEIVE THE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE: Cllr Molson proposed Cllr McPherson and Cllr Rogers seconded. A vote was taken and all Councillors were in favour and it was resolved to elect Cllr McPherson as Chairman.
13. ELECTION OF THE VICE CHAIRMAN TO THE COUNCIL AND TO RECEIVE THE VICE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE: Cllr Molson proposed Cllr Myers and Cllr Rogers seconded. A vote was taken and all Councillors were in favour and it was resolved to elect Cllr Myers as Vice Chairman.
14. WELCOME AND APOLOGIES FOR ABSENCE: Apologies were received from Buckinghamshire Councillors Gary Hall and Matthew Walsh.
15. DECLARATIONS OF INTEREST: None.
16. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD TUESDAY 16TH APRIL 2024: The minutes were approved by all Councillors and the minutes were signed.
17. TO APPOINT REPRESENTATIVES ON THE UNDER-MENTIONED BODIES/GROUPS:
- Community Boards: Cllr McPherson and Cllr Rogers will continue.
- Monks Risborough and Princes Risborough Parochial Charities: Not required at this stage.
18. REVIEW AND ADOPTION OF THE FOLLOWING POLICIES:
- Standing Orders: it was resolved to adopt the Standing Orders.
- Financial Regulations: deferred to June 2024 due to the new NALC Financial Regulations.
- Risk Assessment: it was resolved to adopt the Risk Assessment.
- Scheme of Delegation: it was resolved to adopt the Scheme of Delegation.
- Privacy Impact Assessment – Longwick Playing Field CCTV System: previous Councillor to be removed and Cllr Molson added, with training provided. It was resolved to adopt the Privacy Impact Assessment.
19. UPDATE FROM BUCKINGHAMSHIRE COUNCILLOR:
- Cllr Turner confirmed that he still holds the position of Chairman of the Strategic Sites Committee and is also a member of the Health & Social Care Committee and Rights of Way Committee. Cllr Walsh is now Chairman of the Health and Social Care Committee. Cllr Hall continues his role as Deputy Cabinet Member for Enforcement.
- Cllr Turner had received a request from an Ilmer resident and had a meeting onsite regarding heavy goods vehicles attending Bumpers Farm but following the wrong signage. It has been suggested that additional signage is installed with an arrow pointing deliveries in the correct direction.
- Cllr Walsh has escalated the Clerk's request for clarification on how far along projects need to be when allocating CIL contributions to projects.
- Buckinghamshire Councillors attended the appeal for Orchard View Farm; the decision was unanimous and the officer's decision was overturned and the application permitted.
- Cllr McPherson had passed on an enquiry to Cllr Turner regarding the BT box on Thame Road which is causing vibration issues. Cllr Turner is trying to arrange a meeting onsite.
- Cllr Richards raised a concern with the high conifers on Thame Road. Cllr Richards to send photos and location details through to the Clerk who will follow the devolved services process. The question was raised as to whether the trees have TPOs; the Clerk will discuss with the Local Area Technician, however the process still needs to be followed. Action: Cllr Richards / Clerk
- Cllr Rogers raised a concern with a large pot hole in Owlswick believed to have been caused by a developer. Cllr Turner stated that if it is on highways then it would be the responsibility of Bucks Highways, and if they feel it has been caused by an outside body, they will require that the developer make it good.
20. PLANNING:
The following new applications were discussed:
- 24/05851/FUL: 8 The Green Longwick — No comment
- 24/05943/FUL: Field View Barn Ilmer Lane, Ilmer — No comment
- 24/06040/ADRC: Armour Farm Stockwell Lane, Little Meadle — For information only, no comment required
- 24/06165/CTREE: Old Thatch Meadle Village Road, Meadle — No comments to make; would leave the decision down to the arboriculturist
- 24/06111/FUL and 24/06112/LBC: Chestnut Farm Chestnut Way Longwick — No comment
It was resolved to approve the above comments.
The following applications' status has changed: APP/K0425/C/23/3325221 (Saddleback Barn) appeal allowed; 24/05385/FUL (Armour Farm, Little Meadle) permitted; 23/07407/FUL (Chadwell Hill Farm) permitted; 24/05485/FUL (6 Sawmill Road) refused.
21. TO CONSIDER ESTABLISHING A PLANNING COMMITTEE: Following discussions on whether it should be a committee or Working Group, Cllr Myers proposed a Working Group and Cllr Molson seconded, and it was resolved to adopt a Working Group with the following members: Cllr Rogers, Cllr Richards, Cllr Myers and Cllr Molson. Cllr Barter will attend as and when possible.
22. TO NOTE ACCOUNTS FOR PAYMENT IN ACCORDANCE WITH THE BUDGET:
| Payee | Net | VAT | Gross | Comment |
|---|---|---|---|---|
| Tracey Martin | £712.05 | £712.05 | Clerk Salary | |
| HMRC | £98.40 | £98.40 | PAYE | |
| Shield Maintenance | £143.00 | £28.60 | £171.60 | Bin Emptying |
| PRTC | £510.40 | £102.08 | £612.48 | Devolved Grass cutting |
| Total | £1,463.85 | £130.68 | £1,594.53 |
All payments were approved. Also: CashPlus Card (GiffGaff £6.00; Amazon £64.99 for a shredder); Direct Debits (EDF Energy £48.00; Nest £44.85). Receipts: Bucks Council £3,484.85 (Devolved Services) and £18,155.32 (CIL, Old Berkeley House).
23. TO NOTE YEAR END ACCOUNTS: Year-end accounts were noted and accepted by all Councillors, and Cllr Richards confirmed he had carried out an end-of-year check of the accounts.
24. REVIEW OF 2024–2025 ASSET REGISTER: It was resolved to accept the asset register, subject to agenda item 27 being approved, the defibrillators would need to be added, including the one in Ilmer.
25. TO APPROVE RECURRING PAYMENTS AND CONTRACTORS FOR 24–25: Councillors resolved to accept: Shield Maintenance (bin emptying, £170–£200/month); PRTC (devolved services, £25.52/hr; playing field grass & Ilmer, £5,000/year); BMKALC subs £400/year; Scribe accounts software £600/year; PKF Littlejohn external audit £650/year; Jane Olds internal audit £250–£300/year; EDF Energy £48/month; The Play Inspection Company annual RoSPA £55/year; Chiltern Society footpath clearance £750/year; Clear Insurance £950/year; Everything Figures payroll processing £150/year. Approved contractors: handymen Danny Hounslow; Duckworth Arboriculture (tree surveys); Oxford Oak (tree works). For works up to £1,000 the Clerk has delegated authority to approve works with these contractors, reported immediately and at the next Full Council meeting.
26. TO REVIEW AND APPROVE COSTINGS FOR ROUNDELS AND OTHER RECOMMENDATIONS FROM THE TRANSPORT PROPOSAL: Discussions were had and it was resolved not to proceed with the roundels as it is not part of the 1st phase of the Transport Proposal. Cllr McPherson will respond to Buckinghamshire Council informing them of the decision. Action: Cllr McPherson
27. TO CONSIDER THE ADOPTION OF TWO DEFIBRILLATORS IN THE PARISH: The Parish Council has been approached to take ownership of two defibrillators in the Parish. Following discussions, Councillors resolved to adopt the two defibrillators, which will be added to the Parish Council asset register at a value of £1 but insured for their purchase value. Clerk to add to asset register and insurance policy. Action: Clerk
28. TO CONSIDER PRODUCING A COMMUNITY ENGAGEMENT SURVEY: Following discussions it was resolved to proceed with a Community Engagement Survey focussing on how residents would like to engage with the Parish Council, as a digital survey with a few paper copies in the shop. Cllr Molson and the Clerk will coordinate the survey, to be approved by Councillors before distribution. Action: Cllr Molson / Clerk. An update was received on the recent drop-in session on 18th May; numbers were down, however it was resolved to carry out one more session later in the year.
29. TO CONSIDER QUOTE FOR REMOVAL OF DEAD ELMS IN THE HEDGEROW AT THE PLAYING FIELD: Councillors resolved to approve the quote from D Hounslow at a total cost of £500.
30. TO DISCUSS AND DECIDE ON ANY RESPONSES TO CORRESPONDENCE RECEIVED AND/OR ISSUED BY THE PARISH COUNCIL:
- The Clerk had received correspondence from a resident regarding a hedgehog which had sadly died whilst passing through the fence between the school and the car park. It was established that this fence belongs to the school and the Clerk will inform the resident of this. Discussions were had on the fencing bordering the Wickfields site, believed to be similar and therefore a possible issue; Cllr Barter will look at the fencing, and the possibility of tunnels through or under the fencing was discussed, with the Clerk to obtain quotes pending further information. Action: Cllr Barter / Clerk
- Discussions were had on recent emails exchanged between some members of the Parish Council and the Village Hall about the land surrounding the Village Hall. Councillors agreed that definitive clarification is required on the Custodian Trustee status, the trust deeds, and the area of land covered, and it was resolved for the Clerk to contact Lightfoot's Solicitors, who were originally involved with the Trust Deed, for further clarification. A budget of £1,000 has been allocated. Action: Clerk
31. TO RECEIVE REPORTS FROM COUNCILLORS ON MEETINGS THAT THEY HAVE PARTICIPATED IN ON BEHALF OF THE PARISH COUNCIL: None attended.
32. TO CONFIRM THE DATES AND TIMES OF PARISH COUNCIL MEETINGS FOR THE ENSUING YEAR: The Parish Council meets on the third Tuesday of the month at Longwick Village Hall, starting at 7.30pm: 18th June, 16th July, 17th September, 15th October, 19th November, 17th December 2024; 21st January, 18th February, 18th March 2025; 15th April 2025 (Annual Meeting of the Parish held prior to the ordinary meeting, starting at 7pm); 20th May 2025 (Annual Meeting of the Council). August 2024: no meeting.
There being no further business the meeting closed at 9.10pm.