LATIMER AND LEY HILL PARISH COUNCIL
Minutes of the Latimer and Ley Hill Parish Council Meeting
held onThursday 27th July 2017at Latimer Parish Hall, Latimer–6.45pm
Present: Cllr Mary Buckman (Chairman)MB
Cllr John DreweryJD
Cllr Lesley SunderlandLS
Anne Hyde (Clerk)AH
Cllr Richard SandersRS
County Cllr Noel BrownNB
Item / Who to Action1 / Questions and Comments from the Public / None
2 / To receive Apologies for Absence / District Cllr Andrew Garth - AG
Cllr Joe Walsh – JW
Cllr Chris Gregory – CG
Cllr Anne Birkett - AB
3 / To receive Declarations of Interest relating to this meeting / None
4 / To approve the Council Meeting Minutes of the 25thMay 2017 / Approved and signed by MB
5 / To approve the Council Meeting Minutes of the 14th June / JW had requested that Item 10 to be amended to ‘… he had made a possible complaint to TfB’. This was agreed but the rest of the paragraph stands. AH to amend minutes and these will be approved at the next meeting. / AH
6 / Matters arising / Maintenance of the Beacon had been completed.
AH has still to contact CDC/Land Registry regarding cars parking on the footpath near the Scout Hall.
AB to report back at the next meeting regarding the pruning of the trees.
AH had spoken with Ros Walter (previous Clerk) regarding previous issues with the emptying of bins. AH to speak with CDC to ensure the Burial Ground is on the collection list.
Cowcroft Woods – nothing further to report.
AH had spoken with Ladywell Accountancy Services and her salary has been amended from April 2017.
7 / Burial Ground
7.1 – Fence and Gate Repairs
7.2 – Contract – Jenet Hill
7.3 – Contract – Terry Gillott / AH had received one quote for the fence repairs and gate which was for £624.00 + vat. AH was awaiting two further quotes.
AH had met with Jenet Hill (JH) who had confirmed that she was happy to become an employee and would not be opting for a pension. AH to meet with JH again to draw up a contract to be presented at the next meeting.
AH had met with Terry Gillott (TG) and discussed and drawn up a contract that TG has agreed. JD said that TG must have £5m insurance. It was agreed that as this was a requirement by the Council/BALC that the Council will pay the additional cost. AH to speak with TG.
It was agreed to remove the paragraph ‘There will be a probationary period of six months; at the end of which performance will be reviewed and the contract terminated if standards are not deemed satisfactory by Latimer and Ley Hill Parish Council’. Also as TG does not use any chemicals the paragraph ‘Chemical weed killing should be carried out around all trees covered by this Contract in April and at the end of July/August if required’ should be removed. These changes were agreed.
JH had forwarded the invoice from Kenward & Sons Ltd for payment. / AH
AH/JH
8 / Finance
8.1 – Current/Deposit account balances
8.2 – Payments/Receipts
8.3 – Review of Financial Regulations
8.4 – Open Spaces Society Membership
8.5 – Pensions
8.6 – Electricity Supply
8.7 – Water Supply
8.8 – To approve the Financial Regulations
8.9 – To consider the grant request from St Mary Magdalene, Latimer / AH reported that the current account stood at ££20,800.39 and the deposit account at £7018.62.
Payments have been made to:
11 December IT Services - £30.00 (June) / £30.00 (July)
Came & Company - £356.45 (Insurance)
Ladywell Accountancy Services - £35.00 (PAYE)
Lamps & Tubes - £1058.60 (Annual Maintenance 2016/17)
EON - £119.14 (Electricity for Street Lamps)
Receipts have been received from:
HMRC - £636.33 (VAT)
Deposit Account – Receipt of £0.30p interest.
It was agreed that AH would send the reviewed regulations to BKALC for approval and they would be agreed at the next meeting.
It was agreed that we would not join for 2017/18.
AH said that she had received Acknowledgement of Declaration of Compliance from Ladywell Accountancy Services which they have done on behalf of the Council.
AH confirmed that both herself and JH would not be entering the Pension Scheme.
AH confirmed that we have now changed suppliers from EON to Opus Energy. However, the first bill was incorrect and AH had been in contact with them to get this rectified.
AH confirmed that we do only pay for water and not for sewage.
This was deferred to the next meeting.
It was agreed to grant £750.00 – Proposed by RS and seconded by JD. / AH
9 / Official Business
9.1 – Joint Local Plan / Nothing to report.
At this stage LS had to leave the meeting urgently and decisions could not be made as there was not a quorum.
10 / Highways / Footpaths
10.1 – TfB
10.2 – Botley Road – Road Repairs
10.3 – Vehicle Activated Signs
10.4 – Naming of Roads / JW had emailed AH to say that there was nothing new to update on TfB. Also despite heavy rain there had been no reports of flooding in the ‘Dip’ and it appears that the remedial work has succeeded in preventing the area flooding. JW asked to be notified if this changes. There was no further news on the signage on the approach to the dip.
AH said that she had reported both Botley Road and the cul de sac to TfB at the Town and Parish Council Meeting on the 18th July and was told these would both be investigated again. NB felt that the pothole in Botley Road was not deep enough. MB said that the state of the cul de sac was in need of resurfacing. NB to have a look at this part of the road.
JW has passed this project over to AH. JW had emailed AH to say that the total cost ex VAT was well within the agreed cap (ex VAT) and that there shouldn’t be any reason why we cannot proceed.
JD said that there was a concern over the site at Latimer and both JD and AH will be meeting Clifford Marshall to visit all of the sites. JD said that the situation of the Latimer site was not ideal but was the only position which would have real effect.
Four posts had been delivered to AH without her knowledge. AH had emailed MB to say that she has nowhere to store them and that she will not be responsible for the posts if they are stolen. MB said that in future any deliveries must be agreed by the addressee.
Further information had come to light which included the Community Speedwatch Scheme and the Sentinel Camera. AH agreed to look further into these schemes and report back at the next meeting.
It was agreed no further decision could be made on the MVAS.
Signs had been posted by CDC re the Road Names and AH awaiting to hear back from CDC. / All
NB
JD/AH
AH
11 / Planning
11.1 – Meadhams Farm
11.2 (CH/2016/1872/VRC) Rowan Tree Farm
11.3(CH/2017/0926/FA) The Old Rectory, Latimer Camp Road, Latimer
11.4(CH/2017/0643/FA) Barn at Old Hanger Farm, Jasons Hill, Ley Hill
11.5 (CH/2017/1212/VRC) Chesham and Ley Hill Golf Club
11.6 (CH/2017/1344/KA) The Village House, Latimer / MB / JD attended a meeting with London Green who were the new owners at The Crown. JW was unable to attend. There were concerns by residents that lorries were arriving before 7am and that they were not complying with the planning consent. The Environment Agency had investigated and they were fully compliant.
The Council and residents are concerned that there will be now extraction as well as infilling. Infilling will take place Monday to Friday between the hours of 7.30am – 5pm and extraction on a Saturday between 8am-1pm. JD to look at the planning consents.
Vary Condition 1 of Planning Permission. AH said that no letter had been sent as yet. MB/AB to draft a letter for AH to send.
Single Storey Orangery (Amended Application) – CG to investigate and report back to AH
This has been approved.
Variation of condition 3 of planning permission CH/2002/2282/FA to allow the club to rent the office to an external company. No objections.
Felling of a cherry tree and a sycamore tree within conservation area. Agreed subject to the Tree Officers Comments. AH to write to Planning. / CG
MB/AB
CG
AH
12 / Reports and Correspondence
12.1 – LAF and Rural Forum
12.2 - Fencing on Manorial Waste next to Ley Hill Memorial Hall / LAF - AH has sent an email to Paul Hodson (BCC) regarding a grant application for another Vehicle Activated Sign.
AH said that a grant can be applied for a Sentinel Camera which can be shared between the parishes. AH to speak with other Parishes. TfB will fund this camera.
JD reported that there are currently Scams taking place within villages. NB to send AH the Press Release which will be posted on the noticeboard / website.
Rural Forum - Nothing to report.
AH reported that she had not received any feedback from David Stowe (CDC). AH has chased David again for a response. / AH
NB/AH
13 / Website / AH had updated the website and it is now compliant with the Transparency Code.
There is an issue which IT December Services is trying to sort with the software.
14 / AOB
14.1 – Gift for Barbara Perrott
14.2 – Residents parking on grass verge – Joiners Close
14.3 – Data Protection & Freedom of Information Training
14.4 – Management of the Common
14.5 – Transparency Funding
14.6 – Minute Book / Barbara has requested that she does not receive any gift for the many years work she has done for the Parish Council.
AG is in contact with David Stowe (CDC) and Paradigm. AG to report at the next meeting.
It was agreed that AH can attend the training which is being organised by BKALC and will cost £63.11 on the 22nd November 2017.
MB said that all Councillors should be mindful that all emails are in the public domain and AH to report her findings following the training.
AB to report next meeting.
AH had applied for NALC Transparency Funding in order to purchase a laptop, software and printer for Council work and is awaiting to hear as to whether the Council has been successful.
AH had received a quote for a new Minute Book - £145.00 + VAT. A decision will be made next meeting as to whether the Council feel this is necessary. / AG
AB
Signed: ______Date: ______
Mary Buckman
Chairman
Latimer and Ley Hill Parish Council
The Meeting closed at 9.15pm
Date of next Meeting: Tuesday 12th September at 7.15pm atLatimer Parish Hall, Latimer.
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