HAZLEMERE PARISH COUNCIL CEDAR BARN BARN LANE HAZLEMERE HP15 7BQ MINUTES OF THE FULL COUNCIL MEETING HELD AT CEDAR BARN ON

7 October 2014 8.00pm

Members of the Council present: A Baldwin, B Mapletoft (In the Chair), Natasha Howard, D Thompson, K Tucker, J Weaver and J Vincent.

Members of the Public present: G & J Barber, S Hollings, S Howard, J & R Paisley, M Roberts, M & L Smith, K Snowdon and A & K Townsend.

ITEM ITEM TOPIC DECISION NUMBER Attendees were welcomed to the meeting. Noted Cllr J Weaver declared an interest in Grange Area Trust and Hazlemere Gardening Noted Association and did not take part in any relevant discussions or decisions. Cllr K Tucker declared an interest in the Ken Williams Memorial Pavilion as a member of Hazlemere Bowls Club and did not take part in any relevant Noted discussions or decisions. Cllr J Vincent declared an interest in Hazlemere Parish Council’s website as the Contractor and designer and did not take part in any relevant discussions or Noted decisions. FC01/10/14 APOLOGIES FOR ABSENCE It was resolved that apologies for absence were accepted from Cllrs Nicole Approved Howard and P Whitehead and noted from Cllr A Slater, Noted Councillor R Gaffney and County Councillor K Wood.

FC02/10/14 ANTI SOCIAL BEHAVIOUR/LOCAL CRIME REPORT The Chairman highlighted relevant items from the Police report; this report be Noted

noted.

FC03/10/14 PUBLIC SESSION A Member of the Public enquired if the Parish were going to have a ‘proper’ vote Noted on the usage of the Hazlemere Recreation Ground in the proposed public consultation. The Chairman confirmed that the Parish Council had resolved to have a Public Consultation about Hazlemere Recreation Ground and other Parish matters, however the Consultation needs further work which has not yet been finalised, to ensure a comprehensive Consultation is undertaken. It has already been agreed by Council that the Hazlemere Recreation Ground play area is long overdue a refurbishment; this is a separate Council project to the Skatepark.

A Member of the Public read out a letter from Hazlemere Bowls Club that had Noted been published in the Bucks Free Press concerning the renaming of the Hazlemere Memorial Hall, which was noted by Councillors.

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ITEM ITEM TOPIC DECISION NUMBER A Member of the Public expressed concern regarding the renaming of the Noted Hazlemere Memorial Hall. The Chairman explained the Council’s reasons for the renaming, together with confirmation of a proposal to place memorial plaque(s) in the Hall.

FC04/10/14 MINUTES OF FULL COUNCIL MEETINGS 2 SEPTEMBER FULL COUNCIL It was resolved that the 2 September 2014 Full Council Minutes be approved. Approved

FC05/10/14 PLANNING COMMITTEE MEETING 2, 15 AND 23 SEPTEMBER 2014, PLANNING

BULLETIN AND DECISIONS SEPTEMBER 2014 It was resolved that the 2, 15 and 23 September 2014 Planning Lists be Approved approved. The September 2014 Planning Bulletin and Decisions be noted. Noted

FC06/10/14 OUTSTANDING MATTER FROM PREVIOUS MEETINGS There were 35 Future Items and 60 Wins and Successes and 88 Ongoing Items. Noted

FC07/10/14 UNPAID EXPENDITURE TRANSACTIONS AND BUDGET REPORT a) Unpaid Expenses Transactions It was resolved that the payment of cheques numbers 006950 - 006988 and Approved Direct Debits for BT, Siemens and EON be approved for payment.

b) Budget Report It was resolved the budget report be approved Approved

FC08/10/14 CORRESPONDENCE SENT AND RECEIVED FOR SEPTEMBER 2014 Letters A to M Information In Office were noted. Noted

Letters i to xxxxi Sent Letters were noted. Noted

Letters 1 – 57 Received letters for Decision were discussed it was resolved that: Approved

Letter 1 Advice Wycombe The Clerk be asked to place the information on the Approved Parish Council Noticeboards and website.

Letter 2 Chiltern Sports Contractors Ltd The letter be noted. Noted

Letter 3 Member of the Public Election of Vice Chairman Procedure by Hazlemere Parish Council The Clerk be asked to reply to the Member of the Public with Approved Council’s the procedure.

Letter 4 Member of the Public Renaming of the Ken Williams Memorial Pavilion The Chairman explained that the name change was a Council decision and the Noted letter be noted.

Letter 5 Member of the Public Elder tree trimming Junction of Road The Clerk be asked to contact the Council’s Tree Contractor to remove the elder Approved

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ITEM ITEM TOPIC DECISION NUMBER tree at the junction of Cedar Avenue and Holmer Green Road and to inform the resident accordingly.

Letter 6 Padstones Invitation to AGM 9 October 2014 19.00 – 20.00 Fitzwilliam Noted Centre Supporting Young Homeless Thames Valley The invitation be noted, no Councillors were available to attend.

Letter 7 Cunningham Lindsay Cedar Barn Complex Insurance Valuation Report Noted The report be noted and the Clerk be asked to provide a copy to the Council’s Approved insurers for their records.

Letter 8 Chiltern District Council Draft Countywide Parking Guidance: Public Consultation Councillors be asked to provide the Clerk with any Approved comments by 20 October 2014.

Letter 9 Grange Area Trust Thank you for Grant/Donation received The letter be Noted noted.

Letter 10 Member of the Public Land adjacent to Queensway Field The Clerk be Approved asked to refer this letter to the next Open Spaces Committee Meeting on 20 October 2014.

Letter 11 Holmer Green Methodist Church Request to place poster on Hazlemere Parish Council Noticeboard The Clerk be asked, if space is available, to place Approved posters for Hazlemere events followed by other local charity events and to provide a Draft Noticeboard Policy.

Letter 12 Holy Trinity Junior Football Club Request for access to storage, move of the play area and skatepark The Clerk be asked to reply to the club stating that Approved the usage of Hazlemere Recreation Ground will remain unchanged for the 2014/15 football season; the cost of hiring the changing rooms, kitchen and bar area has yet to be discussed by the Council and information will be conveyed as soon as a decision has been taken; the Council is currently investigating the storage facilities for the club which may in the future be in the form of a container; no decision has been taken by the Council regarding the proposed Hazlemere Skatepark, the Skatepark Working Party are currently preparing a business plan for Council consideration; the refurbishment of the Hazlemere Recreation Ground has been approved by Council but no details have yet been finalised.

Letter 13 District Cllr R Gaffney Queensway This letter be referred to Agenda Item Noted 21 a ii.

Letter 14 Cllr A Slater & District Councillor H McCarthy Terriers Farm Recommendation to Hazlemere Parish Council to be the lead authority in this lobby group As lead Councillor Cllr Natasha Howard be asked to contact Cllr H Approved McCarthy to discuss the involvement of the Parish Council in this lobby group.

Letter 15 NALC Newsletter The newsletter be noted. Noted

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ITEM ITEM TOPIC DECISION NUMBER Letter 16 BMKALC Community Assets Event 22 October 2014 Easton Street 10.00 – 16.00 at £46.78 per Councillor The Clerk be asked to book a Approved place for Cllr B Mapletoft, other Councillors be asked to provide the Clerk with their request to attend by Friday 10 October.

Letter 17 Member of the Public Hazlemere Parish Council Chairman The Clerk be Approved asked to thank the Member of the Public for their concern and the letter be Noted noted.

Letter 18 Member of the Public Renaming of the Hazlemere Memorial Hall The Clerk be asked to thank the Member of the Public for their concern and the Approved Noted letter be noted.

Letter 19 Member of the Public Informing Parish Council of changes to Post Office Noted in Rose Avenue The letter be noted.

Letter 20 Wycombe District Council CiL Funding The letter be noted. Noted

Letter 21 SSE Lighting Workshops The letter be noted. Noted Letter 22 Cllr D Thompson Letters from Member of the Public regarding Hazlemere Recreation Ground The Clerk be asked to refer these letters to the Approved next Open Spaces Committee Meeting on 20 October 2014.

Letter 23 Cllr A Slater Sir William Ramsay School entrance and parking The Approved Chairman be asked to follow up a previous meeting with the Head of Sir William Ramsay school concerning parking issues in Rose Avenue.

Letter 24 Cllr J Vincent Resignation from Planning Committee The resignation of Cllr J Vincent from the Planning Committee be accepted. Approved

Letter 25 Grange Area Trust Community support for Grange Area Trust The request to support the community project in Lloyds Bank be noted and Noted Councillors be encouraged to support this project.

Letter 26 Chiltern AONB Chiltern Conference 8 October 2014 9.00 – 14.00 Noted £30 The invitation be noted, no Councillors were available to attend.

Letter 27 Wycombe District Council Change of name to Hazlemere Memorial Hall Noted

The letter be noted.

Letter 28 Chiltern Conservation Board Chiltern Conference 8 October 2014 9.00 – 14.00 Amersham £30 Councillors be asked to provide the Clerk with their Approved request to attend by Friday 10 October.

Letter 29 Came and Company Newsletter The newsletter be noted. Noted

Letter 30 Cllr A Slater 30 for a reason request for location on lighting columns The Clerk be asked to confirm with Cllr A Slater the columns that are required for Approved the signs and to reconfirm the cost as different costings have been noted in the correspondence.

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ITEM ITEM TOPIC DECISION NUMBER Letter 31 Member of the Public Rose Avenue Recreation Ground gate needs repairing The Clerk be asked to refer these letters to the next Open Spaces Committee Meeting on 20 October 2014. Approved Letter 32 Member of the Public Renaming Hazlemere Memorial Hall The Clerk be asked to thank the Member of the Public for their concern and the letter be noted. Approved

Letter 33 Bucks County Council Devolved Services Update The letter be noted.

Letter 34 Came and Company Increased Cover and War Memorial advice The Noted Clerk be asked to obtain a valuation for insurance purposes for the insurance company. Approved

Letter 35 Members of the Public x 3 Request to hire Hazlemere Memorial Hall for one off events The Clerk be asked to inform the Members of the Public that the Council are still discussing the usage and hire charges for the Hazlemere Approved Memorial Hall and will revert to any enquirers at the beginning of December 2014.

Letter 36 Member of the Public Fire Risk and drug usage in Holmer Green Road Woods The Clerk be asked to obtain a quotation from the Council’s tree contractor for the removal/repositioning of the tree trunk.

Letter 37 Came and Company Insurance Documents The Clerk be asked to change Approved the name on the insurance schedule from the Ken Williams Memorial Pavilion to Hazlemere Memorial Hall and the insurance schedule be approved. Approved Letter 38 Cllr J Vincent Photographer for Website The Clerk be asked to confirm to Cllr J Vincent the locations for the photographs required.

Letter 39 Bucks County Council Transport for Bucks Think Community Conference 22 October 2014 10.00 – 13.30 Adams Park High Wycombe The Clerk be asked to attend to represent Hazlemere Parish Council. Approved

Letter 40 Member of the Public Request to set up a Hazlemere and District Sports and Education Trust (HADSET) The Clerk be asked to thank the Member of the Approved Public for the letter; stating it is an interesting project for a future Parish Council to consider.

Letter 41 Wycombe District Council Rural business Workshop 30 October 2014 Approved 9.00 – 12.00 Councillors be asked to provide the Clerk with their request to attend by Friday 10 October.

Letter 42 Wycombe District Council Data Protection & FOI ICO Workshops 3 February 2015 Watford The Clerk be asked to book two places for Cllrs Natasha Howard and A Baldwin, other Councillors be asked to provide the Clerk with Approved their request to attend by Friday 10 October.

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ITEM ITEM TOPIC DECISION NUMBER Letter 43 Member of the Public Request for Dog Bin in Curzon Avenue The Clerk Approved be asked to write to the Member of the Public to confirm that regrettably the Parish Council does not own any land in the area to install a dog waste bin.

Letter 44 BMKALC Effective Working Relationships 6 November 2014 9.30 – 15.00 Approved £60 The Clerk be asked to book two places for Cllr B Mapletoft and The Clerk, other Councillors be asked to provide the Clerk with their request to attend by Friday 10 October.

Letter 45 Caloo Repair to Gym Equipment surface in Rose Avenue Recreation Approved

Ground The letter be noted.

Letter 46 Member of the Public Renaming Hazlemere Memorial Hall The Clerk be asked to thank the Member of the Public for their concern and the letter be Noted noted.

Letter 47 Wycombe District Council Local Priorities Refresh for Chepping Wye Approved Valley 10 November 2014 19.00 The Clerk be asked to book two Noted places for Cllrs A Baldwin and B Mapletoft, other Councillors be asked to provide the Clerk with their request to attend by Friday 10 October.

Letter 48 Hazlemere Sports Association Proposal for Hazlemere Memorial Hall usage The Council are still discussing the usage and hire charges for the Approved Hazlemere Memorial Hall and will revert to enquirers at the beginning of December 2014.

Letter 49 Wycombe District Council Rural Forum Meeting 16 October 2014 Approved Wycombe District Council 19.00 Councillors be asked to provide the Clerk with their request to attend by Friday 10 October.

Letter 50 Wycombe District Council Change to Street Name and Numbering Approved Procedures Consultation Councillors be asked to provide the Clerk with any comments by 8 October 2014.

Letter 51 Chiltern AONB Chiltern Environment Seminar October 17 2014 10.00 – 13.00 Booker Memorial Hall Councillors be asked to provide the Clerk with their Approved

request to attend by Friday 10 October.

Letter 52 Red Kite Housing Update Meeting 6 November 2014 18.00 – 19.30 Windsor Court High Wycombe Councillors be asked to provide the Clerk with Approved their request to attend by Friday 10 October.

Letter 53 Bucks County Council Budget Consultation Councillors be asked to Approved provide the Clerk with any comments by 8 October 2014.

Letter 54 NALC SCA Board Meeting Progress on Council applications The letter be Noted noted.

Letter 55 Member of the Public Hazlemere Recreation Ground relocation The Approved Clerk be asked to thank the Member of the Public for their concern and the Noted letter be noted.

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ITEM ITEM TOPIC DECISION NUMBER Letter 56 Bucks County Council Parish Devolution Update Meeting 15 October 2014 16.30 – 18.30 Aylesbury The invitation be noted, no Councillors were Noted available to attend.

Letter 57 Wycombe District Council Standards Training 28 October 2014 7.00pm Wycombe District Council Cllr Natasha Howard is attending as a member of Approved BMKALC and be asked to report back to Hazlemere Parish Council.

FC09/10/14 STREET LIGHTING It was resolved that this item be referred to the Open Spaces Committee Approved

Meeting on 20 October 2014.

FC10/10/14 GRAFFITI There were no new items Noted

HAZLEMERE PARISH COUNCIL WEBSITE AND DROPBOX BASECAMP USAGE FOR FC11/10/14 COUNCILLORS Dropbox: Cllr J Vincent provided an update on this project he will purchase Noted Dropbox for the Council and Councillors and provide any necessary training, Dropbox will be available for the next Full Council Meeting on 4 November 2014.

Website Booking System: The Cedar Barn Complex Booking system went live on 6 October 2014, any additional new rooms will be added by the Contractor; to Noted date no on line bookings have been received.

FC12/10/14 CLERK’S REPORT It was resolved that the Clerk’s report be approved. Approved

FC13/10/14 GRANT/DONATION APPLICATIONS The report be noted. Noted

It was resolved that the request from Chiltern Dial a Ride for £100 be approved. Approved

FC14/10/14 VAT REGISTRATION The VAT Report from Accounting Solutions DCK Beavers Ltd has not been Noted received, the Parish Council expressed their disappointment that it was not available. The Clerk be asked to chase. Approved

FC15/10/14 REPORT FROM OUTSIDE BODIES/TRAINING EVENTS Neighbourhood Action Group (NAG) 2 October 2014: The election for the new Noted

Vice Chairman and Chairman did not take place due to a procedural delay.

FC16/10/14 WORKING PARTIES a) Hazlemere Memorial Hall (aka Ken Williams Memorial Pavilion) The Chairman’s report be noted by Councillors; Cllr J Weaver proposed a 25 year lease term for the Charitable Trust. It was resolved that: Noted i. the report be changed to recommend a 25 year lease for the Charitable Trust; Approved

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ITEM ITEM TOPIC DECISION NUMBER ii. the report, with the above change, be approved; iii. the Clerk be asked to contact Stone King to arrange for this to be Approved progressed together with a face to face meeting; Approved iv. future hire fees for all users will be discussed at the next Full Council Meeting on 4 November 2014; Approved v. the Clerk be asked to progress the dilapidation report with Nabarro/HAP; Approved vi. the Clerk be asked to write to Wycombe District Council to inform them that the lease on the Hazlemere Memorial Hall will expire and the bar Approved licence will no longer be valid for the building; vii. the Clerk be asked to write to Ellis Whittam to ask them to contact Hazlemere Sports Association regarding TUPE for current staff; the Approved Parish Council will not be running a bar after the lease has expired; and viii. The Clerk be asked to write to Nabarro to request a list of current Contractors and hirers from Hazlemere Sports Association to enable the Approved Parish Council to make contact regarding the new arrangements after the lease has expired.

b) Skatepark No meeting has taken place. Noted

c) Hazlemere Gardening Association No meeting has taken place. Noted

FC17/10/14 PARISH COUNCIL CONSULTATION PROCESS There was no further progress. Noted

FC18/10/14 FEES FOR COUNCIL FACILITIES Following a discussion it was resolved that: Noted i. the proposed Cedar Barn Complex room hire fees for the 11th HW Scouts Approved be approved; and

ii. the hire fees for the Cedar Barn Complex and Hazlemere Memorial Hall Approved be discussed at the Full Council (Budget only) 17 November 2014.

FC19/10/14 LEASEHOLDERS’ AND HIRERS’ ACCOUNTS A discussion followed and it was resolved that no further action be taken. Noted

Approved

FC20/10/14 HAZLEMERE PARISH COUNCIL CHARITABLE TRUST See FC16/10/14 Noted

FC21/10/14 EXCLUSION OF THE PRESS AND PUBLIC 10.40pm It was resolved in accordance with s1(2) of the Public Bodies (Admission to Approved Meetings) Act 1960 the press and public be excluded from the meeting during

consideration of these items due to the confidential nature of this item. a) Legal Matters

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ITEM ITEM TOPIC DECISION NUMBER i. Ken Williams Memorial Pavilion A lengthy discussion followed with Hazlemere PreSchool Noted

ii. Correspondence Letter 1C DAC Beachcroft Insurance Claim The letter be noted.

Letter 2C A Outterside/M Garner/P Oldcorn Hazlemere Memorial Hall It was Noted resolved that the Parish Council be asked to consider the hire fees at its Full Council Meeting on 4 November 2014 and Full Council (Budget only) meeting on Approved 17 November 2014 and revert to enquirers shortly afterwards.

Letter 3C Wycombe District Council Standards Complaint It was resolved that: i. Cllr B Mapletoft be asked to pursue the Standards Complaint with Approved Wycombe District Council; and ii. The Clerk be asked to contact Wycombe Magistrates Court to ascertain Approved information for the next Full Council Meeting on 4 November 2014.

Letter 4C Bucks County Council Pensions LGPS 2014 New Employer Requirements Approved It was resolved that the Pensions Policy be approved and Bucks County Council accordingly informed; the policy be reviewed in January 2015.

Letter 5C Various Hazlemere Memorial Hall It was resolved that the Clerk be asked to arrange a site visit to enable Councillors to visit the Hall as some Approved Councillors have never been inside the building.

Letter 6C Bucks County Council Pensions Newsletter It was resolved that the Approved newsletter be noted and approved.

Letter 7C Wycombe District Council Alcohol Licence Advice See Minute Noted FC16/10/14 a vi.

Letter 8C Came and Company Insurance advice regarding points on a licence for insurance of Parish Council truck The Insurance company advice be noted. It was Noted resolved that Adecco be informed that the employment of the temporary Approved Warden be terminated with effect from 17 October 2014 due to insufficient

work for the Winter season, the Warden be informed by the Clerk that there may be future work in Spring 2015 and an advert will shortly be appearing in the Bucks Free Press for a new post.

Letter 9C Ellis Whittam Employment Law Update for Employers It was resolved that the report be approved. Approved

Letter 10C HAP Dilapidation Quotation It was resolved that the report be Approved approved. Noted Letter 11C Stone King Charitable Trust See Minute FC16/10/14 a iii. Noted

Letter 12C Ellis Whittam TUPE advice See Minute FC16/10/14 a vii. Noted Letter 13 District Cllr R Gaffney Queensway No further discussion took place.

b) Quotations

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ITEM ITEM TOPIC DECISION NUMBER

1. Concrete Lighting Column Replacement: Lower Lodge Lane Approved It was resolved that the Clerk accept the quotation from Company 1.

2. Entry system for Cedar Barn Office Approved It was resolved that the Clerk accept the quotation from Company 1. Noted 3. Cedar Barn Garage Repairs This quotation was not discussed. Approved 4. Parish Council Various Signage It was resolved that the Clerk accept the quotation from Company 2. Noted c) Staffing Matters

i Pension See Minute FC21/10/14 a ii Letter 2C. Approved ii Appointment of New Warden It was resolved that the Staff Working Party be tasked with finalising the advert for the position to be placed in the Bucks Free Press. Noted iii. Staff Working Party The report from the Staff Working Party be noted, it was updated by the Clerk See Minute FC21/10/14 21 a ii Letter 8C.

 The meeting finished at 00.30am.

 The next Full Council Meeting is Tuesday 4 November 2014 at 8.00pm.

Signed………….…………………...... Chairman of Council

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