-CUM- PARISH COUNCIL

Minutes of the Parish Council Meeting held in Village Hall on Thursday 1st October 2015 at 7.30pm

Present: Councillors Bird, Blackwell, Butler, Breese (Chairman), Sage, Castle, Cox, Reading and Lord. County Councillor and District Councillor Etholan, Clerk: Julie Bunker

1. Apologies for Absence None received

2. To Approve the Minutes of the Meeting held on 3rd September 2015 The minutes were approved and signed by the Chairmen as a true record. Acceptance was proposed by Cllr Sage and seconded by Cllr Blackwell

3. Neighbourhood Plan To receive and approve minutes from the Neighbourhood Plan Working Group (appended). To agree guidelines to delegate additional decisions to the Working Group.

Cllr Breese briefed the Parish Council of the Working Group progress and asked for approval and comments on the six key issues included in the minutes from 21st September 2015.

1. Review the draft survey and authorise the WG to finalise and send it out at a cost of no more than £1 per survey including printing, envelopes, stuffing and certified posting (2nd class). There are approximately 2,000 residents over 17 and around 200 businesses. The cost is likely to be less than 80p each. – Councillors asked for feedback by 4th October 2015. 2. Approve the use of Survey Gizmo to collect and process the results of the survey at a cost of up to £100. 3. Authorise the WG to seek quotations from at least two planning consultants and, subject to their being vetted, to select a planning consultant to support the development of a neighbourhood plan for a fee of no more than £15,000 excluding VAT. 4. Authorise the WG to prepare “call to action” leaflets among other things asking parishioners to sign up to the web-site. These leaflets can be handed out at community meetings and left at the shop and in pubs. An initial amount of £200 to cover printing costs would be approved. 5. Ask the PC to review the lists of businesses and associations that we have been given and add any names that have been omitted. 6. Ask the PC to approve the payment of £60 to Kate Walker for help in developing the new Parish Council logo.

Cllr Reading asked that the Work Group report back to the Parish Council on the issue of Allocated Land in the Neighbourhood Plan and for the decision to include this is in the Plan

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be made by full Council. The Work Group undertook to do this, after they had had a chance to discuss the merits of this with the Planning Consultant as this might extend the process. The Work Group sought Parish Council for approval for a budget of £30k for the Neighbourhood Plan work, with a view to being able to recoup between £7K and £15K from grants.

The Working Group sought approval from the Parish Council to enter into negotiations with rCOH Ltd to act as planning consultants up to a budget of £15k (this figure is included in the total budget of £30K)

All actions were discussed at length and unanimously agreed by the Parish Council

4. Meadow Styles To receive a report on the Meadow Styles Playground Cllr Sage reported that the new Zip wire needs re-tensioning and grassguard matting needs re-securing. The Clerk will meet Cllr Sage to carry out safety inspection.

5. Notice boards To discuss and agree a location for the Saunderton Notice board and progress on installation – Cllr Blackwell proposed the location of the notice board in Hillview, this was agreed. The notice boards have been delivered and the clerk with liaise with John Lawrence on installation.

6. Planning Matters To Resolve/Endorse Planning Applications New Applications 15/07665/FUL The Threshing Barn, Lee Road, Saunderton, HP27 9NX Household application for construction of Porch Applicant: Ms K Edwards Resolved: No objection 15/07641/FUL 33 Saunderton Vale, Saunderton, HP14 4LJ Householder application to replace existing front driveway and garden with permeable hardstanding. Applicant: Mr Graham Cooke Resolved: Objection. Inaccuracies in the application regarding the applicants answer “No" to the question "Will any trees or hedges need to be removed or pruned in order to carry out your proposal?. There are clearly shrubs/trees in the garden. We also have concerns regarding the type of material being used as any water run-off may contribute to the flooding issues in the locality 15/07358/VCD Crofters, Chinnor Road, Bledlow Ridge (Cllrs Castle and Cox declared an interest) Removal of Condition 3 (agricultural occupancy) attached to PP W/84/7272 (Erection of two-storey house for an agricultural dwelling) Applicant: Mr. I. Miller To be resolved 15/07506/ADV Bledlow Cars, Chinnor Road, Bledlow Display of three non-illuminated information/directional flags on three flagpoles to front (retrospective) Applicant: Mr. B. Pain

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Resolved: The Parish Council object to this application. The Premises are located in an Area of Special Advert Control and the application should therefore not be approved. We have previously asked WDC to intervene to have signage and bunting removed. This is a rural area and it is obvious without the advertising banners that there is a used car business at this location. The banners are not consistent with the otherwise rural character of the area.

15/07578/FUL The Grange, Wycombe Road, Saunderton 15/07579/LBC Erection of single-storey extension to reception building to form visitor centre with associated new bin store, extension to existing car park and formation of solar PV array. Applicant: Hearing Dogs for Deaf People To be resolved Council Decisions 15/05896/LBC Bledlow Homes, Perry Lane, Bledlow Conversion and extension to main building of former children’s home to form two 3-bed and two 4bed residential units, single-storey side extension to Rose Cottage to one 4- bed single dwelling house, erection of new chimney and associated access road and parking. Applicant: P I & N Healey PERMISSION GRANTED 15/06875/FUL Old Callow Down Farm Wigans Lane Bledlow Ridge 15/06876/LBC Householder application for proposed demolition of existing extension to dwelling and erection of part two/part single storey extension with creation of new basement room. Conversion of outbuilding including mezzanine floors, erection of single storey side extension to provide ancillary accommodation and construction of new glazed link - alternative scheme to PP/15/05609/FUL Applicant: Mr. & Mrs. Chalmers PERMISSION REFUSED

7. Authorisation of Payments To approve Payments for September 2015 The following payments were approved

Cheque Payee Purpose Amount No. 100524 Bledlow RidgeVillage Hall Hire of Hall £35.00 100525 John K. Lawrence Rights of Way Clearance £400.00 100526 Moonhound Website £337.50 100527 TBS Hygiene Ltd. Bin Emptying £61.56 100528 M. J. Evins Services rendered £45.80 100529 TC Verge cut £36.00 100530 Greenbarnes Ltd. Notice boards £2,533.85 100531 Zurich Municipal Insurance Renewal £827.88 £4,277.59

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The Clerk brought to the Council’s attention that HSBC had returned a cheque to ‘Moonhound’ unpaid as they believed one of the signatories was not on the bank mandate. A new mandate had been submitted and the previous Clerk had been lead to believe by the Thame Branch of HSBC that all the checks had taken place and the new mandate was in force. This is apparently not the case and HSBC had sent an inflammatory letter which will be responded to in due course.

8. HSBC Online Banking Approval for New Clerk To approve and sign Internet Banking Application form for Julie Bunker It was unanimously agreed that Julie Bunker be approved for use of online banking and the form was signed. NB this is to allow funds to be transferred between current and deposit accounts. Payments will still be paid by cheque and require signature by two councillors.

9. Applications for Grants To consider Application for Grant from the Chilterns Dial-a-ride After due consideration it was unanimously agreed that no grant would be made to the Chilterns Dial-a-ride.

10. Sundry Parish Matters  Cllr Reading reported that we may not get LAF funding for the Safety works on the Phoenix Trail as the application form had not been submitted on time. Cllr Etholan agreed to look into this and may be able to fund the project.  Cllr Castle will work with the Clerk on Standing Orders to get them in place as soon as possible.  Cllr Breese is to meet the Chairmen of Bledlow Village Hall to discuss their application for a grant.  Cllr Blackwell reported that he had heard nothing about the promised funding for flood alleviation in Saunderton. Cllr Etholan read a press release from Bucks County Council who had successfully secured the funding for Saunderton, , Bishopstone and Hughenden Valley. Cllr Breese asked if the Rail Bridge flooding in the Parish could be monitored so that we could report to Network Rail to ask something to be done to stop this.

11. Correspondence None Received

12. Other Business Not Requiring Decisions None

Date of Next Meeting: Thursday 5th November 2015 at 7.30pm in Bledlow Village Hall

Signed ...... Date...... (Chairman)

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WORKING GROUP MINUTES

Minutes of a meeting of the Bledlow cum Saunderton Neighbourhood Plan Working Group held on 9th September 2015 at the Lions, Bledlow at 8.00pm.

Present: Simon Breese (Chairman) Luca Guerzoni Derek Stone Andrew Sage

1. Quorum

The Chairman noted that a quorum was present and declared the meeting open.

2. Web-site

Luca and Simon reviewed the Moonhound proposal and Simon confirmed he was now happy with the terms and signed the agreement.

3. Planning Consultant

It was agreed that we need to get the planning consultant lined up so that we can progress, among other things, the application for grants.

Derek took an action to contact RCOH, who had been helping on the Winslow Neighbourhood Plan.

Luca agreed to follow up with Charlotte Morris at WDC to ask her for further recommendations.

4. Working/Expert Group Membership

The working group membership is still fluid as one of the candidates for the role of communications coordinator is still tied up on other matters. Andrew will follow up next week.

For the expert groups, Henry Shaw is now engaged in collecting details for the consultation process. Henry will most likely lead one of the teams along with Phil Irons. Their function will depend on where we get in terms of the taxonomy. Not only do we need experts in the relevant areas but we need people who have good organisation/project management skills.

Derek took an action to speak with Phil Irons on which group he might lead.

In due course we will need to write a set of ground rules for how the expert groups will work (possibly with the help of the planning consultant) and start with a kick-off meeting.

5. Contact/Messenger

Simon has not yet met face to face with the people who are preparing the magazines, but it was noted that the deadline for the Messenger is 10th and for Contact it is 16th of the month. We therefore need to finalise Andrew’s draft to the Parish quickly.

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Andrew took the action to get the wording finalised and sent to the Messenger/Contact, Simon agreed to send out his e-mail “call to arms” and Luca agreed to get the wording on the web-site ready so that all the links referred to in Simon/Andrew’s communications are working.

6. Project Plan

Luca will update the plan to show the actions that have been completed.

Simon agreed to make sure that the Parish Council approvals for the WG terms of reference and the web-site expenditure are properly minuted.

7. Taxonomy

The areas to be covered by the policies and the expert groups were discussed at length without reaching a conclusion. There is agreement that the number of groups should be limited to 3 or 4 and that a lot of the detail of the project will develop once the expert groups are up and running.

Derek took the action to look at the categories again and work out which categories go together best and to complete some more of the detail needed.

8. Questionnaire/Survey

Luca has prepared a draft of the community survey for review. Each member of the WG agreed to review this and get back to Luca as soon as possible.

Andrew took an action to talk to the printing company he knew in Princes Risborough and Derek agreed to talk to Royal Mail about what services they could provide and at what cost. The envelopes would be sent 2nd class in A5 envelopes.

With a population of around 2,500, we can expect to need to deliver around 1,000 envelopes. We will use the electoral role information to identify how many people over the age of 17 live in each house and include one form for each of them. The forms will include unique identifying numbers which a person can use to complete the questionnaire on-line. Anyone who is unable to do this will be encouraged to contact a member of the team who will do it for them.

We will aim to get a draft ready for review and/or approval at the October and/or November Parish Council meetings.

9. Next Meeting

The next meeting is scheduled for 21st September at 8pm in the Lions.

10. Any other business

There being no further AOB the Chairman declared the meeting closed at 10.30pm.

……………………………………. Chairman

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WORKING GROUP MINUTES

Minutes of a meeting of the Bledlow-cum-Saunderton Neighbourhood Plan Working Group held on 21st September 2015 at the Lions, Bledlow at 8.00pm.

Present: Simon Breese (Chairman) Luca Guerzoni Derek Stone Andrew Sage Paul Castle

11. Quorum

The Chairman noted that a quorum was present and declared the meeting open.

12. Planning Consultant

Derek confirmed that he had spoken with Neil Homer at RCOH who provided some preliminary advice and has now sent us a quotation. Derek has also spoken to Rachel Hogger who will send us a quotation shortly, although it is not clear whether she will be available until October.

Andrew has had an exchange of e-mails with Community Impact Bucks and will follow up with a meeting to find out what services they provide. Apparently they help with community engagement, but we need more information on what they do.

Andrew and Derek will make an appointment to see Neil Homer to discuss the survey and to find out if we can sensibly proceed with the survey even before we have held the visioning work-shop which he had recommended we start with. If not, we will need to look at the timetable again which could mean delaying the questionnaire until the New Year. Andrew and Derek can also ask Neil about the sort of services Community Impact Bucks offers and whether this is something we can do ourselves. They can also find out how soon Neil would be able to attend the visioning work-shop which would be attended by the leaders of the Expert Groups (see below).

13. Working Group

Simon has invited Paul to join the WG. It was agreed that Paul would take on the role of treasurer. Luca will update the WG terms of reference.

14. Kick-off Meeting for Expert Group

Andrew confirmed that Kate Fischer will lead the Housing Development group. Derek advised that Phil Irons has agreed to lead Economy and Infrastructure. Henry Shaw will lead Landscape and Environment. The role for Community and Well-being is open. Lucy Moffatt can help Henry. Richard Sherwood may be able to help Phil.

Simon will write to local clubs and societies asking for volunteers to lead Community/Well-being once the remainder of the team have provided input on who needs to go on that list.

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The kick-off meeting will be organised once we have spoken with Neil. Before that meeting we will need to give the Expert Group leads access to Drop-box and let them know which documents are the critical ones for them to read.

15. Taxonomy

There was no further input on this, although the WG recognises that it will be modified as the process progresses with input from the Expert Groups.

16. Survey/Questionnaire

We have sent this to Henry, Phil and Kate for review and also to Charlotte Morris. Henry has responded and we are waiting for the others to get back to us. It will not be finalised until the approved planning consultant and the PC has reviewed it.

Bucks Business First has sent a list of local businesses to Luca. The list contains around 200 businesses in the parish. These are the organisations who would, together with the residents, receive a copy of the questionnaire.

Simon has reduced the length of the questionnaire to 5 pages so the introductory note, address and identifying number can be printed on the first page. We will most probably use window envelopes with either A5 or A4 depending on which is the most cost effective. Derek has already received one quote covering printing, envelopes, stuffing and posting stapled and in black and white at approximately 75p per questionnaire.

Luca confirmed that Survey Gizmo was the most practical tool for collecting the survey data at $25 per month. We anticipate needing it for 3 months.

17. Communications/Leaflet

Simon has sent e-mails out to the choir list, Bledlow Belles and the BRV e-mail list asking for volunteers.

The Parish magazine articles have also been sent for publication.

Luca has prepared a leaflet to hand out at the Task and Finish Group meeting at the Clare Centre on 7th October. After lengthy discussion, it was agreed that this should be modified to make it a more general leaflet emphasising the reasons why people should sign up to the mailing list.

18. Key Local Partner identification

Charlotte Morris has sent us the list of public consultees, although the WG acknowledged that there was little point in communicating with them now as they are unlikely to respond until we reach the point when we are formally asking for input. Within the Parish, the local clubs and associations list has already been included in Drop-box. The members of the WG took an action to review and add to it. In the meantime, Henry Shaw is preparing a list of the main landowners in the Parish.

19. Web-site

The WG reviewed the look and feel of the web-site and the general lay-out and approved it. Derek and Simon have developed a new logo which was discussed and (provisionally) approved.

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20. Pre-read for October PC meeting

Derek will prepare summary minutes of last two meetings together with a request for PC approvals.

That will include getting approval for up to £15,000 for the planning consultant. At this stage we assume it will be RCOH and should therefore provide the PC with a copy of their quote.

We also need to provide a draft of the survey for review by the PC.

21. Next Meeting

The next meeting is scheduled for 12th October at 8pm in the Lions. Paul will not be able to make the meeting but sends his apologies in advance.

22. Any other business

There being no further business the Chairman declared the meeting closed at 10.10pm.

……………………………………. Chairman

Approvals/Input required by the PC

7. Review the draft survey and authorise the WG to finalise and send it out at a cost of no more than £1 per survey including printing, envelopes, stuffing and certified posting (2nd class). There are approximately 2,000 residents over 17 and around 200 businesses. The cost is likely to be less than 80p each. 8. Approve the use of Survey Gizmo to collect and process the results of the survey at a cost of up to £100. 9. Authorise the WG to seek quotations from at least two planning consultants and, subject to their being vetted, to select a planning consultant to support the development of a neighbourhood plan for a fee of no more than £15,000 excluding VAT. 10. Authorise the WG to prepare “call to action” leaflets among other things asking parishioners to sign up to the web-site. These leaflets can be handed out at community meetings and left at the shop and in pubs. An initial amount of £200 to cover printing costs would be approved. 11. Ask the PC to review the lists of businesses and associations that we have been given and add any names that have been omitted. 12. Ask the PC to approve the payment of £60 to Kate Walker for help in developing the new Parish Council logo.

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