Great and Little Hampden Parish Council : Clerk to the Council – Nick Baxter

Minutes of the Parish Council Meeting on Wednesday 24 June 2020 at 6.00pm and 7pm

The meeting will take place virtually in two parts via Zoom. Part one will last from 1800 hrs to 1840 hrs. The second part will last from 1900hrs to 1940 hrs. Details are: Part one: Join Zoom Meeting Meeting ID: 775 7118 8627 Password: 7e1sG3 Part two: Join Zoom Meeting Meeting ID: 736 5978 3709 Password: 8YcSTq

Present: Councillor F Smith (Chairman) Councillor J Griffin Councillor C Aston

Apologies Councillor R Dawson (Vice Chairman) Councillor I Pratt

Attendance: Mr N Baxter – Clerk and Responsible Financial Officer

Members of the public: No members of the public were present. Councillor D Carroll – Council Councillor

MINUTES

20/0044: Formalities

a) To NOTE apologies for absence  Apologies had previously been received from Councillor R Dawson (Vice Chairman) and Councillor I Pratt b) To RECEIVE declarations of interest in items on the agenda (In accordance with the Local Code of Conduct to receive any declarations of disclosable pecuniary or non-pecuniary interests and to consider and grant any dispensation requests)  Councillor Smith referred to item 3 (e) on the agenda and reminded those present that her husband was a member of the Memorial Hall Management Committee. It was AGREED that this was not a direct conflict of interest, but even so Councillor Smith was keen to ensure that those present were aware of any perceived conflict and expressed the position that she would not take part in that discussion. c) Members of the Public and Press are invited to address the Council  There were no members of the public or press present. d) To RECEIVE an update from BCC Councillors (if present)  Councillor Carroll updated the Council on matters relating to the . Councillor Carroll mentioned that he had attended a number of similar meetings virtually, including a Wycombe planning committee in the last 24 hours.

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 Buckinghamshire Council committees are now taking place, virtually, in order that members can scrutinise Cabinet proceedings.  Local Committee Boards are being set up – all Parish Councils will be able to bid for monies for projects.  For this year, we will have access to 5 Buckinghamshire Council members [see also previous minutes].  Programme of road works is still progressing.

20/0045: Minutes and matters arising

a) To APPROVE the Minutes of the Meeting held on 27 May 2020  The minutes were unanimously APPROVED. It was AGREED that the Chairman would visit the Clerk and sign the minutes outdoors in the Clerk’s garden. b) To DISCUSS matters arising from the Minutes of the Meeting 27 May 2020 that are not covered in the Minute Action Tracker  There were no matters arising that were not covered elsewhere in the agenda or on the Minute Action Tracker c) To REVIEW the Minute Action Tracker  The Minute Action Tracker was reviewed and updated. At the previous meeting Councillor Dawson had requested that completed tasks could be archived in a separate document. The Clerk presented an amended format. The new format was APPROVED.  Decisions and actions of note were: i. It was AGREED to move items 20/0007 (a), 20/0007 (b), 20/0014 (f), 20/0032, 20/0037 (d) i, and 20/0037 (e) i to the completed tasks tracker. . 20/0016 (a) Missing Post Box. The Chairman reported that she is still chasing this matter on a weekly basis. . 20/0038 (b) i Councillor Aston asked for an update on the “Lest we forget’ bench Little Hampden”. The Chairman advised that we were awaiting the results of the Little Hampden consultation – Councillor Aston AGREED to speak with Councillor Dawson to obtain an update.

20/0046: Finance

a) To CONSIDER and APPROVE the financial pack and bank reconciliation  The finance pack for the period to 22 June 2020, was considered. The Clerk used the Zoom ‘share screen’ facility to highlight the bank reconciliation, budget tracker

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and uncleared cheques. The finance pack and bank reconciliation were APPROVED. It was AGREED that the Chairman would visit the Clerk in his garden and sign the finance pack and bank reconciliation. b) To CONSIDER and APPROVE the monthly payments to be made (appendix 2 finance pack)  The following payments, details of which had previously been circulated to Councillors, were APPROVED. The Chairman and Councillor Griffin AGREED to visit the Clerk to sign the cheques, in his garden, so that prompt payments could be made.

Invoice Payment to Amount/Description

Date

10.06.2020 Audit Solutions Limited £240.00 Provision of 2019/2020 internal audit 19.06.2020 N Baxter £140.91 Clerks June salary net of tax 19.01.2020 HMRC £35.20 Clerks tax deductions from salary 23.06.2020 DCK Accounting Services £135.00 Payroll processing Apr, May & June 2020

c) To RECEIVE the final 2020 internal audit, AGREE the response and consider future actions

i. The final internal audit, that had been previously circulated, was discussed. It was noted that there were 6 action points and that the Council was required to provide a response to each of the points. The response was to be sent to the internal auditor in preparation for next years internal audit. The Clerk was INSTRUCTED to prepare a draft response for approval and to set up an internal audit action point tracker to ensure that all the 6 points are dealt with during the next 9 months. d) To RECEIVE an update on the final AGAR completion and public rights notification

 The Clerk confirmed that following receipt of the finalised internal audit report he had been able to submit the Annual Governance and Accountability Return [‘AGAR’] and that an automated receipt had been received.  The Clerk confirmed that annual ‘public rights’ notices had been placed on the noticeboards in Great Hampden and Little Hampden and on the Parish Council website on 15 June 2020 having been signed by the Chairman and Clerk. The ‘public rights’ period would run from 24 June 2020 to 31 July 2020, as shown on the relevant notices.

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e) To CONSIDER an ‘in principal’ request for financial support from the Memorial Hall committee i. The Clerk had previously circulated an email that included an ‘in principal request’ for financial support from the Memorial Hall Committee [‘MHC’]. During the ongoing period of government restrictions, the hall had not been able to be rented and the viability of the hall had been severely impacted because no bookings were able to take place. At the same time, the hall needed re-decoration. The Clerk had not been made aware of any of the costs or the level of support the MHC were requesting. It was felt that the hall was an asset to the village and that while it had not been used in an emergency situation it was an asset that could be used for the community benefit should such a need occur. It was AGREED to support ‘in principal’ the request. The Clerk was INSTRUCTED to contact the MHC to find out more details including, but not limited to, the scheme of works, anticipated costs, the level of support the MHC are seeking from us/other hall users and the procurement processes adopted by the MHC. The Council AGREED to CONSIDER the request when full details were known. The Clerk was INSTRUCTED to look at the Community Infrastructure Levy [‘CIL’] rules in respect of this type of expenditure.

20/0047: Reports

a) To RECEIVE a crime report  In view of the COVID-19 situation the Clerk had not been in contact with the local police. b) To RECEIVE reports from Councillors (not covered elsewhere)  There were no reports c) To RECEIVE a report from the Clerk on matters not covered elsewhere in the agenda or Minute Action Tracker  The Clerk advised that he had joined a Zoom meeting of the Association of Local Councils [‘WDALC’]. WDALC are amending their Constitution to hold future meetings, not including the AGM, by virtual systems. The majority of members agreed that they would be more likely to attend a virtual meeting rather than travelling into to attend future meetings. The Clerk reported that the Society of Local Clerks [‘SLCC’] branch meetings and the next branch AGM would also be held virtually.

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20/0048: Planning

a) To CONSIDER for response any planning applications since the previous meeting and CONFIRM the response: . No planning application notifications had been received. b) To RECEIVE an update on any RECEIVED and/or DECIDED planning applications and appeals . There was nothing to report.

20/0049: Strategy

a) To RECEIVE notice of a consultation in respect of a new model member code of conduct  The Clerk reminded Councillors that he had circulated a consultation in respect of a new model member code of conduct. If any Councillor had any comments, they should pass them to the Clerk so he could submit a formal response. b) To RECEIVE an update on the maintenance around the base of the tree planted by the Parish Council outside The Hampden Arms  The Chairman confirmed that the Parish Council are responsible for the tree outside the Hampden Arms, having donated it. As requested, a local contractor had tidied up the base so the plaque, that confirms the donation for the Queens Jubilee, could now been seen. The local contractor has recommended that weed suppressant and bark are placed at the base of the tree to make maintenance more efficient in the future and to treat the base with weed suppressant annually. It was AGREED to do this, in view of the current restrictions we would obtain a quote from the local contractor retained to mow the common in 2020. This task will be added to the tender list when quotes are obtained for common mowing ready for 2021. c) To CONSIDER the permanent appointment of our Clerk who has now completed 6 months in post i. The Chairman confirmed that the Clerk had passed the probation period and was now permanent. It was AGREED that the Clerk should obtain a draft model of terms of employment from the SLCC in order that the terms can be signed by the Council and Clerk.

d) CIL gates  Councillor Griffin update the Council on this project. Councillor Griffin advised that the gates in Amersham where supplied by Bucks County Council. Councillor Griffin is

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waiting for other quotes. It was AGREED that Buckinghamshire Council are likely to be the best source, as we also want to speak with them about local road signage. Village gates were still felt to be a good way to slow down approaching traffic. Chair agreed to speak with Councillor Dawson re contact at Buckinghamshire Council. It was AGREED that we need to approach Buckinghamshire Council before considering use of CIL money for the purpose. A review of placement needs to take place.

20/0050: Correspondence

a) To REVIEW items of correspondence received since the last meeting.  A local resident had emailed the Clerk regarding local bridleway signage which they felt was misleading/incorrect. The local resident also forwarded to the Clerk a response to a similar email they had sent to the Chiltern Society. A discussion took place regarding this issue. It was AGREED the correct place to raise these concerns was via the Rights of Way Department at the Buckinghamshire Council. The Clerk was INSTRUCTED to point the local resident in that direction. There had been a suggestion that CIL monies could be used to improve local pathway signage. It was AGREED that CIL monies could not be used on items that were an individual landowners responsibility.

20/0051: Urgent Items - To DISCUSS urgent items

a) To DISCUSS urgent items not covered elsewhere in the agenda  No items of correspondence had been received.

20/0052: Next Meeting

a) To RECEIVE any items for the next meeting  No items were notified. b) To AGREE the date of the next meeting as Tuesday 21 July 2020 i. To ensure that the next meeting is quorate the next meeting was amended from Tuesday 21 July 2020 to Monday 20 July 2020. The Clerk was INSTRUCTED to amend the notice boards and website.

Signed ……………………………………………………….. Date ……………………………..

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