HUGHENDEN PARISH COUNCIL Full Council Meeting Council Offices, The Common, , HP15 6EN 8th October 2019 at 7.30 pm Confirmed Minutes

Present Cllr P Nicholls (Chairman), Cllr A Boekee, Cllr P Gieler, Cllr R Gould, Cllr S Kearey, Cllr C Sammut, Cllr H Stearn, Cllr C Waterton, Cllr G Wickett Officer in Attendance Shona Hadwen (Clerk)

Public Attendance There were four members of the public in attendance. Public Participation & County/District Councillors report Cllr Carroll had previously sent his apologies. There was no public participation.

1. Apologies for Absence 19304 Apologies were received and accepted from Cllr Hardinge and Cllr Prashar.

2. Declarations of Interest 19305 None were declared.

3. Minutes of the previous meeting RESOLVED 19306 That the minutes of the Parish Council meeting held on 10th September 2019 be agreed as a correct record and signed by the Chairman. (Appendix 1)

4. Co-option of Councillors for 19307 The council had received applications from two candidates who wished to put themselves forward for two of the four vacant councillor positions in Widmer End. Dr Linda Derrick and Mrs Marianne Tyler both gave a short presentation on why they had applied to join the council, their skills and what they could bring to the role of councillor. 19308 No questions were asked of either candidate. 19309 The Chairman proposed that council move towards a private paper vote for both candidates and this was agreed by council. 19310 The Clerk reminded members that their vote should be based on the skills that each individual could bring to the council, that there were four vacancies in Widmer End Ward, both candidates were eligible to be councillors, and as such this was not a competitive vote. 19311 The Clerk read out the results of the vote. Dr Linda Derrick had not received a majority of votes and would therefore not be co-opted on to the council. Mrs Marianne Tyler had received a majority of votes and therefore would be co-opted on to the council. RESOLVED 19312 That Mrs Marianne Tyler be co-opted on to the council to represent Widmer End Ward.

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19313 Mrs Tyler signed the Declaration of Acceptance of Office. 19314 The Chairman thanked both candidates for putting themselves forward as potential councillors, welcomed Mrs Tyler to the council and asked Dr Derrick if she would like to say anything. Dr Derrick indicated that she would be writing to council to ask to see correspondence in relation to her application and that she may take legal advice. 19315 Cllr Stearn commented that she was really disappointed that council had let a really good candidate go, in the interests of the parish and that she found this to be hugely disappointing. Cllr Stearn asked that her comments be noted.

5. Financial Reports (Month 5) a) Monthly Financial Report 19316 The report was noted. (Appendix 2) b) Budget Report 19317 The budget report to the end of September 2019 was noted. The Clerk informed members that the second half of precept had now been received and that with the allotment rental income now increasing (annual renewal), overall income had increased significantly. Year to date expenditure was 37% of budget. (Appendix 3) 19318 A brief discussion took place around potential expenditure following results of the Tree Survey later this year. Cllr Boekee asked about plans and funding for the planting of trees, in particular around Templewood as three trees had already been cut down in that area. The Clerk reminded members that a planned approach to tree management, in particular from a health and safety perspective was the priority but that the replacement/replanting of trees already cut down would be considered in the future.

6. Officer Reports a) Clerk’s Report (Appendix 4) 19319 The report was noted. b) Council Resolutions 2019 (Appendix 5) 19320 The report was noted. c) Office Action Plan (Appendix 6) 19321 The report was noted.

7. Council Committees a) The minutes from the following Committees were noted: 19322 Finance and Policy Committee meeting held on 24th September 2019. (Appendix 7) 19323 Planning Committee - delegated comments 11th September 2019 (Appendix 8)

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b) Recommendations from the Finance and Policy Committee: The following recommendations were received: 19F066 A grant application for £5000 had been received from Widmer End Village Hall. The funds are to go towards the cost of replacing ageing wooden equipment in the Village Hall Playground with a modern activity trail. The Village Hall would contribute the remaining balance of £6503 towards the project. The grant of £5000 is from a fund set aside specifically for the four village halls in the parish to assist with the ongoing maintenance of their playgrounds. RESOLVED: 19324 That a grant of £5000 be awarded to Widmer End Village Hall to go towards the cost of replacement equipment in the Village Hall Playground.

19F070 A grant application for £1100 to assist with the ongoing maintenance of the cricket pitch at Great Kingshill Common had been received from Great Kingshill Cricket Club. The Club maintain the common to a high standard and this is enjoyed by the public on a daily basis. Although the Club is growing in terms of membership numbers, they have had three break-ins over the past few months and have therefore incurred unplanned expenditure. RESOLVED 19325 That the sum of £1100 be awarded to Great Kingshill Cricket Club to assist with the ongoing maintenance of the cricket pitch at Great Kingshill.

19F072 The Clerk highlighted amendments to the Financial Regulations as advised from the National Association of Local Councils (NALC) RESOLVED 19326 That the revised Financial Regulations be adopted by Full Council. 8. Correspondence Report (Appendix 9) 19327 The report was noted.

9. Highways Devolution Contract Extension – 1st April 2020 – 31st March 2020 19328 Hughenden Parish Council currently undertake work devolved from Bucks County Council including grass cutting of roadside verges and siding out of footpaths. The current agreement is due to expire on 31st March 2020. Bucks County Council have offered an extension of the existing contract for up to two years from 1st April 2020 – 31st March 2022 which will be with the new Council. This offer includes the continued funding of £11,410 per annum to assist towards the parish council costs of delivering this service. Council have been asked to consider this offer and respond before 31st October 2019. 19329 Members discussed the offer and all agreed that having taken on Devolved Services from Bucks County Council initially, that council would wish to continue with the current contract and extend it and all its terms with the new . RESOLVED 19330 That Hughenden Parish Council agree to the Highways Devolution Contract Extension from 1st April 2020 – 31st March 2022 with the new Buckinghamshire Council.

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10. Celebratory Event – 125th Anniversary of Hughenden Parish Council – proposed by Cllr Kearey, seconded by Cllr Nicholls 19331 Cllr Kearey presented information in relation to a proposed event to be held on Wednesday 4th December 2019. Throughout 2019, Cllr Kearey has organised a series of events in the parish. These have been well attended and have taken place in all wards in the parish. The proposal involves a final social occasion where those involved in the various events, along with councillors, ex-councillors, ex-Chairs and local volunteers will be invited to mark 125 years since the formation of the Parish Council. RESOLVED 19332 That a budget of £350 be allocated for the costs associated with the 125th Anniversary Celebratory Event to be held on Wednesday 4th December 2019 and that the proposed invitation list be accepted.

11. Remembrance Sunday 19333 The Clerk reminded members of the upcoming Remembrance Events to be held in the parish on Sunday 10th November. In previous years, council have provided a wreath for each of the war memorials in the parish. RESOLVED 19334 That council organise for a wreath to be placed at the following memorials in the parish: Great Kingshill Village Hall, Village Hall, Bryants Bottom Memorial and at Parish Church.

12. Round Table Bonfire on Saturday 2nd November 2019 19335 High Wycombe Round Table hold their annual bonfire at Four Ashes and have requested permission to use the field adjacent to Widmer End Football Club pitch as parking for the cars of the officials only. This has been granted by the council on previous occasions. RESOLVED 19336 That permission be given to High Wycombe Round Table to use the field adjacent to Widmer End Football Club pitch as a car park for their officials on the night of Saturday 2nd November 2019.

13. Confidential Items That under the Public Bodies (Admission to Meetings) Act 1980, the public and representatives of the press and broadcast media be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted. 19337 There were none. 14. Items for the next Agenda 19338 Update from the Communications Working Group. 19339 Proposed meeting dates 2020

15. Date of the next meeting 19340 The next meeting of the Full Council will take place on Tuesday 12th November 2019 at 7.30pm.

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There being no further business, the meeting closed at 8.40pm.

Chairman’s Signature:

Date:

Appendix 2 Financial Report 30th September 2019 Payments made 1st September 2019 – 30th September 2019 Invoice Received From Amount £ Payment Information (inc VAT ) Method

HMRC 1,618.27 BACS PAYE & NI Contributions August 2019 NEST 420.30 BACS Pension contributions August 2019 Baldwins T/A Fish 3,660.26 BACS Salaries September 2019 Partnership Heart Internet 12.59 D/D Website Hosting Fee August 2019 Mainstream Digital 4.28 D/D Telephone costs – August 2019 Opus Energy 4.88 D/D Gas Costs August 2019 PKF Littlejohn 720.00 BACS External Audit Fees 2019 Lowther Forestry Group 2,911.20 BACS Devolved Services August 2019 – fifth grass cut Thompson Wilson 540.00 BACS Surveyor Fees SR Farm Services 528.00 BACS General Maintenance Contract August 2019 Tidy Up Ltd 70.00 BACS Office Cleaning August 2019 Clarity Copiers 139.35 BACS Photocopy costs August 2019 & Quarterly Rental Charges Playsafety Ltd 1320.00 BACS RoSPA Play Inspection Training Course NALC 310.76 BACS Training Conference – Cllr Kearey Spruced Up 1,350.00 BACS Garden of Rest Contract August 2019 C F Agricultural 1,125.00 BACS Grass Cutting – August 2019 Hughenden Valley Res Assoc 500.00 BACS Grant for Magazine publication costs ARD Playgrounds 576.00 BACS Playground repairs – Great Kingshill Baldwins T/A Fish 144.00 BACS Quarterly Payroll Charges Printing 25.00 BACS Additional Printing Costs for 125th Anniversary Events TBS Hygiene 792.00 BACS Dog Bin Collections August 2019 Veolia UK Ltd BACS Waste removal at Garden of Rest – August 2019 Naphill Gazette 500.00 BACS Grant for Magazine publication costs North Dean Village Hall 400.00 BACS Donation towards Playground Inspection costs

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Widmer End Residents 500.00 BACS Grant for Magazine publication costs Assoc Great Kingshill Res Assoc 500.00 BACS Grant for Magazine publication costs Gabris Gardening 2,040.00 BACS Tree cutting for health and safety reasons Employee 2 Expenses 70.47 BACS Expenses in relation to Allotment Competition SWARCO Traffic 4,364.08 BACS Lap-top and new MVAS BMLALC 52.50 BACS Local Councils Explained x 3 SLCC 247.00 BACS SLCC Membership - Clerk Came & Company 1,773.88 BACS Insurance Renewal Fee – 2019-2020 Service Charge 18.00 BACS Service Charge – July – September TOTAL: 27,237.82

Money received 1st September 2019 – 30th September 2019 Description £ Allotment Fees 2,599 Burial Fees 1,775 Precept (2nd half) 105,812.00 Gross Interest 118.87 VAT Refund 7,930.67 TOTAL 118,235.54

Bank Balances 30th September 2019 £

HSBC Current 16,454.72 HSBC High Interest 314,429.83 HSBC Imprest 1,000.00 NS&I 82,402.15 Petty Cash 50.00 Unity Bank Current 9,857.38 Unity Bank Deposit Account 2.69 Totals 424,196.77

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Appendix 9

Correspondence Report – 8th October 2019

Reference Details Action Date by FC Rec’d

2019-09-09 Email re-WERA committee No 09/09/2019

2019-09-10 External Auditor Report No 10/09/2019

2019-09-13 Heathrow Expansion – BMKALC Response No 13/09/2019

2019-09-18 Response re outstanding money to council No 18/09/2019

2019-09-30 Mayoral visit to parish – GK Bonfire No 30/09/2019

2019-10-01 Email re HCST Land No 01/10/2019

2019-10-01 Rights of Way Improvement Project No 01/10/2019

2019-10-02 Highways Devolution Contract Extension Yes 02/10/2019

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