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Minutes of Parish Council Meetings since November 2007

Below are approved minutes of the Whitchurch Parish Council.  The latest minutes are at the top. Scroll down to see minutes of earlier minutes going back to November 2007.

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Minutes of the Annual General Meeting of Whitchurch Parish Council held in The Church Hall,

Whitchurch on Monday 12th May 2008 at 8.00pm

  Attendees: Cllr Pain – Chairman, Cllr Bond, Cllr Meijer, Cllr Newman, Cllr Foot, Cllr Leggett, , Sue Mordue – Clerk, 13 members of the public.

750 Election of the Chairman of the Council: Cllr Pain was nominated. The nomination was seconded. There were no further nominations. Cllrs unanimously voted Cllr Pain as Chairman for the ensuing year and he duly signed the declaration of acceptance of office.

751 Apologies – Cllr Walker.

752 Election of the Vice-Chairman of the Council: Cllr Bond was nominated. The nomination was seconded. There were no further nominations. Cllrs unanimously voted Cllr Bond as Vice-Chairman for the ensuing year and he duly signed the declaration of acceptance of office.

753 To decide when any declarations of acceptance of office, register of interests which have not been received as provided by law shall be received: Cllr Walker absent and would provide at the next meeting.

754 To appoint representatives to outside bodies: Cllr Newman was appointed to continue to represent Whitchurch Parish Council at the NAGs meetings, and Cllr Pain at the Local Councils Communication Group.

755 To appoint committees /working groups: The recreation Field Working Group would continue with Cllr Pain, Cllr Bond, Cllr Foot and Cllr Newman with Mr Smethurst and Mrs Shepherd being the members.

756 To review and confirm the standing orders: These were amended to reflect the adoption of the new Code of Conduct, and were accepted.

757 To review and confirm the Terms of Reference for the Recreation Field Working Party: these were accepted. The working party would continue to put all recommendations to the Parish Council for decision.

758 Open Forum for Parishioners:

a. Concern was expressed about the traffic speeds and parking around the school. Council agreed to ask County Councillor Quintin Ing Chambers to a meeting to allow residents to air their concerns directly with him.

b. Request for the Footpath behind the Church Hall to be cleared.

759 Declaration of interest in items on the agenda: Cllr Pain and Newman declared their prejudicial interest in respect of item 770a) as they are members of the British Legion.

760 The minutes of the last meeting held on Monday 14th April 2008 were confirmed as a true record.

761 Matters arising from those minutes not covered by the agenda:

c. Request to move the Dog Bin on Oving Road opposite Stud – the Council agreed that Cllr Bond would find an alternative location for the bin so it is not directly outside their house, and report back to the next meeting. The Council agreed that if any further bins were put in they would first approach residents at the proposed location before installing.

d. A Radwell – to discuss the job description received from Mr Radwell - the Council confirmed they were happy with the proposed job description and frequency of cleaning the shelters.

762 Finance:

e. To agree the accounts for the year to date end April 2008 – due to the timing of receipt of statements the accounts would be circulated and reviewed at next months meeting.

f. The Council resolved to issue the following cheques: Clerks Pay and Expenses £316.06, Allianz Insurance £693.02

763 2007/08Audit:

g. To sign off audit information for the year end March 2008: Clerk recommended waiting to sign off until the following month when the amounts for the Insurance values and fixed asset register would be agreed.

h. Following his review of the Insurance Policy Schedule Cllr Meijer recommended that a small working party should be set up to propose figures. Cllr Meijer and Cllr Foot agreed to put proposals together with the assistance of the Clerk.

i. Cllr Foot presented his recommendations for a Risk Assessment document to the Council. This was accepted by the Council and would be a working document which can be updated at any meeting. It was noted that this will require updating as the Recreation Field Project continues.

764 Recreation Ground:

j. To update on recreation ground working group proposals: Positive feedback had been received at the May Feast in the Village regarding the layout proposed for the whole Recreation Field Project.

k. Cllr Pain requested agreement from the Council to accept Kompans quotation. The Clerk confirmed that the S106 monies in the commuted fund could be used for any purpose. However the current funding already agreed fell short of the amount required to fund the desired equipment in the Play Area. The Council agreed to reduce costs by undertaking the fencing by a local contractor and removing an item of equipment from the play area plan to ensure that this fits within our current budget without using the commuted sum.

l. Two tenders were received and the Council decided to accept Lynch Garden Services quotation to cut the grass on the recreation field.

m. The council agreed to accept the quotation from George Cheshire and dig a pond at the Recreation field. The feedback from the May Feast was positive regarding this as the illustration showed its position at the far side of the field away from the Play Area. Cllr Pain would check with George when would be a good time to do this and also check with Agripower when they are to drain the field.

765 The following planning applications were discussed and recommendations were:

n. 08/00928/AAD – Whitchurch Service Station – two internally illuminated single sided pole mounted signs – the Council resolved to OPPOSE this application as it was not in keeping with a village environment and would cause excessive light pollution.

o. 08/00978/ACD and 08/00976/APP – The White Horse – demolition of function room and rear extension and erection of 3 dwellings- The Council resolved to OPPOSE this application as there are no parking spaces for the restaurant.

p. 08/01020/APP and 08/01022/ALB– Mullions – 11 Market Hill – single storey rear extension and detached garage/store – the Council resolved it had NO OBJECTIONS to this application.

766 Highways:

q. To report and update on issues and repairs:

· Pot holes to be reported to HOC at middle Ashgrove Gardens and opposite Trent Cottage Oving Road.

· The hedge is obstructing the footway at Sandpath. As hedge cutting is not normally allowed at this time of year Clerk to ask HOC whether this can be cut as it is an obstruction. If this is permissible under these circumstances then Reg Porter to be asked to cut it.

r. Clerk updated on costs of community speed watch from Swanbourne Parish Clerk: The speedwatch cost £2344.31 incl VAT, the manufacturers gave a brief introduction. TV Police require operators to wear the high visibility jackets and position themselves in set places through the village. At present Swanbourne are not using the system as the Police require the village co-ordinator to undergo training before presenting the information gained. It would appear that they are not quite sure how to accept it. A call for volunteers has gone out as it was found in the trial that it is essential to have at least 2 people on duty. It was difficult to record, accurately, the registrations of the offenders. Council agreed that when more information is available form Swanbourne regarding its use and experience then they would consider contributing to a shared devise with other members of the NAG if appropriate.

767 Footpaths & Footways:

s. To report and update on issues and repairs: The footway to Oving along the Oving Road which needs resurfacing was viewed by BCC HOC as it is frequently used by the elderly from Chiltern View up to the Doctors. BCC will fill in the major holes and patch however there is no budget this year to undertake resurfacing of the whole footway.

t. Update re bus shelter Swan Close: Clerk has requested clear Perspex from BCC/JCDeacaux as it is difficult to see through the shelter as it presently had thick obscured anti vandal Perspex on it. BCC awaiting a response. Also the area behind the shelter requires digging out to allow people to pass on this already narrow footway. This will be done shortly by BCC.

768 Street Lighting: Street light in Ashgrove Gardens still awaiting power to be connected by Central Networks.

769 Parish Plans: The Council resolved that they would invite Bucks Community Action to do a short briefing on Parish Plans to Councillors prior to a Council meeting at 7.45pm.

770 To discuss any correspondence and other communications received since last meeting not covered by the agenda including:

u. Letter from Whitchurch Royal Legion requesting erection of a seat in memory of Dr Brown: the Council expressed concern over the proposed location of the seat in front of 13 Market Hill due to the current youth problems in the village. Therefore they agreed to respond that the location was not appropriate, and perhaps as Dr Brown was President of the Cricket Club for many years would they consider putting the seat either at the cricket ground or at the recreation ground.

771 Communications: Web Site – the agenda is now put onto the website along with the minutes.

772 Other Business: District Councillor update: nothing to report.

773 Complete Police Community Feedback Form:

v. People are not picking up after their dogs on the field.

w. Bark of a cherry tree had been stripped off by a dog with the owners watching and not stopping it.

x. Residents of Market Hill are having problems with youths with harassment and abuse from children and knocking on residents window to try and frighten them. The Police are involved and will be on more frequent surveillance.

y. In Ashgrove Gardens - youths are spitting on peoples windows, using foul language and gathering to drink alcohol.

z. Clerk will ask the police to attend the next meeting to respond to residents concerns.

774 To agree date of next meeting: Monday 9th June 8.00pm.

The meeting closed at 10.27pm.

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Minutes of the Meeting of Whitchurch Parish Council

held in The Church Hall, Whitchurch

on Monday 14th April 2008 at 8.00pm

Attendees: Cllr Pain – Chairman, Cllr Bond, Cllr Meijer, Cllr Newman, Cllr Foot, Cllr Leggett, Cllr Walker, Sue Mordue – Clerk, Freda Ackroyd BCC, 3 members of the public.

731 -Apologies – none.

732 - Open Forum for Parishioners.

733 - Declaration of interest in items on the agenda: Cllr Meijer declared his prejudicial interest in respect of planning application 08/00746/APP as he is a neighbour.

734 -The minutes of the last meeting held on Monday 10th March 2008 were confirmed as a true record.

735 - Matters arising from those minutes not covered by the agenda: none.

736 - Finance:

a. The bank statements had only just been received by the clerk due to delay in the post therefore the accounts would be circulated for the year to date end March 2008 and signed off at the May meeting.

b. The Council resolved to issue the following cheques:

Bucks Home Improvement (re bus shelter removal) £275.00

AVDC (Dog Bins) £474.75

Bucks Community Action £20.00

Clerks Pay and Expenses £337.19

737 - 2007/08Audit:

c. The Council resolved the appointment of the Internal Auditor for 2007/08 and 2008/09 to be Jonathan Gibbs as in the previous year. Clerk will write and request his confirmation of continued Independence.

d. Cllr Meijer agreed to undertake the review of the Insurance Policy Schedule and make a recommendation to the Council at the May meeting.

e. Cllr Foot and Cllr Walker agreed to undertake a risk assessment of the Parish Council and make a recommendation at the May meeting.

738 - The following planning applications were discussed and recommendations were:

a. 08/00669/APP – 3 The Meadows – conservatory – the Council resolved it had NO OBJECTIONS to this application.

b. 08/00768/APP – 58 Oving Road – two storey rear extension and detached garage– the Council resolved it had NO OBJECTIONS to this application.

c. 08/00548/APP – 10 Rickyards Close – conservatory– the Council resolved it had NO OBJECTIONS to this application.

Cllr Meijer left the Council for this application:

d. 08/00746/APP – 52 High Street – detached dwelling and garage – the Council resolve it was OPPOSED to this application and commented that i) The Council has reservations whether the green lane access is allowed. ii) Visibility issues with accessing onto main road iii) The Design and Access statement is incorrect regarding the number of vehicle movements. It states that it is currently for 3 dwellings however it is for 3 dwellings plus 5 more - for properties on the high street who have their parking areas and garages in Post Office Lane, number 3 has part Industrial use and vehicles are frequently coming and going with this use. Also at the east end of Post Office Lane there is an agricultural field with a shed used by a farrier who frequently comes and goes as he uses it as his store. This would then have a further 3 vehicle movements added to it for a new dwelling and it is a single track road with no footpath.

Cllr Meijer rejoined the Council:

e. 08/00253/ACD – 18 Little London – demolition of existing shed– the Council resolved it had NO OBJECTIONS to this application.

f. 08/00252/APP – 18 Little London – erection of a summerhouse– the Council resolved it had NO OBJECTIONS to this application.

739 - Freda Ackroyd Local Area Co-ordinator Getting Closer to Communities BCC updated the meeting on:

f. The New Dawn event 3/5/08 for young people to find out what is going on in Aylesbury.

g. VAHT meeting 23/04/08 in Haddenham Village Hall - a talk on drug and alcohol abuse

h. Notified that 16/17 year olds if at college they can do any single bus journey for £1.

i. A Service Excellence Event would be held 25/04/08 by the BCC Getting Closer to Communities Team to do some quick fixes and Action plans.

Cllr Pain thanked her on behalf of the Council for attending the meeting.

740 - Highways: The clerk updated on:

j. Swan Close Bus Shelter – this had now been removed and a new shelter put in by JCDecaux FOC. Claim for burnt shelter and removal costs have been passed to ARRIVA’s Insurer for payment.

k. A meeting was held with The School Headmaster, BCC Safer Routes to School and Highways on Call along with members of the Council and Clerk outside the School at 3.00pm to see and discuss the North Marston Lane/Ashgrove Gardens school traffic issues. This has now kick started a working group at the school to create a School Travel Plan.

l. More parents are starting to use the recreation field for parking however Clerk to ask the PCSO to revisit and book cars parking illegally and causing obstructions.

m. SID loan had been offered to residents of Mount Pleasant however this has not been taken up so this matter is now closed.

n. It was decide to await the data from the truvello strips in Oving road past the Doctors surgery before anything further is done with the data received from the turvello strips on Oving Road outside Hunters Yard.

o. Grit Bins: the Council resolved to approach County Councillor Quintin Ing-Chambers for funding for 4 bins to be sited at Church Lane, outside the School and the senior citizens bungalows in Ashgrove gardens and the location of the other will be decided if received.

p. Speedwatch – clerk was asked to gain costs from Swanbourne Parish Council in respect of their speedwatch equipment.

741 - Footpaths & Footways:

q. Footpath 21 is now excellent with the stile having been removed, and new steps and hand rail added.

r. The footway to Oving along the Oving road needs resurfacing – clerk to report to BCC as it is frequently used by the elderly from Chiltern View up to the Doctors.

s. BCC Transportation advised extra funds were available – BCC are currently focusing on pot holes so Cllrs to report any to the Clerk or HOC.

742 - Street Lighting: Street light outside 22 Ashgrove Gardens has no power to it so E Sharp Electrical have requested EDF re connect the supply to the pole but this may take several months.

743 - Parish Plans: Cllr Pain outlined the potential benefits of undertaking a Parish Plan and emphasised it is for the community to undertake but the Parish Council can act as a catalyst to start the process off. The Council decided to pursue initial investigations about this with a meeting with Bucks Community Action.

744 - Recreation Ground:

t. The working party had obtained tenders from 3 suppliers and recommended to the Council that their preferred supplier is Kompan. The Council resolved that Kompan are the preferred supplier for the Playground equipment.

u. The Council resolved to accept Agipower’s revised quotation for drainage as agreed with WREN. The Play Area specialist had confirmed that the drainage work could go ahead as their work is not dependant on the drainage.

v. Funding had now been agreed as: £40k WREN, £8k AVDC, £1k AVDC Community Chest, £500 AVDC Biodiversity, £1k Whitchurch and Creslow Community Association and £1k from County Cllrs fund.

w. Final quotations are being negotiated with Kompan and the working party aims to get as much done of the project as possible based on these funds. Final costs to be forwarded to WREN when agreed with Kompan.

x. Pond quotation had been received from George Cheshire and circulated. Decision to be made at next meeting.

y. Clerk asked to obtain Tenders for grass cutting for the area around the car park and a walking area around field on the Recreation Ground.

745 - To decide whether/who to respond to correspondence and other communications received since last meeting including:

z. BCC Buckinghamshire Locality Strategy Consultation on a Partnership Approach – Cllr Bond is on the committee for this so no comment required.

aa. Draft Housing Strategy – no response.

bb. Best Kept Village and Village of the Year Competitions entrance forms – Cllr Pain agreed to complete entrance forms.

cc. BRAG Consultation – no response.

dd. BCC Minerals and Waste Core Strategy Development Plan Document – Cllr Bond is on the Scrutiny Committee for this so no response required.

746 - Web Site Communications:

ee. Communication had been made from an ex resident of Spring Cottage who’s father had put together a book on Whitchurch. This has been added to the History of Whitchurch and can been viewed on the website.

ff. Cllr Pain agreed to put the meeting agendas on the website if possible.

747 - Other Business:

gg. District Councillor updated that the focus at the moment is on where the expansion of Aylesbury will be with new plans to look at both the Southern arc as well as the expansion to the East through Bierton connecting up with Watermead.

hh. To update on Affordable Housing survey- no update this month.

748 - Complete Police Community Feedback Form: It was reported that youths had been camping in the recreation field and had been consuming alcohol (the bottles had been tidied up).

749 - The next meeting would be on 12th May 2008 starting with the Annual Parish Meeting at 7.00pm followed by the Annual General Meeting of the Parish Council commencing at 8.00pm.

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Minutes of the Meeting of Whitchurch Parish Council

held in The Church Hall, Whitchurch

 on Monday 10th March at 8.00pm

Attendees: Cllr Pain – Chairman, Cllr Bond, Cllr Newman, Cllr Foot, Cllr Leggett, Cllr Walker, Sue Mordue – Clerk, 9 members of the public.

715 Apologies - Cllr Meijer

716 Open Forum for Parishioners

717 Declaration of interest in items on the agenda: Cllr Pain declared he was a Trustee of the Legion Hall however the Council decided this had no influence on his opinions regarding Planning Application 08/00007/APP. Therefore there were no declarations of interest.

718 The minutes of the last meeting held on Monday 11th February 2008 were confirmed as a true record subject to an amendment to the final minute 714 to ‘It was agreed that the next meeting will be Monday 10th March at a new start time of 8.00pm’.

719 Matters arising from those minutes not covered by the agenda:

a. The scaffolding erected on High Street for the thatch did require a licence from BCC regarding its obstruction to the footpath. However this was not gained but they had finished and removed the scaffolding before BCC could make them go through the correct process. Footway Closures are not notified to Parish Councils.

b. Police speed monitoring on High Street – the PCSO is unable to establish who undertook this exercise therefore no data is available.

720 Finance:

c. Bank reconciliation and Accounts for February month end were agreed as reviewed.

d. It was resolved that the following cheques be paid:

BALC   £102.85

E Sharp Electrical   £48.47

Clerks exp   £343.32

e. Statements confirm Nat West has now closed the accounts with them. All banking is now with Lloyds TSB.

721 To discuss planning applications and make recommendations:

a. The Council resolved it objected to application 07/03187/APP – 5a High Street – use of land as a car wash – additional information environmental noise assessment received for comment and the Parish Council continues to stand by its previous objections to this application.

b. The Council resolved it had no objections to these applications:

i. 08/00292/ALB – Fairings 2 Castle Lane – conversion of garage to dining room.

ii. 08/00410/ATP – 10 Firs Close – crown lift one horse chestnut

iii. 08/00174/APP – 2 Bushmead Road – (Hardwick Parish) – Conversion and extension of Barn to form dwelling and alterations to existing access.

c. The Council resolved that it supported the applications:

i. 08/00007/APP – The Vicarage - Demolition of church hall, erection of two detached dwellings and erection of new church hall with associated parking.

ii. 08/00007/ALB - The Vicarage - Demolition of church hall, erection of two detached dwellings and erection of new church hall with associated parking.

722 Highways:

f. Swan Close Bus Shelter – Insurers had confirmed that they were investigating and someone would be in contact shortly to replace the shelter.

g. North Marston Lane/Ashgrove Gardens school traffic issue –the Clerk had arranged a meeting for 17th March at 3.00pm at the school with representatives from BCC Highways, Parish Council, School Headmaster, and BCC Travel Plan Advisor to visit the site and discuss options. PSCO had already visited and had held a meeting with the Head. On this occasion she verbally warned motorists that they had committed Traffic offences, when she visits again she will give out tickets.

h. Truvello strips on Oving Road – The Police had put them down in the incorrect place outside Hunters Yard Oving Road instead of past the bus stop outside the Doctors. The data from this site would be received by the Council and they would put the strips down again in the correct location.

i. SID Loan for Mount Pleasant – Clerk had written to Mr Warner offering the use of SID however no response received.

j. Clerk to advise BCC Highways on Call:

•  Mount Pleasant to Oving Road – the drain is still flooding and Draincare are required to clear this.
• Verge on the roundabout of Buckingham Road and Oving Road - the verge was dug out by a vehicle some time ago. The sign was replaced but the hole in the grass verge remains.

723 Footpaths & Footways:

k. Footpath 21 which runs from the telephone kiosk in the High Street is having the style replaced which should allow easier accessibility.

l. Footpath 40/41 – Church Headland Lane – The post and the finger post had been removed. The access to the field signage pointing to footpath 41 is missing.

724 Street Lighting: Light reported out again outside 22 Ashgrove Gardens. As this keeps breaking next time the Council would consider replacing it with a new light as there are 2 in stock already which could be used.

725 Recreation Ground:

m. Kompan surveyor has advised that work can start on the Play Area and they do not need to wait for the drainage work first. The working group and Kompan are to hold a meeting to decide what items will go in now and which will have to wait for further monies following the price increase. George Cheshire has been asked for a written quotation for the pond works which will be discussed at next meeting.

n. Finance/ funding – applications have gone to:

•  AVDC Biodiversity for £500.00,
• £1000.00 BCC Community Chest,
• County Councillor Quintin Ing-Chambers to a donation of £1000.00.

o. John O’Connor damage compensation of £100.00 has been received into the Recreation field accounts.

p. Mobile Skate Park will be at the Recreation Ground car park on Thursday 17th April 12pm-4pm. Cllr Walker agreed to meet AVDC to set up and ensure it is sited correctly and safely in view of drainage works which may have commenced by this date. Is being advertised in the magazine and on the notice boards.

726 Communications:

q. Web Site – Minutes are now included and up to date. Cllr Pain asked if anyone wishes to become the editor to please let him know.

r. Annual Parish Meeting – It was agreed to hold this on 12th May 2008 at 7.00pm followed by the AGM at 8.00pm. The meeting will be advertised in the magazine and on the notice boards.

s. Village Meeting – Date of this will be agreed after the APM and invitees will be written to requesting their presence so there are representatives from groups in the village.

727 Correspondence and other communications received since last meeting including:

t. It was decided to enter the Best Kept Village and the Village of the Year Competitions

u. Response had been received from VAHT re grass on Ashgrove Gardens – they had spoken with the Headmaster and he had agreed to raise the issue in the school newsletter and encourage parking at the recreation field. Longer term they have submitted a request to the projects team to carry out a feasibility report in respect of installing wooden railings to the area.

v. Bob Still had been nominated as Volunteer of The Year in the AVDC competition. The AVDC panel which decides on the winner has requested further information on his achievements and Cllr Newman agreed to provide this.

728 Other Business:

w. District Councillor - nothing to report.

x. Affordable Housing – no further progress to report. DVD has been issued promoting Affordable Housing to parishes which includes Whitchurch as an example.

729 Complete Police Community Feedback Form – nothing to report.

730 Date of next meeting 14th April 2008 at 8.00pm.

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Minutes of the Meeting of Whitchurch Parish Council

held in The Church Hall, Whitchurch

on Monday 11th February 2008 at 7.30pm

Attendees: Cllr Pain –Chairman, Cllr Bond, Cllr Newman, Cllr Foot, Cllr Leggett, Cllr Meijer, Sue Mordue – clerk, 3 members of the public.

699 Apologies - Cllr Walker.

700 -Open Forum for Parishioners:

a. Concerns expressed over the traffic around the school re parking on the pavements, speeding and parking on the grass verges. Clerk will look into signage, criteria for 20mph speed limit and write to VAHT re grass condition.

b. Letter read out from Mr AL Smith objecting to the Planning Application at 32 Oving Road.

701 - Declaration of interest in items on the agenda: None.

702 - The minutes of the last meeting held on Monday 14th January 2008 were confirmed as a true record.

703 - Matters arising from those minutes not covered by the agenda: none.

704 - Finance:

a. Accounts for January month end to be agreed at March meeting as not yet circulated.

b. It was resolved that the following cheques be paid:

D W Windsor   £259.50

E Sharp Electrical   £131.71

Clerks exp   £312.43

Closing balance from Nat West Ac £709.67

Credits received to Lloyds account:

Ex gratia Payment Nat West   £100.00

Closing Balance from Nat West Ac £709.67

c. Nat West had still not closed the account or sent the closing balance. Clerk is dealing with their complaints dept. New form signed by 2 Councillors to close the account, and cheque drawn to take all the funds out and put into Lloyds account. £100 ex gratia payment given by Nat West as they had lost the mandates and not acted on any instructions.

d. The appointment of External Auditor was agreed as Mazars LLP cost £135.00 as advised by the Audit Commission.

705 - To discuss planning applications and make recommendations:

07/03485/APP – 41 Ashgrove Gardens – Two storey side extension and attached garage – the Council resolved it had no objections to this application.

07/03430/ATC – Land between 3 and 5 Little London – works to Sycamore – the Council resolved it had no objections to this application.

07/03347/APP – 32 Oving Road - two storey rear extension, conversion of loft and garage to living accommodation and new chimney – the Council resolved it had no objection to this application, however commented that the permission should include ensuring there is enough parking within the property grounds, safe access onto the road and vehicles should park carefully during the build.

706 - Highways: Update re

a. Oving Road embankment – this has now been delayed until after April 2008 due to BCC cost cuts this financial year (end March 08).

b. Swan Close Bus Shelter – Paul Goodwin BCC has approached J C Decaux to provide a free bus shelter for advertising and following the bus fire this has been chased up. Clerk has also written to ARRIVA requesting compensation for their bus burning down the bus shelter.

c. Mount Pleasant - PCSO still establishing procedure for loan of SID.

d. Outside Whitchurch House Oving Road pot hole has been filled.

e. To report to BCC:

i. Holes along Bushmead Road past the butchers.

ii. Scaffolding on pavement at corner of Oving Road and High Street is hazard for pedestrians. Clerk to confirm with BCC what procedure is for notifying the Parish Council that footpaths will be closed.

iii. Hole in North Marston Road as turn in from Oving Road, before the school.

iv. Hole in road outside 33 High Street

v. Speed camera signs – advised by BCC that a resident had put them there. Councillors suspect it was the Police as they had been doing speed monitoring. Clerk to check and try and obtain speed data if available.

707 - Footpaths & Footways:

a. Footpath 1 reported to BCC Rights of Way Officer as the first stile is blocked by a padlock, then the second stile which goes into a garden the owners have put wood up to obstruct it and a sign saying ‘Beware of the Dog’.

b. Cllr Pain reminded everyone that he has a stock of footpath roundels (yellow circular signs) that can be put up along footpaths. Agreed to put some up along footpath 28.

c. To report – Stile from Bushmead Road onto footpath 51 is too tall for people to get over.

708 - Street Lighting: nothing to report.

709 - Recreation Ground:

a. Drainage – agreed to use Agripower, costs covered by WREN , AVDC and small amount by the Parish Council as the revised quotation was more than previously requested.

b. Play Area – revised quote coming from Kompan. Layout and equipment agreed and it may be that it is not all able to be done this year. May seek extra funds next year to cover what can’t be done this year. Checking whether drainage needs to be completed before they can start, or whether they can start soon.

c. Wildlife Area – working party now established and will present plan to the Council in the future. Funding for this would have to be sought (from Community Chest grant, Paul Holton AVDC, County Councillor?).

d. Finance / funding – will need to focus on this. Chairman of Whitchurch and Creslow Community Association has promised money from the bonfire night (approx £700) to be used to purchase an item for the Play Area.

e. Tim Clark BCC has come back to the clerk re the damage done by O’Connors, and apologised as he thought the matter had been rectified. In light of the imminent drainage of the field he is requesting a donation from O’Connor as compensation.

710 - Communications: Web Site – ex resident of The Laurel had contacted and requested pictures.

711 -Correspondence and other communications received since last meeting including:

a. Archaeological Department mentioned Whitchurch as being a village to be surveyed. Cllr Pain had registered the Historical Society and the village’s interest in assisting in 2009 when the research should be done.

b. 14th Feb Minerals and Waste Core Strategy meeting will be attended by Cllr Bond

c. 27th Feb GC2C meeting will be attended by Cllr Pain and Bond.

d. 23rd April NERC Act 2006 and sec 40 the biodiversity duty meeting needs a volunteer to attend.

712 - Other Business:

e. District Councillor update – budget set at 4% increase, 13,000 letters received against the expansion of Aylesbury to the South therefore AVDC will now look instead at the north of Aylesbury around Parkway.

f. To update on Affordable Housing survey – land owners of potential sites being approached. Cllr Pain to attend BCA meeting showing film of how potential sites are identified and the process. Cllr Meijer will attend on the 10th March.

g. It was agreed to invite key people from the various village organisations to the Annual Parish Meeting and after they have given their reports there would be an opportunity to advise the Council on what they see as the issues which need addressing in the village. Location would be the Legion Hall and also an article should be placed in the Village News advertising that anyone who runs an organisation or who wishes to attend is most welcome.

713 - Complete Police Community Feedback Form:

h. Parking, speeding issue around school

i. Speed camera notices – is there any data available form this.

714 - It was agreed that the next meeting will be Monday 10th March at a new start time of 8.00pm.

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Minutes of the Planning Meeting of Whitchurch Parish Council

held in The Church Hall, Whitchurch

on Monday 14th January 2008 at 7.30pm

Attendees: Cllr Bond Chaired the Meeting, Cllr Newman, Cllr Foot, Cllr Leggett, Cllr Meijer, Cllr Walker Sue Mordue – clerk, 6 members of the public.

683 -Apologies - Cllr Pain.

684 -Open Forum for Parishioners: Issued raised concerning the car wash application and signage still not replaced by BCC.

685 -Declaration of interest in items on the agenda: Cllr Bond advised he would withdraw from discussions on Planning Application 07/03187/APP – 5a High Street – use of land as car wash, as it might prejudice his view point at the Development Control Committee for AVDC.

686 -The minutes of the last meeting held on Monday 12th November 2007 and 10th December 2007 were confirmed as a true record.

687 -To discuss any matters arising from those minutes not covered by the agenda: Cllr Newman advised he was concerned as he had heard that youngsters were using the recreation ground for go-karting, however upon inspection there had been no signs of this.

688 -Finance:

a. The budget as presented to the Council was agreed for 08/09 and is attached to the minutes.

b. The Precept for 08/09 was agreed at £16,000.00

c. It was agreed to transfer the Playing Fields funds to it own bank accounts to be managed as a project with the funds kept separate from the Parish Councils main accounts – see cheque issued below to transfer this.

d. It was resolved that the following cheques be paid:To Recreation Field account £30,978.94

Clerks pay and expenses £315.16

A Radwell bus shelter £12.00

BALC Cllr Meijer training £37.00

Whitchurch PCC footpaths £350.00

SLCC £32.29

689 -The following planning applications were discussed and recommendations were:

Councillor Bond having declared his interest left the room for this item. Cllr Newman took over as Chair for this item.

e. 07/03187/APP – 5a High Street – use of land as car wash – the Council resolve to Oppose this application with comments that:

· The car wash should be sited along the left hand side of the plot adjacent to the workshop.

· There should be proper sound proofing fence.

· The canopy should be lowered and moved to the left hand side.

· The run off from washing cars is a pollutant and should be disposed of in an environmental manner.

· The previous application is not being adhered to.

Councillor Bond returned to the meeting.

f. 07/03162/APP – 56 High Street – alteration to conservatory – the Council resolved it had No Objections to this application.

690 - Highways

g. Update re:

i. Oving Road embankment – still no confirmed date when this work to put slabs down up the bank will be undertaken.

ii. Truvello Strips – will be put down shortly following the holiday period.

iii. Mount Pleasant - SID is being passed to the Police to loan out and therefore we should be able to borrow it shortly once training has been completed and system set up by the police.

iv. There are 2 road signs at Mount Pleasant and outside the Legion Hall Oving Road which have been cleared of foliage.

v. Road bollard has been replaced at narrow point which is one way at end of Oving road where meets the High Street.

vi. The bollards in centre island of the High Street outside the hairdressers have been cleaned.

vii. A hedge was reported as needing to be cut back off the road at the junction of Castle Lane and Market Hill – this was inspected by the Area Technician and not thought to be of an extent to cause obstruction.

viii. In Post Office Lane there was a hole dug by BCC to investigate drainage system in the area. This has now been repaired.

h. To report to BCC:

i. Oving Road embankment getting worse – clerk to chase for a date for when the banks will be supported.

ii. Outside Whitchurch House Oving Road there is a hole in road

iii. Request to investigate water flooding problem at same location as when the road was resurfaced from the Crown and Thistle down to this house the water now misses all the drains and flows down road instead.

iv. In Mount Pleasant – from side door of Whitchurch House the drain is blocked down to the Oving Road junction.

v. The Whitchurch to Cublington Road was not gritted over the Christmas period on 23rd, 26th Dec, 6th and 12th Jan in particular. Result was numerous accidents and Police having to advise road users not to use the road. BCC should be advised this is not acceptable and the road should be gritted.

691 -Footpaths & Footways:

i. Update re: footway outside the Petrol Garage, High Street BCC have raised and order for the broken cover to be taken away and replaced.

j. To be reported:

i. Confirmation required re Footpath 33 along side the Doctors surgery where the second field over people are being told they are not allowed to walk on it where the map indicates it is a footpath.

ii. Victoria Allotments footpath 28 is having things dumped on it.

692 -Street Lighting:

k. Letters have been sent to the Occupants of the property near the Swan Pub requesting the vegetation to be cut back from the street light.

l. Light out reported in Swan Close and outside Swan Pub.

693 -Recreation Ground:

m. WREN funding agreed £40,000.00.

n. AVDC funding agreed £8,000.00.

o. Agripower revised quotation came back as £19,094.94 plus VAT. The Council resolved that the shortfall will be covered by the Parish Council Recreation field funds.

p. Clerk to write to WREN and notify of change in drainage cost, once WREN agreed then can write to Agripower accepting quotation.

q. Separate bank accounts and budget now set up for the Recreation Field and its project.

694 -Communications: Web Site – no updates

695 -Correspondence and other communications received since last meeting including: BCC Parish and Town Council sustainability fund – Clerk highlighted this as interest free loans are available to Councils to help reduce climate change and promote energy efficiency on a local scale.

696 -Other Business:

r. District Councillor updated that AVDC is currently considering the expansion of Aylesbury with 9300 homes being built on the southern arc from Aston Clinton through to Stoke Mandeville and across to Oxford Road Stone. There will be a southern relief road 2 new Secondary Schools and a Grammar School.

s. No update on Affordable Housing available.

697 -Complete Police Community Feedback Form – additional PCSO has been recruited to cover the Winslow Area.

Date of next meeting – 11th February 2008

The meeting closed at 8.45pm

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Attendees: Cllr Pain – Chairman, Cllr Bond, Cllr Newman, Cllr Foot, Cllr Leggett, Cllr Meijer, Sue Mordue -clerk. 5 members of the public attended.

659 -Apologies - none

660 -Open Forum for Parishioners:

· Residents of Mount Pleasant advised they had been videoing cars which they considered to be doing excessive speed for the road conditions and are sending it to the police. They will provide still photographs to Cllr Newman to take to the next NAG meeting. The Parish Council advised that since the last meeting BCC Highways On Call had checked the height of the speed bumps and these were correct and the road sign has been straightened. BCC Traffic Dept has no evidence that excessive speeds are being done and will not take any action unless speed surveys indicate a problem. (Last survey undertaken indicated average speed of 22-26mph). The residents are to visit MP John Bercow to discuss their issue.

· Church Headland Lane - New dog bin on Church Headland Lane has now been emptied however the Council are asked to consider moving it out of view of houses. The Council agreed to consider this at next meeting as an agenda item. Missing Public footpath signs had been reported to BCC HOC and will take some time to replace. A shield remains on the street light and the Clerk will arrange for it to be removed.

· Concern expressed over traffic speeds along the High Street and when entering Whitchurch from Winslow.

· Two road signs at Mount Pleasant and the Legion Hall are being obscured by foliage – Cllr Foot agreed to chase up with BCC HOC.

661 -New Code of Conduct –

Councillors resolved to accept the new Code of Conduct as imposed from 1st October 2007 and to adopt paragraph 12 (2) of the new code allowing Councillors with a prejudicial interest the same rights as a member of the public to speak, and then withdraw when the item is discussed.

662 -Cooption of new Councillor Hans Meijer – The Chairman welcomed Cllr Meijer formally to the Council and the Clerk received and countersigned his Declaration of Acceptance of Office, Register of Interests and he confirmed he has accepted to abide by the Whitchurch Parish Council’s Standing Orders and the new Code of Conduct.

663 -Declaration of interest in items on the agenda: none.

664 -The minutes of the last meeting held on Monday 8th October 2007 were confirmed as a true record with the addition of ‘…sent to the magazine Whitchurch News’ to item 655.

665 -To discuss any matters arising from those minutes not covered by the agenda:

· Item 649 - Cllr Pain had met with PCSO Wendy Taylor and walked about the village introducing her to shop owners and highlighted the various sites and problems around the village.

· Item 656 - Cllr Pain had attended the BCA AGM.

666 -Finance:

· It was resolved that the following cheques be paid:

E Sharp Electrical £68.07

E Sharp Electrical £71.19

Sign Wizzard £302.36

Clerks Pay and Expenses £311.77

Complete Gardens Waddesdon £480.00

Neptune Outdoor Furniture Ltd £213.85

The Clerk requested a change of Bank from Nat West to Lloyds TSB. After 4 months Nat West had still not changed the bank signatories nor had they actioned later instructions including changing the Clerks details. The Clerk had still not received any bank statements and was not able to provide the Council with up to date accounts for the meeting. The Council agreed to change the Banking Facilities and completed the account opening forms and signatories, and signed the letter to Nat West requesting them to close the accounts once the new accounts are operational at Lloyds TSB. Cllr Newman had in fact been incorrectly sent the bank statements and a new cheque book for the Council and gave them to the Clerk at the meeting.

667 -The following planning application was discussed and the recommendation was: 07/02775/APP – 7 The Meadows – single storey rear extension (retrospective) - the Council resolved it had no objections.

668 -Highways:

· Oving Road embankment – Clerk advised that BCC HOC had now agreed to install concrete slabs just in front of the houses where the verge has been damaged which should support the verge as well as protect it. The Clerk had also written to Arriva requesting their drivers to be careful along this stretch of road.

· Truvello Strips – The Clerk confirmed the Police have given written confirmation they will put the strips down as requested in Oving Road.

· Mount Pleasant – It was decided that the Clerk should investigate hiring the Speed Indicator Devise and then the residents can gather some speed evidence. This can be hired free and would ascertain whether people are doing over 30mph through this stretch of road or whether it is perceived speed. Cllr Pain agreed he would then liaise with Mr Warner.

669 -Footpaths & Footways:

· BT manhole on Sandpath now repaired.

· Clerk to report to HOC: Outside the Garage there is a sign on the footway re gully clearing. This gully and one the other side of the garage need mending, bollards in centre of the High Street outside the hairdressers need cleaning, hedge needs cutting back at the junction of Castle Lane and Market Hill, Post Office Lane – a hole has been dug by Thames or Anglian Water and left without repairing it.

· Outside the Swan pub the street light has foliage over it.

· Footpaths – numerous signage issues and overgrown access will be reported to Rights of Way Team. Clerk to request information on the funding of Kissing Gates.

670 -Street Lighting:

· Blinking street light at end of Oving Road outside the Legion Hall, in Green Acres Road and Ashgrove Gardens all now repaired.

· Light outside the Swan Pub not working – could be due to the foliage issue.

· Budget 07/08 was for 7 new lights – 5 have been completed and 2 are being held in stock for when required.

671 -Recreation Ground:

· Decision on funding from WREN will be made on 11th December. Drainage would be done first therefore Cllr Pain to get in touch with Agripower regarding possible dates for the work to be done in the New Year.

· Grass Cutting – it was decided not to cut the wild meadow grass area now but to do it in the spring.

· Volunteers have come forward to join the working group for the wildlife area – Ian Stainer Trent Cottage, Russell Carter in the Meadows and Mr Adams. Information from Paul Holton Biodiversity Officer will be given to the group and Cllr Pain will request they come with a recommendation to the Parish Council at the meeting in January.

· New bin has been delivered for the recreation field and is awaiting Cllr Bond to fit it. Padlock has been obtained from AVDC and Cllr Bond and Cllr Pain have spare keys.

· New sign/notice has been installed at the entrance to the recreation ground detailing the conditions of use. As a result the barrier to the car park will now be opened during daylight hours made possible due to the grateful assistance of a local volunteer who will act as the key holder.

672 -Communications:

· Web Site – no update this month.

673 -Correspondence and other communications received since last meeting included:

· Proposed Composting Facility at Manor Farm Hardwick – the second application 07/20006/AWD was refused at the Development Control Committee Meeting on 2nd November on road safety grounds. The outcome of the appeal to their first application should be known in early December.

· Parish Touring Schemes – Music in Quiet Places – this has been left with the Church to decide whether to apply. Perfect Village Sunday – this would be an annual Parish event. It was decided it was too late to organise and apply for this, however will diarise for earlier next year so can plan for it and advise the Community Associations next year.

· There will be an open public Neighbourhood Action Group meeting on 11th December in Granborough Village Hall at 7.30pm. Cllr Pain to suggest to residents of Mount Pleasant that they attend. Cllr Newman will highlight issues of youths asking for money off elderly residents in Whitchurch. We would urge people to go forward to the police with information to keep the village as safe as possible and stop this.

674 -Other Business:

· District Councillor – Cllr Newman expressed his concern over the late advertisement of the Senior Wellbeing Fair in Winslow. It was advised by the Police ringmaster less than a week before the event. AVDC are also involved however Cllr Bond advised he was not aware of the event.

· Affordable Housing survey – 3 potential sites identified and clarification now required as to land owners. Bucks Community Action has been given funds to make a film about an Affordable Housing Project and they have chosen Whitchurch as their case study.

675 -Complete Police Community Feedback Form:

· Bottles and Glass has been left all over the recreation ground and smashed on the hard surfaces.

· New sign/notice at the recreation ground keeps being turned around.

· Glass in the Parish Council Notice board in Ashgrove Gardens has been smashed.

· Surgery Bus Shelter has had graffiti painted on it. – PCSO will be asked to view pictures of it to help try and identify the culprit.

676 -Date of next meeting: Monday 14th January 2008

The meeting closed at 10.04pm