Ickford Parish Council MINUTES OF THE ANNUAL MEETING OF ICKFORD PARISH COUNCIL DRAFT. Subject

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1 MINUTES OF THE ANNUAL MEETING OF ICKFORD PARISH COUNCIL Held on 9 th May 2017, at 7.30pm at Ickford Village Hall Annexe Present: Councillor Louise Arnold (LA) Chair Andrew Brunet (AB) Vice Chairman Councillor Ruth Baker (RB) Councillor Keith Green (KG) Councillor Barbara Kolbert (BK) Councillor Peter Jordain (PJ) Nicola Dawson () Parish Clerk Item District Councillor Michael Rand 0 x residents from Ickford Previous Minute (MR) Subject 299. Apologies & approval of absence Apologies were received & approved from Councillor Vina Parmar 300. Election of the Chairman of the Council KG proposed LA to stand as Chair, seconded by BK. The PC voted all in favour to elect LA as Chair of the Ickford Parish Council Acceptance of Office LA duly signed the acceptance of office form which was witnessed & signed by as clerk to the PC Election of a Vice-Chairman of the Council AB asked if any other councillor wished to take up the position & recommended it as good practice for all councillors to step into the role to gain experience. RB proposed BK for the position of Vice-Chair, seconded by KG. BK was then duly elected & accepted the role of Vice-Chair to Ickford Parish Council. The PC wish to thank AB for his commitment for the previous year. AB offered to continue with the role of the RFO to see through the Year End accounts and then a new RFO will need to be appointed from end of June no volunteers came forward & it was agreed to add this to the agenda next month Resignation of Councillor Vina Parmar The resignation of Councillor VP was received & accepted by the PC. The PC wish to thank VP for her contribution to the PC for the previous year. The PC agreed for the vacancy of Councillor to be advertised in the usual way Action Page 1 of 6

2 304. Confirmation of Previous Minutes The minutes of the last meeting held on 11 th April 2017 were agreed a true record & signed off by the Chairman Declaration of Interest RB declared her interest in Item 308c) relating to the proposed property development by Land & Partners Requests for Dispensations RB s request for dispensation was received & accepted by the PC a) b) c) d) Finance Drawn Cheques at meeting (for April 2017) Payee Item Cheque No. Period Amount Ickford School Informer printing for March 591 March Ickford School Informer printing for April 592 Aril Ickford Village Hall Annual village hall hire for the PC (same as 2016) Friends of St Nicholas(*) Annual donation to the church Cartwright Landscapes Grass cutting 1 of April N Dawson Clerk salary April April Eon Pavilion electricity meter reading bill 597 Dec-April (*) This payment was approved, however the cheque itself was made out to the wrong payee cancel cheque 594 & issue new one in the month The accounts for March 2017 Income, Expenditure & Reconciliation for March 2017 was agreed as a correct record & duly signed by the Chairman at the previous meeting in April, in order to clear down the year end April First draft of Accounts for year-end March 2017 All agreed the financial aspect of the formal draft accounts for the year April 2016 March 2017; as previously circulated to the PC by AB (the RFO). to arrange for Keith Tattersfield to perform the initial internal audit. It was confirmed that the accounts will be available for public inspection from 19 th June to 28 th July, in accordance with legal requirements. A notice will be on the notice board advising that access to the full accounts will be on the website or via the clerk. Project List 2017 Repair of the chain bridge in the park remains outstanding as an alternative bridge material is being considered along with costs. Zip wire: all agreed the surround needs repairing & replacement play bark is required to get costs together to present to the PC next month. /AB Page 2 of 6

3 308. Correspondence & Communications Since Last Meeting a) BMKALC ref allotment management training course: The PC suggested forward this invitation to the Allotment Society b) St Nicholas Church donation request: The PC voted in favour & approved the donation of 100 toward the upkeep of the church burial ground c) Resident letter to Land & Partners: confirmed that the letter was forwarded to L&P as a personal view only & not representative of the views of the PC. The PC all agreed that they cannot publicly state an opinion on the proposed development application until it has been formally submitted. The PC acknowledged the points raised in the letter & felt that it may be necessary to prepare a document of facts to address some of these issues (i.e. drainage, surface water etc.). MR advised the PC that in the event of an outlined or detailed planning application being submitted to AVDC, then the expert authorities (in each field) will examine these areas in detail to establish issues & propose solutions. All agreed that upon receipt of any formal planning application, an extra ordinary PC meeting would be held if deemed necessary Meetings Attended on behalf of the Parish Council in the period 310. Planning a) Meeting with school ref school development plans: LA/KG/ provided an overview of the meeting held with John Ronane (JR) & Chris Robinson (Architect) to discuss the schools proposed development plans (please refer to meeting report). The PC raised the following concerns / questions: - What arrangements are being made for the increased parking spaces at the school, if the number of staff is to increase? - Traffic in the village will increase if increased pupil numbers an area already being considered by the school request for JR to discuss a Traffic Management Plan with the PC - Access for emergency vehicles &/or maintenance vehicles to the school grounds will this need to be via the driveway leading to the park (owned by the PC) how will this affect the PC potential plans to develop this area for car parking? - to feedback to JR & request a response for the next PC meeting b) Bucks Planning Roadshow: BK provided a brief overview & report no actions required by the PC. The following planning application was received in the month & circulated with the agenda: 17/01255/APP: 7 Bulls Lane, Little Ickford: demolish conservatory & erect single storey rear extension - NO OBJECTIONS Page 3 of 6

4 311. Open Forum for Parishioners (under adjournment) No residents were present at the meeting Project Updates 312. Village Maintenance & Landscaping a) 294b) Park nettles: It was noted that the previously cleared area on the park (running along the wall next to the footpath from Golders Close end) needs further attention as the nettles have grown back at a rapid rate. to contact Cartwrights (grass cutting contractors) for a quote to clear the area, to enable it to be included with the monthly cuts they provide. C/F waiting for quote. b) Picnic bench: to go back to supplier to find out how they were secured into the ground & see if they will come back & fix the damaged bench c) 294c) The PC discussed the options of park security & agreed no action is deemed necessary at this time 313. Highways & Byways a) 295a) Defibrillator (AED): reported that the school have offered for us to run a further training session at school in the New Year to C/F to June when possible to ask BHF to return to run the course b) 295b) Surface Water Drains: LA confirmed the works on Worminghall Road / Golders Close entrance are scheduled for the end of July confirmed PJ / RB are to meet with Dave Smith (LAT) on 11 th May to inspect reported issues around the village LA to also attend c) 295c) Footpaths: to arrange for Got It Covered to repair 1 stile that needs new wooden steps C/F from last month waiting for works to be completed has written to Court Farm regarding replacing the stile with a gate at the entrance to the footpath, opposite the pub. Awaiting response. d) 295d) MVAS: It was agreed that the current system of volunteers to move the MVAS around the village is not proving successful. AB asked for to arrange for him to meet with Got It Covered to explore whether they could take this on, on a monthly basis & provide a quote for doing so. CLOSE C/F CLOSE C/F C/F C/F /AB Page 4 of 6

5 e) Village Maintenance - Annual It was suggested that draw up an annual diary of general maintenance & approach Got It Covered to quote for providing the service this is to include; litter picking, cleaning of road signs, ditches etc Communication & Publicity a) 296a) Emergency Planning (EP): AB conveyed that the EP meeting was received positively with at least 4 volunteers coming forward to join the EP committee. b) 296b) General Communication The PC agreed that there is already a popular & active Facebook page for the Ickford Community. LA explained that this is already a successful way of sharing information with the community it was agreed that a separate PC page is not necessary. LA to link into the existing page Village Organisations & "Institutions" a) 297a) Sports Pavilion & Recreation Ground: It was agreed that the Pavilion Working Party could now be established as LA / BK / RB volunteered to join alongside 2 residents who have also volunteered. LA to set up an initial meeting. b) Allotment Society: to request an up to date list of current plots rented by whom & the waiting list. to check the insurance for the allotments Future meetings for this year were agreed to remain as the 2 nd Tuesday of each month excluding August & January; where no meeting will be held. The meeting closed at 9.40pm The next meeting was agreed as Tuesday 13 th June It was agreed that the meeting in September will be held on Tuesday 5 th September AB LA All supporting documentation referred to in the minutes above can be found on the Parish Council section of the website and in the files held by the Parish Clerk. Page 5 of 6

6 Signed: Date: Page 6 of 6

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