Minutes

 5/2021 (ZOOM) 

 EAST CLAYDON PARISH COUNCIL 

Minutes of a meeting of Parish Council Meeting via ZOOM 

At 7.30 pm on Thursday 18 February 2021 

(In accordance with The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (“the 2020 Regulations”) come into force on 4 April 2020) 

Councillors Present: Peter Wright (Chair), Martin Paul (MP), Gary Baldwin (GB), Gareth Williams (GW) and Christopher Utley (CU) 

Also present: Cllr Mahon (Steeple Claydon PC), Carole Jackman (Clerk) and 2 parishioners 

OPEN FORUM 

Chair welcomed to the meeting Cllr Mahon and two parishioners: 

Cllr Mahon explained his reason for joining the meeting which was that CC Angela Macpherson had suggested that he attend to see how the Parish Council works as he will be standing as a Conservative candidate in the May 2021 County Council election. He thanked the Council for allowing him to join the meeting. 

The two parishioners introduced themselves and explained that they looked forward to joining the community. 

1. Apologies/Welcome: CC John Chilver, and Cllrs Colin Kitchen and Martin Hughes. 

2. Members Interests: None declared. 

3. Minutes of the Meeting held on 21 January 2021 

The minutes of the meeting held on 21 January 2021 were agreed by those present and will be signed by the Chairman at the next ‘proper’ meeting. 

4. Matters Arising: None. 

5. Planning (Appendix 1: 2020/21 applications and decisions) 5.1 Planning Applications 

5.2 Hinton Close 

There were no new planning applications to consider. 

It was noted that the landscaping still is outstanding and is the responsibility of the developer, 

and that the hedge should restored to its correct state. 

6. Finance and Accounts 

6.1 Accounts 

Clerk had circulated the accounts prior to the meeting (see appendix 2) and Councillors approved them. 

6.2 Account Signatories 

Cllrs GW and CU are working on setting up on-line banking. 

Action: Clerk to forward TSB link to Cllr CU. 

7. Village Hall 

Cllr GB reported that the: 

– Construction work was complete. 

– Fence work was complete. 

6/2021 (ZOOM) 

– Oil tank had sprung a leak and for a metal replacement will cost ~£2.5K. The tank will be replaced within 2-3 months and all risks involved in moving the oil from the old tank to the new one had been considered. 

– Two people have taken long-term rental agreements. 

– There is one regular hiring for the dance club. 

– The hall will be ready to open when the COVID lock-down ends. 

8. Playground 

Cllr GB reported that: 

– The playground had not been used very much recently as the land drains may be blocked which has caused the area to be muddy. 

– The response from the questionnaire regarding adult exercise equipment had been positive, but no one had suggested what items to install. A quotation for equipment had been received but this was over budget. 

Action: Cllr GB to get an additional quote for the next meeting. 

9. Roads and Pathways 

9.1 Safety issues with the Triangle 

No updates were available. 

9.2 Gulley cleaning: East Claydon & Botyl Road 

Transport for Bucks (TFB) and Anglia Water had both worked on the flooding at the junction of East Claydon and Botyl Road, but the problem still exists during heavy rain. However, it is not clear what is causing the problem and who is responsible for solving it. 

TfB and Anglia Water have been asked for reports on the issues and mitigation measures. 

It was noted that the Parish Council may have to get an independent survey on the way forward. 

Action: Clerk to urge TfB and Anglia Water for an early update. 

9.3 White Lines 

Cllr GB had received a reply from Fix My Street stating that Bucks Council planned to complete the white lining “next week”, but this had not been done. 

Action: Cllr GB to follow up with TfB. 

9.4 Pathways and Verges 

9.4.1 It was noted that the pathway work and new tree planting had been completed. 

9.4.2 Issue of flooding by the old Rectory – It was noted that some of the house building had 

exacerbated the flooding problem. Cllr GW had spoken to a resident about digging a gulley to help drainage. 

Action: Cllrs to have a site meeting to scope a solution. 

9.5 Verges and Hedge cut back 

Cllr GW had produced a draft flyer and would include some photographs and additional information about parking on the path before distribution to residents. 

Action: Cllr GW to finalise the flyer and distribute to Cllrs for comment. 

Chair had asked Cllr MH for input regarding the Triangle and to speak to a resident regarding a hedge overhanging the road. 

Action: Cllr MH to follow up with resident. 

It was noted that some other hedges in the area need cutting back. [Note: bird nesting season starts on 1 March]. 

It was not known who had turfed one verge, so Council was unable to send a thank you letter. Following further discussion, it was agreed that RTM would be asked for a quote to carry out further ‘verge work’ in the better weather and that residents would be approached if they did not cut back their hedges. 7/2021 (ZOOM) 

9.6 Sandhill Road Closure (HS2 / EWR) 

Chair reported that: 

– He had spent a huge amount of time trying to resolve the problem of the Sandhill Road Closure. There appears to be disagreement between EWR and British Gas as to who is responsible for extending the closure. 

– Our MP and Bucks Council were trying to resolve the issue but had not received a response from EWR. 

– It appears that no one within EWR is prepared to be accountable. 

– Cllr John Riches had organised a visit from BBC South. 

– The condition of the local roads is considered by the Council to be unacceptable. 

– EWR/HS2 are being pressured to improve verges. 

Cllr Mahon stated that “direct action” may be taken if the road closure problem is not resolved soon and noted that the Minister for Rail will attend a future EWR meeting. 

9.7 Electronic speed sign 

Unanimous approval was given for the purchase of an additional electronic speed sign. It is noted that Speedwatch may not go ahead when lockdown is lifted. 

Action: Chair/Cllr GB to order the speed sign and poles. 

9.8 Dog Bins 

It was agreed to get costs for the installation of a dog bin at the entrance to Splash Lane. It was noted that Cllr GB had picked up a lot of “poo bags” left by dog walkers. Cllr Mahon offered to send details of the supplier of the bins for Steeple Claydon. He also reported that Bucks Council sent out a dog warden and fines were implemented in Steeple Claydon which had cut the incidence. 

Action: Clerk to get quotations for a dog bin. 

9.9 School Car Park 

The HS2 Safety Fund now is open. An Expression of Interest (EOI) had been submitted for funding for a car park which now needs to be updated. 

Chair had tried to get the chairman of school governors, the diocese property manager and Verney Estate to liaise and draw up a way forward. 

It was noted that the Parish Council probably will need to set up a working party to encourage all parties to get together. 

Action: Chair to update and submit the application to the HS2 Safety Fund and Cllrs to review car park quotation. 

It was noted that EWR/Fusion have carried out some voluntary work for a local organisation. 

10. Coronavirus Issues Update 

No updates were available. 

11. Community Boards 

There were no updates. 

12. EWR/HS2 

It was noted that a member of the Community Board HS2/EWR sub-group had attended a recent Transport Select Committee meeting. The sub-group is getting results, but very slowly. 

Cllr Mahon reported that a group of villages had been awarded £1m from HS2 and added that it has been impossible to get the money. 

13. Proposed New Prison in HMP Grendon / Springhill 

It was noted that Edgcott and Grendon Underwood Parish Councils were grateful for East Claydon’s support in submitting an objection to the proposed new Grendon/Springhill prison. 

It also was noted that they now are working hard to collate planning issues should the Ministry of Justice submit a planning application. 8/2021 (ZOOM) 

14. General Correspondence 

All relevant email correspondence had been forwarded to Councillors. 

15. Any Other Business 

Parishioners thanked the Chair for allowing them to speak. They: 

– declared an interest in the Community Board (CB) and noted that one of them (Mrs Jordon) is Chair of the Whexham and The Ivers CB and went on to explain how the Board and sub-groups work. 

– Mrs Jordon suggested that the Parish Council should make an application to the CB to fund the electronic road signs (9.7 above) and the adult exercise equipment (8 above). 

– Asked for a specification for the Hinton Hedge. Chair agreed to speak to two parishioners in the village who may have some information about the history of the hedge. 

– Wondered whether the water leak (9.2 above) is caused by a spring. 

16. Date of Next meeting 

The next meeting will be held at 7.30pm on Thursday 11th March 2021. 

Chair closed the meeting at 9.55. 9/2021 (ZOOM) 

Appendix 1 

2020-2021 Planning Applications Reference  Address  Status 
20/00271/ALB  Botolph Farmhouse Botolph Farm 46 Botyl Road Botolph Claydon Buckinghamshire MK18 2LR  Consent Granted 
20/00401/APP  1 St Marys Close East Claydon Buckinghamshire MK18 2HR  Approved 
20/00613/APP  4 Emerald Close East Claydon Buckinghamshire MK18 2NL  Approved 
20/00677/APP  2 Botyl Road Botolph Claydon Buckinghamshire MK18 2LR  Approved 
20/00694/APP  20 Sandhill Road East Claydon Buckinghamshire MK18 2LZ  Approved 
20/00750/APP  2 Church Way East Claydon Buckinghamshire MK18 2NB  Approved 
20/01092/ALB  23 Botyl Road Botolph Claydon Buckinghamshire MK18 2LP  Consent Granted 
20/01252/APP  Botolph Farmhouse Botolph Farm 46 Botyl Road Botolph Claydon Buckinghamshire MK18 2LR  Approved 
20/01293/APP  23 Botyl Road Botolph Claydon Buckinghamshire MK18 2LP  Approved 
20/01388/APP  6 Church Way East Claydon Buckinghamshire MK18 2NB  Approved 
20/01590/ALB  Melody Cottage 1-3 Orchard Way Botolph Claydon Buckinghamshire MK18 2NG  Consent Granted 
20/03187/APP  23 Botyl Road Botolph Claydon Buckinghamshire MK18 2LP  Approved 
20/03188/ALB  23 Botyl Road Botolph Claydon Buckinghamshire MK18 2LP  Consent Granted 
20/03679/ALB  1 Orchard Way Botolph Claydon Buckinghamshire MK18 2NG  Consent Granted 
20/04254/APP  20 Sandhill Road East Claydon Buckinghamshire MK18 2LZ  Approved 
20/04358/APP  24 Orchard Way Botolph Claydon Buckinghamshire MK18 2NG  Approved 
21/00039/APP  1 St Marys Close East Claydon Buckinghamshire MK18 2HR  Awaiting decision 
21/00178/ALB  1 Orchard Way Botolph Claydon Buckinghamshire MK18 2NG  Awaiting decision