Council Agenda 161025

CHEPPING WYCOMBE PARISH COUNCIL

 

 

COUNCIL AGENDA

 

Members of the council are summoned to attend the Council meeting to be held on Thursday,

16 October 2025 at 7.30pm at the Council Chamber, Cock Lane, Tylers Green, Bucks  HP10 8DS

 

The meeting is open to the public and press

 

Members of the public are permitted to make representations, ask and answer questions, in respect of any item of business included in the agenda. A fifteen-minute period is permitted in total.

 

1. Apologies for Absence

Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Clerk.

 

2. Declarations of Interest and Code of Conduct

To receive any pecuniary or non-pecuniary declarations of interest and confirmation of any relevant dispensations.

1. i) Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer (Clerk) of it.
2. ii) Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council.

 

3. Citizens Advice Buckinghamshire: an introduction for Chepping Wycombe Parish Council

Council is asked to RECEIVE a presentation as above from Karen Satterford, CAB Trustee.

 

4. Council Minutes

To CONSIDER the attached minutes of the Council meeting held on Tuesday 24 June 2025 (Pages 4 – 6)

 

5. Open Spaces Committee

To CONSIDER the attached report of the Committee meeting held on Tuesday 9 September 2025 (Pages 7-10)

 

6. Works & Services Committee

To CONSIDER the attached report of the Committee meeting held on Thursday 25 September 2025.

(Pages 11-12)

 

7. Finance & General Purposes Committee

To CONSIDER the attached report of the Committee meeting held on Thursday 2 October 2025 (Pages 13-17)                

 

8. Planning Meetings

To CONSIDER the attached reports of the Planning Meetings held on 8 July 2025 (Pages 18 -20), 29 July 2025 (Pages 21-22), 19 August 2025 (Pages 23-25), 9 September 2025 (Pages 26-28) and 23 September 2025 (Pages 29-30).

 

Council is asked to NOTE that future planning meetings will be held at 12 noon rather than 10am for a trial period to see if this works for more members to attend.

 

Council is also asked to NOTE the schedule of applications from June to October APPENDIX A (Pages 31-32), showing eventual outcomes of the parish council submitted objections.

 

9. Financial Regulations

Council is asked to CONSIDER and, if so minded, APPROVE the recommendation from the Finance & General Purposes Committee to adopt the amendments. APPENDIX B (Pages 33-36)

 

10. Risk Register

Council is asked to CONSIDER the recommendation from the Finance & General Purposes Committee to APPROVE the amendments to the Risk Register which are now aligned to our insurance company.  APPENDIX C (Pages 37-50)

 

11. IT Security Policy

Council is asked to CONSIDER the recommendation from the Finance & General Purposes Committee to adopt the IT Security Policy. APPENDIX D (Pages 51-54)

 

Council is also asked to CONSIDER the recommendation from the Finance & General Purposes Committee to APPROVE the following;

 

• Cybersecurity Training:

• All staff and councillors to complete this free course by the National Cybersecurity Centre as mandatory training. Top tips for staff – Overview.
• Mock phishing test to be arranged by Redsquid for all staff and councillors.
• Depending on the results of the phishing test, more comprehensive cybersecurity training via NALC to be offered to councillors. This is not free.
  • All councillors to receive “cwpc.org.uk” email addresses:

1. At present, councillors are asked to set up a personal email account when they join the council to be used for council correspondence. These email addresses are published in our newsletter to residents where we invite them to reach out to councillors individually.
2. However, we have no control over the security of each councillor’s email account. This is a problem when we publicise these email addresses to residents, who may be sharing personal data with councillors

11.3      Costs:

Microsoft Exchange Online Plan 1

Mailbox size: 50 GB per user

Features: Email, calendar, contacts, anti-spam, and anti-malware protection included and backup for one year

Price: £6.50 per user/month against an annual licence

 

Recommended Security Add-On (Optional but valuable)

To strengthen email protection beyond the standard filtering:

Microsoft Defender for Office 365 Plan 1

Protects against: Phishing, malware, malicious links, and attachments

Adds features like: Safe Links, Safe Attachments, and real-time threat detection

Price: £ 2.00 per user/month against an annual licence

To set this up and deploy to users, this would cost an extra one-off fee of £200.00, to ensure the councillors policies and testing is rolled out effectively.

 

Monthly Cost Per User: £8.50

Total Monthly Cost: £144.50.

Total Annual Cost: £1734 (+ £200 one off deployment cost)

Council is asked to NOTE that the Microsoft Portal is part of the Intune platform and acts as a secure gateway for users to access approved apps and corporate resources and can be integrated as part of the onboarding process at no extra charge

 

For councillor mailboxes, this means:

• Only compliant devices can access Outlook and other Microsoft 365 services.
• You can restrict access to corporate data if a device falls out of compliance.
• Councillors can install approved apps securely without needing admin rights.
• IT administrators can monitor device health and enforce policies centrally.

 

12. Grants

Following a grant application from the Flackwell Heath Bowls Club, Council is asked to CONSIDER and, if so minded, APPROVE the recommendation from the Finance & General Purposes Committee to contribute £10,000 towards the replacement of the drainage channels around the green.  The Club have been actively pursuing other organisations for grants.  The total project is estimated to be between £36k and £40k.  The funds would be taken from the Grant and CIL budget lines.

 

A grant request was submitted to the Finance & General Purposes committee for a 50% contribution towards a new flagpole which will be used for Remembrance Day and Christmas Carols on the Common.

The paperwork was incomplete, and Council is now being asked to CONSIDER and, if so minded, APPROVE the amount being requested to re-imburse a resident of £365.81.  APPENDIX E (Pages 55 – 57)

 

13. Improving our footpaths project

                Council is asked to RECEIVE a verbal update from Mr Herschel.

 

14. Informal Meeting for Members

The informal meeting is traditionally held to review policy or other important issues that will impact on the council within the following year.  Council is asked to NOTE that the date of the meeting has been set for Tuesday 18 November.

 

The public and press are excluded from the meeting.

 

Members are asked to suggest items for consideration at the meeting or to subsequently notify the Clerk or Chairman of Council.

 

15. Questions by Members of the Council

At the time of agenda dispatch, no questions by members have been received.

 

16. Public Participation

Members of the public wishing to speak at the beginning of the Council meeting should approach the Clerk with this request as soon as possible.

 

17. Accounts for Payment

Accounts for payment are to be circulated at the meeting for consideration by councillors.

 

Wendy Thompson

Clerk of the Council

9 October 2025

 

 

Date & Time of Next Meeting: Thursday 18 December 2025 @ 7.30