PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 25 April 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and concluding at 9.20pm

1/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mattey, Cllr Ginda, Cllr Mrs Stack, 
Cllr Richardson, Cllr Nicholls and Cllr Mrs Arney.   Clerk: Laurie Eagling.    
Mr Broadbent (co-opted member of leisure development working party).  
For Neighbourhood Action Group: PCSO P Boston and 2 members of the public.

	APOLOGIES: 	 Cllr Mrs Monaghan, Cllr Mrs Hawkins

2/13	NEIGHBOURHOOD ACTION GROUP:  

PCSO P Boston updated the council about the recent series of burglaries in Cheddington, Marsworth, Ivinghoe, Edlesborough and Pitstone, mainly targeted unoccupied properties with a few to stealing jewellery and laptops/small electrical items.   Residents were asked to remain vigilant and call 101 if they witness any suspicious activity.  

Changes to the PCSO structure and responsibilities were explained, resulting in less time for foot patrols in the area, which was considered a real loss by the parish council.   This means that TVP presence isn’t being seen/felt and the officers are not getting the opportunity to build up relationships with the local young people and other residents.

It was also confirmed that there will not be a ‘local’ newsletter from TVP, as the newsletter now covers the whole Wing TVP area.   Again this was considered a step backwards, as the communication is now less relevant to local residents and too lengthy to include within PPP.

The parish council agreed to raise both the above issues with the LAF.

PCSO Boston was thanked for her time and she returned to her door-to-door duties.   The two members of the public also left.

3/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

None were forthcoming.

4/13	DECLARATIONS OF INTEREST:  All councillors have an interest in the recreation ground redevelopment & charity actions as the council is trustee of the Recreation Ground Charity and Pitstone Parish Charity.   

5/13	MINUTES OF THE MEETING held on 28 March 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 28 March 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

6/13	CLERK’S REPORT

The content of the clerk’s report (Appendix 1) was noted.   To assist the public, the notes on matters arising are duplicated below:

1)	Minute 131/09.3 – Business Park Signs; Signs approved and ordered by TfB for delivery into their depot before the end of March.   In-house sign installation crew should erect the signs in Pitstone during April/May.
2)	Glebe Close Parking – Work commenced 15 April 2013.
3)	Cheddington Road footpath: The footpath down Cheddington Road (work first approved in 2011) has been marked up but the work has yet to be carried out.   
4)	Northfield Road Cycle/Pedestrian Path: The new contact at Bucks County Council has now gone off on long term sick leave for several months.   Will continue to chase through with BCC finance.
5)	Marsworth-Pitstone footpath:  Paul Foot/TfB will carry out investigation for the old footpath lying under the grass verge between Westfield Road and the railway bridge within the next few weeks.
6)	Minute 65/12.2 – New web site launch: as soon as data populated.   Cllr Nicholls progressing.
7)	Minute 95/12.1b – Water Sub Meter for Pavilion:  Will be installed by 13 May 2013. 
8)	Minute 111/12.i – Memorial bench/tree: no update from the Wesley family.
9)	Minute 112/12.c – Youth Cafe equipment wish list/amazon:  Waiting for list from AVYFC, so can determine the most appropriate way to proceed and fundraise.
10)	Minute 141/12.2 – Pitstone Hill car park pot holes:  the work will be undertaken in May/June time as this will be much cheaper.  
11)	Minute 142/12.4 – Notice-board treatment: trying to identify suitable workman (possibly Mark Whitaker).
12)	Minute 143/3c – What’s On Guide: waiting for clerk to have capacity to revise.   
13)	Roundabout central light – Kevin Allen, BCC Street Lighting, advised that this column has reached the end of its life and a new light has been placed on order for 2013.  The parish council has asked if we can enhance the roundabout at the same time, but no confirmation/ideas have been received back despite chasing.
14)	Minute 158/12.3 – mVAS:  Ground-screw locations have been provided to SWARCO.   The council is awaiting installation dates, delivery dates for the equipment and training dates.
15)	Minute 158/12.12 – Bus Shelters on Westfield Road:   Disappointingly, Taylor Wimpey refusing permission for the shelters to be erected until the land is transferred to BCC.
16)	Minute 158/12.13 – ‘Local List’:  Cllr Corry Cashman will advise if AVDC pursuing
17)	Minute 160/12.5 – Pedestrian Crossings for Westfield Road:  Can’t be progressed until the road is transferred to BCC.
18)	Minute 172/12.c – Pavilion Checks:   fire equipment annual service booked for 26/4/13 at 9am.   PAT tests completed for pavilion & youth café and certificates provided.   5 year electrical safety inspection completed.  Annual Fire Alarm service completed but still trying to fix call-point problem as unit is outdated, will also be additional reporting requirements & new log book to complete.  Storage heater now fixed.   Emergency lighting annual check carried out and new reporting requirements added to schedules (additional log book provided).  Short circuit identified and fixed.
19)	Minute 173/12.1 – Replacement Lighting Columns:  Cllr Ginda to seek advice from BCC re timely replacement of street light columns
20)	Adult Education at the Memorial Hall: responses to PPP/Beacon articles etc not due to mid May.   Local resident (Ivinghoe Aston) is qualified tutor of creative writing & has expressed an interest in teaching this subject if there is sufficient interest.
21)	Minute 188/12a – Fire escapes at pavilion: Graham Lowe has the items on order.
22)	Minute 188/12.2 - Kicking Goal: the ground keeper has been able to raise the matting and insert some sand as a temporary repair.
23)	Mounds of soil at allotments/verge opposite Masons: J Groom & Sons will repair damage and build/seed bunds shortly and then an updated quote can be obtained to remove the remaining soil from the allotments.

7/13	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).   

8/13	PLANNING MATTERS   

Applications: 

13/00763/APP – Part first floor extension over existing porch at 67 Crispin Field.   No objections were received as a result of the Neighbour Notification Program.   The matter was considered at the full council meeting and it was RESOLVED to advise AVDC that the parish council had no objections to this application.

Decisions:  

None.

Other:

12/00774/APP – Erection of replacement dwelling and detached garage/workshop at Springfield House, Orchard Way, Pitstone.   Minor amended plans relating to reconfiguration of the front elevation.   Provided for information only.  AVDC not consulting.  

9/13	PITSTONE PARISH CHARITY AND PITSTONE RECREATION GROUND CHARITY

1.	Pitstone Parish Charity
a.	Pitstone Parish Council received notification from Pitstone Parish Charity of their intention to dispose not only of the land defined within the Pitstone Development Area Comprehensive Plan (and currently dis-used allotments) but also the parcel of land currently managed under licence by the Pitstone Recreation Ground charity and housing the children’s playground.    It was noted that this was necessary to fulfil the terms of their obligations to the Charity Commission.
b.	Pitstone Parish Council received notification from Pitstone Parish Charity of their need to fulfil AVDC planning obligations for the PDA to provide enhanced leisure facilities for the village and as such a parcel of land within the PDA will be set aside.    The Parish Charity seek confirmation from Pitstone Parish Council that they would be willing to adopt ownership and ongoing maintenance responsibilities for such a parcel of leisure land.   It was RESOLVED to confirm that this would be acceptable, and welcomed, by Pitstone Parish Council.
c.	It was noted and RESOLVED to approve the appointment of Cllr Nicholls as Chairman of Pitstone Parish Charity/Committee, replacing Cllr Saintey.
d.	Pitstone Parish Council noted and approved the move by Pitstone Parish Charity to open a dedicated cheque account.   It was RESOLVED to provide any necessary nominal funding to secure this account.
e.	The content of the Trustees Annual Report and Accounts/Annual Return was noted by all members of the full council, and approved.

2.	Pitstone Recreation Ground Charity
a.	It was noted that Pitstone Parish Charity had served notice upon Pitstone Recreation Ground Charity of their intention to revoke their licence to manage the section of their land.
b.	It was RESOLVED to continue to work with Pitstone Recreation Ground Charity and Pitstone Parish Charity, along with other bodies, to maximise the leisure provision available to the parish.
c.	The content of the Trustees Annual Report and Accounts/Annual Return was noted by all members of the full council, and approved.

3.	The Vice-Chairman proposed a vote of thanks to the clerk for the work undertaken on this project.

10/13	PITSTONE PARISH DEVELOPMENT PLANS

1.	Leisure Development on the Recreation Ground

a.	Land Ownership

Both the skate park and play space will reside on the parcel of land that Pitstone Parish Charity has served notice of its intention to sell.   It was RESOLVED that Pitstone Parish Council could continue to progress plans for the play space and skate park, on the understanding that this parcel of land will transfer into the ownership of Pitstone Parish Council upon completion of the sale of the aforementioned land.    It was RESOLVED to work with both Pitstone Parish Charity, Bidwells and Horwood & James to ensure that the necessary assurances and contract terms were in place to guarantee this transaction.

b.	Skate Park

i.	It was RESOLVED to accept the procurement fee of 10% of winning tender price from AVDC.   It was noted that AVDC anticipate saving this amount during the procurement process.  AVDC will transfer this amount from S106 after works completed.
ii.	It was RESOLVED to confirm with AVDC if any monies would be due if, for whatever reason, we end up not contracting with anyone.
iii.	It was noted that PPC will need to provide written confirmation of our agreement to all the proposed procurement documentation.
iv.	It was noted that to avoid being on site at the same time as the play space contractors and to enable AVDC time to prepare all the required documentation, that the revised timetable was: Expression of Interest (July), Pre-tender Questionnaire (August), Pre-tender Outline Design (August/September), Tender (October), RoSPA pre-installation inspection (November), Planning (December-February) and Install in March 2014.
v.	It was noted that the contract will be established between PPC and winning tenderer, with invoices made out to PPC.   S106 funds to the value of the winning tender will be released to PPC once copies of relevant invoices received by AVDC.   PPC will pay the winning contractor, including the retention fee 12 months later.
vi.	It was noted that AVDC will supply draft documentation for PPCs approval towards the end of May.

c.	Play Space
i.	It was noted that AVDC has approved the designs for the proposed new play space.
ii.	As per council’s previous resolution, the play space designs have been submitted to RoSPA for a Pre-Installation Plans Inspection.   It is anticipated that a response will be received within 2-3 weeks.
vii.	It was RESOLVED to accept the planning application fee of £97.50 quoted by AVDC (‘Other’ Planning with a 50% discount for a parish council application).
viii.	It was RESOLVED to commence preparation of the planning application but not to submit this until the response had been received from RoSPA in case any changes were required that would impact upon the application.
ix.	It was noted that AVDC had approved the recommended tree works.   It was therefore RESOLVED to accept the quotation prepared by Roderick Wilson Tree Surgeons and the work to be scheduled for 7/5/13.
x.	It was noted that AVDC had approved the plans for the removal of the old playground and the relocation of the kicking goal and youth shelter.   It was therefore RESOLVED to award this element to Huck Play.
xi.	It was RESOLVED to arrange a conference call with Huck Play to negotiate the finer terms of the contract.

2.	Pitstone Development Area:  

The updates provided by the Pitstone Parish Charity and AVDC were noted.  

a)	It was RESOLVED to complete and finalise the Design Brief and submit to AVDC for their ‘letter of comfort’.
b)	See minutes above regarding legal implications.

11/13	PROPERTY ISSUES

1)	Pavilion

a)		It was noted that Tring Royals has confirmed booking for 2013/4 season.
b)		It was RESOLVED to accept the costs of the emergency repairs to the roof tiles.
c)		It was noted that the staffing committee had utilised devolved powers to appoint 
Mr Witherden as cleaner/caretaker with effect from 13 May 2013.    The necessary contract amendments etc have been issued.   The additional equipment has been purchased and installed at the pavilion.
d)		It was noted that the banner advertising and sponsorship opportunities would be progressed this month by Cllr Ginda and the Clerk.

2)	Play Space

a)	After a lengthy debate, it was RESOLVED to hold a site meeting with the interested parties to discuss any possible supply of water to the recreation ground.
b)	It was noted that Digley Associates were no longer trading so the playground inspections have now been booked with Wicksteed at a cost of £45 per play space (Hever Close and Windsor Road only).

3)	Allotments

a)	It was noted that the 6 monthly site risk assessment had been conducted and the Parish Council had been supplied with a copy of the report.

12/13	OTHER ISSUES

1)	Employment Issues

a)	It was RESOLVED to accept the costs associated with one-off litter pick along Tunnel Way and Quarry Road.
b)	It was noted that the year-end payroll had been completed and the council had successfully transferred to the RTI (Real Time Information) reporting system for HMRC for the 2013/14 financial year.
c)	It was RESOLVED to accept the cost of a replacement litter picker (£18.95) for 
Cllr Ginda.
d)	It was noted that the minimum wage increases to £6.31ph in October.   Staff are currently paid at least £6.50 per hour so remain above the minimum limit.
e)	It was RESOLVED to ask Mr Deeley if he could cover any annual holiday entitlement relating to the clearance of litter from the recreation ground.

2)	Annual Assembly 
Final arrangements were determined for the annual assembly on 21/5/13.

13/13	FINANCIAL ISSUES  

1)	AVALC Contribution
It was RESOLVED to make the requested £10 annual donation to AVALC.

2)	Financial Reconciliation
It was RESOLVED to that the financial reconciliation to 28 March 2013, including the proposed carry forwards, truly reflected the business of the council over the past 12 months.

3)	S106 Castlemead Play Space Funds
It was RESOLVED to open a dedicated Savings Account for these funds to maximise on the interest and quarterly bonus payments and therefore elongate the value from these funds.

4)	PPP Reconciliation
a)	It was RESOLVED to accept the PPP reconciliation.
b)	It was RESOLVED to carry forward £900 revenue for the production of the bi-annual guide in summer 2013.
c)	It was RESOLVED to arrange the necessary internal transfer of £5,000 from the PPP Bonus Saver account to the Current Account.

5)	Pavilion Reconciliation
a)	It was RESOLVED to accept the pavilion reconciliation.
b)	It was RESOLVED to arrange the necessary internal transfer of £2,564.46 from the Pavilion Bonus Saver account to the Current Account.

6)	Quarterly VAT Return: noted.

7)	Year End Receipts and Payments / Annual Report / Executive Summary
It was RESOLVED to accept all the paperwork relating the financial activity of the parish council over the last 12 months.   All documentation will be submitted to the internal auditor and subjected to review in May.   Council will then need to approve all financial documentation at the end of May meeting for ongoing transmission to the external auditor.

8)	Grant Consideration
It was RESOLVED not to offer a grant towards the printing costs of “The Story of College Lake” publication.

9)	Financial Position & Payments
It was RESOLVED to make the payments outlined in Appendix 3, and the cheques were duly signed by 3 members of the council.  The income, debtors and financial reconciliation/ summary information was noted.   

14/13	REPORTS 

1)	Cllr Arney provided an update from the Aylesbury Vale Transport Users Group meeting on 23/4/13 to discuss future strategic transport provision in the Vale.    As part of this they will be reviewing both the bus to Hemel Hempstead and the bus to Leighton Buzzard, not necessarily with a view to eliminating the service altogether but potentially to consider any improvements required.   Cllr Arney notified council that she would be attending a meeting called by London Midland Trains on 2/5/13 and will report back to council.
2)	Cllr Blunt provided an update from the Ivinghoe Annual Parish Assembly on 17/4/13 including information about the library and SOS projects.
3)	Other reports in the Clerks report were noted. 

15/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 23 May, 27 June, 25 July, 22 August, 26 September, 31 October, 28 November.
•	Pavilion Committee meeting: 8 July 2013
•	Aylesbury Vale Transport Users Group meetings: 4/6/13, 10/9/13, 3/12/13, 4/3/14 (Corey Cashman)
•	Play around the parishes booked for Fri 2/8/13 10-12 and Wed 21/8/13 2-4pm.
•	Internal Audit with Charlotte Brooks booked for Wed 8 May 2013
•	LAF 23/5/13, 7pm start with drop-in transport session from 6pm – Cllrs Saintey, Blunt & Stack normally attend but this one clashes with PPC meeting
•	Party in the Park, Saturday 13 July 2013 (until 6.30pm outdoors and 11pm indoors)
•	Best Kept Village Competition will be judged in June, notified in July
•	London Midland Trains update meeting 2/5/13 – Cllr Arney attending

16/13	DATE OF NEXT MEETINGS

	The Pitstone Annual Assembly will be on 21 May 2013.  The next meeting of the Parish Council will be held on Thursday 23 May 2013, no items were requested for the agenda.  The next pavilion committee meeting will be Monday 8 July 2013.

17/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.20pm.

Signed:			Date:	23 May 2013
	 Chairman